Project Progress Booklet

Issue 2 Page 1 of 21 01/04/2012

MAJOR WORKS & ENTERPRISE PROJECT PROGRESS BOOKLET

Waterway Unit North Wales and Borders

Canal Llangollen Canal

Functional Location(s) LA-035-002-L Hampton Bank

Notification Number(s) None

Project Title LA-035-002-L Hampton Embankment Stabilisation

Project Number P/09232

AR Number & Project

Expenditure Value

Def AR – N/A

Final AR – A/0007935 Value; £441k

Project Profile Major Works

Project Type MW – D&E Assets

Profit Centre NMHS1

Programme Board Business

Area

Embankments and Culverts

Intermediate/Major Repair Major

Enterprise Manager N/A

Engineering Manager Sally Boddy

Project Sponsor Mark Durham

Project Manager Richard Spencer

Funding Providers Major Works Budget

“Heads of” Review

(Enterprise Only)

N/A

Project Progress Booklet

Issue 2 Page 2 of 21 01/04/2012

Document control:

Revision: Issued by: Project stage: Date:

0.01 Working copy

1.00 Issue 1- EngM’s decision

1.01 Working copy

2.00 Mark Durham Issue 2 - EngM’s assessment

2.01 Project Manager Working Copy

3.00 Project Manager Definition AR

3.01 Project Manager Working Copy

4.00 Project Manager Final AR 24/03/14

5.00 Project Manager Post Project Appraisal

Project Progress Booklet

Issue 2 Page 3 of 21 01/04/2012

Contents

CHAPTER 1 - PROJECT APPRAISAL REPORT ............................................................................................................. 5

1.1 NATURE OF PROJECT.......................................................................................................................................... 5

1.2 DECISION BY ENGINEERING MANAGER .................................................................................................................. 7

CHAPTER 2 – ENGINEERING MANAGER’S ASSESSMENT ......................................................................................... 8

SOLUTION ANALYSIS .................................................................................................................................................. 8

2.1 FURTHER INVESTIGATION .................................................................................................................................... 8

2.2 MONITORING REGIME ....................................................................................................................................... 8

2.3 POTENTIAL MAJOR WORK – OPTIONEERING REPORT ............................................................................................... 8

2.3.1 Option 1 ................................................................................................................................................... 8

2.3.2 Option 2 .................................................................................................... Error! Bookmark not defined.

2.3.3 Option 2 .................................................................................................... Error! Bookmark not defined.

2.4 DECISION ......................................................................................................................................................... 8

2.5 CONSTRAINTS / REQUIREMENTS........................................................................................................................... 9

2.6 PROJECT STAKEHOLDERS ..................................................................................................................................... 9

2.7 RECOMMENDED DESIGN DELIVERY ....................................................................................................................... 9

2.8 WORKS DELIVERY STRATEGY ............................................................................................................................... 9

2.9 EXISTING INFORMATION AVAILABLE ..................................................................................................................... 10

2.10 ENGM FORECAST MAXIMUM LEVEL OF INVESTMENT FOR SELECTED OPTION ................................................................ 10

2.11 PROJECT CATEGORISATION ................................................................................................................................ 10

2.12 CDM............................................................................................................................................................ 10

2.13 RISKS & OPPORTUNITIES .................................................................................................................................. 10

2.14 VOLUNTEER/COMMUNITY INVOLVEMENT ............................................................................................................ 10

2.15 FUTURE MAINTENANCE REQUIREMENTS .............................................................................................................. 10

CHAPTER 3 – PROJECT DELIVERY (DEFINITION) .................................................................................................... 11

DEFINITION APPROPRIATION REQUEST (DAR) ........................................................................................................ 11

3.1 DAR BUDGET REQUEST ................................................................................................................................... 11

3.2 DECISION ....................................................................................................................................................... 11

CHAPTER 4 – PROJECT DELIVERY (IMPLEMENTATION) ......................................................................................... 12

FINAL APPROPRIATION REQUEST (FAR) ................................................................................................................... 12

4.1 PROJECT OUTPUTS/OBJECTIVES ......................................................................................................................... 12

4.2 CHANGE CONTROL .......................................................................................................................................... 12

4.3 CONSTRUCTION TARGET COST ........................................................................................................................... 12

4.4 KEY PERFORMANCE INDICATORS (KPI’S) .............................................................................................................. 13

4.5 MOBILISATION CONSIDERATIONS ........................................................................................................................ 13

4.5.1 Project Team .......................................................................................................................................... 13

4.5.2 Internal Communications ....................................................................................................................... 13

4.5.3 Customer/External Communications ..................................................................................................... 13

4.5.4 Safety ..................................................................................................................................................... 13

4.5.5 Environment & Water Management ..................................................................................................... 14

4.5.6 Heritage ................................................................................................................................................. 14

4.5.7 Consents ................................................................................................................................................. 14

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4.5.8 Access Arrangements ............................................................................................................................. 14

4.5.9 Delivery Timetable ................................................................................................................................. 14

4.6 RISK MANAGEMENT ........................................................................................................................................ 15

4.7 FINANCIAL INFORMATION ................................................................................................................................. 15

4.7.1 SAP Final cost to completion – all years ................................................................................................. 16

4.7.2 Appropriation Request Value ................................................................................................................. 16

4.7.3 Cash Flow & Budget Request ................................................................................................................. 16

4.7.4 Legal review ........................................................................................................................................... 17

4.7.5 Supplementary Documents .................................................................................................................... 17

CHAPTER 5 – REVISED APPROPRIATION REQUEST ............................................................................................... 18

5.1 REASONS FOR REVISED AR ................................................................................................................................ 18

5.2 FINANCIAL INFORMATION ................................................................................................................................. 18

CHAPTER 6 – POST PROJECT APPRAISAL .............................................................................................................. 19

6.1 PROJECT MANAGER’S REPORT ........................................................................................................................... 19

6.2 REVIEW AGAINST THE BUSINESS CASE ................................................................................................................. 19

6.2.1 Benefits achieved to date & residual benefits expected ........................................................................ 20

6.2.2 Variation from the approved Business Case .......................................................................................... 20

6.3 REVIEW OF THE PROJECT OBJECTIVES .................................................................................................................. 20

6.4 REVIEW OF TEAM PERFORMANCE ....................................................................................................................... 20

6.5 LESSONS REPORT ............................................................................................................................................ 20

6.6 FOLLOW ON ACTIONS RECOMMENDATIONS (WITH DATES) ...................................................................................... 21

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Issue 2 Page 5 of 21 01/04/2012

CHAPTER 1 - PROJECT APPRAISAL REPORT

1.1 Nature of Project

The Llangollen Canal, links Llangollen at the Western End and terminus of the canal, with the Shropshire Union at Hurleston Junction. As well as boat traffic the canal transports water to Hurleston Reservoir. This accounts for a significant part of the contribution to the reservoir and attracts a contribution of £1M per annum. Consequently a penalty is levied when the water supply is disrupted, for example, by a stoppage, unless the water supply is maintained through some other method. There are works already planned at Whixall Moss and Morris’ Embankments where the latter has badger infestation. This booklet refers to Hampton Bank Embankment, where recent activity from burrowing animals has weakened the structure and caused leaks to form. The result has been loss of fines through internal erosion and a significant depression consequently opening up on the crest.

Badger activity has been identified and continues to be monitored, this monitoring highlighted the current condition and concerns. Hampton Bank has breached previously (December 2004) , possibly as a consequence of badger burrowing, and has an anecdotal and documented history of breaches including a minor breach 2 years ago on the towpath side. Seapage zones have been identified near the toe and are monitored through AIP. A large void and depression was noted on 17th January 2014 on the crest of the canal and corresponding leakage was found on the face of the Embankment. This was noticed as a direct consequence of successful vegetation management and a full breach was avoided. The nature of the depression strongly suggests badger activity as being the cause and large voids contributing to an apparent sudden failure.

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Issue 2 Page 6 of 21 01/04/2012

Structural piles are installed around the open bend as highlighted on the plan below. Continuation of the existing structural piling at this location is now proposed.

Hampton Bank Embankment has a history of badger activity, however the area currently active is that which is sheet piled. The redundant setts are at risk of collapse, the but the live sett is approximately 70m from the collapsed area described above and at least 15m from the piling works.

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Issue 2 Page 7 of 21 01/04/2012

Location of Embankment

1.2 Decision by Engineering Manager

Based on the information provided, it is recommended that this project is progressed to

protect integrity of the Embankments.

The objectives are prioritised as follows;

1) Reduce risk of failure due to voids from badger presence

2) Minimise disruption to badgers

3) Maintain suitable habitat for badgers without presenting risk to structural integrity

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Issue 2 Page 8 of 21 01/04/2012

CHAPTER 2 – ENGINEERING MANAGER’S ASSESSMENT

SOLUTION ANALYSIS

2.1 Further Investigation

Continue daily monitoring (waterway)

2.2 Monitoring Regime

Daily visiual inspection using notch boards as reference for leakage and observe

movement in Embankment.

2.3 Potential Major Work – Optioneering Report

2.3.1 Option 1

Description:

Undertake emergency works to protect embankment

Advantages/Disadvantages

Returns structural integrity to the embankment and protects against certain failure.

Water control and supply issues. Navigation will be affected.

Specific Risks:

Large investment required without planning. Ultimate cost will be manageable but cost

certainty is low.

Estimated Investment: £175k.

Potential unplanned costs £1.2M

This is a category 1 project as design and specification has been provided.

2.4 Decision

Progress piling as soon as possible.

PU9 piles to match existing. Exisitng are 5m long.

New piles to be 6m long with ongoing consideration following price estimates for longer

piles.

Proposed 100m linear length.

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Issue 2 Page 9 of 21 01/04/2012

2.5 Constraints / Requirements

The following are the key issues/considerations:

Environmental: Badger Welfare.

Water Management: Major piling will require localised dewatering or careful

management and solutions.

Navigational Stoppage: See Water Management.

Provisional Construction Dates: As soon as possible.

A Register of Project Risks, if not already initiated, for the preferred option will be

initiated at the booklet review meeting.

2.6 Project Stakeholders

The following stakeholders should be contacted for further information/support/advice:-

Internal

Wendy Capelle – Waterway Manager

Mark Durham – Lead Engineerand Designer (will review design options and undertake

cost benefit analysis)

Stuart Moodie – Environment Contact

Glyn Stewart – Framework Ecologist

Andy Cawthorne – ESPI

Richard Spencer – Project Manager

External

Local farm owners. To be contacted and verified.

2.7 Recommended Design Delivery

CRT

2.8 Works Delivery Strategy

In consultation with the Project Management and Framework and Programme

Management team a delivery strategy is to be proposed for approval by the Head of

WEPD and Group Procurement Manager as appropriate (ref: Major Works roadmap flow

chart).

Major Works with Omnibus Contractor. See note above regarding contractor design.

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Issue 2 Page 10 of 21 01/04/2012

2.9 Existing information available

PI– Andy Cawthorne on the Asset folder drive.

As built information from 2005 major works project 3417.

2.10 EngM forecast maximum level of investment for selected option

Based on an assessment of the outline scope of work an initial estimated level of

investment of £200k should be assumed for this project.

Engineering Manager’s Maximum Level of Investment (EMMLI) £000’s

Contract Costs 175

Internal Recharges 2.5/10% of contract costs(1) 17

Design/Professional Fees (incl Land Costs) internal

Internal Time 5% of contract costs(2) 8

Risk) -

Scope determination and value analysis allowance of £800k not

included.

Total EMMLI 200

2.11 Project Categorisation

This project should be considered as Category 1.

2.12 CDM

A CDM1.1 form has been initiated by the waterway engineering team. Contact Colin Lowndes.

2.13 Risks & Opportunities

Monitor effect on badgers during emergency phase of works. Employ silent piling techniques..

2.14 Volunteer/Community Involvement

None

2.15 Future Maintenance Requirements

Continued maintenance of the vegetation is essential and should be included as

a safety priority in the GWP for the waterway.

Continued surveillance of the badger activity will be important. At first AIP should

be sufficient, but the waterway and ecology team will need to be prepared to

extend beyond this if required.

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Issue 2 Page 11 of 21 01/04/2012

CHAPTER 3 – PROJECT DELIVERY (DEFINITION)

DEFINITION APPROPRIATION REQUEST (DAR)

Based on the Engineering Manager’s assessment and the emergency nature of the project it was agreed that the project should be progressed direct to Final AR approval. An Emergency AR was approved to allow the construction works to commence (See Chapter 4).

3.1 DAR Budget Request – Not Required

Description of Investment £’000

Internal Recharge (Omnibus)(1)

Framework Contractor

Contractor Services (PSC design)

Internal Time(2)

Etc

Definition Appropriation Request Value (TOTAL)

Income from Third Parties

Net cost to British Waterways

(1) Include £7.5k for cat 1 project or £12.5k for cat 2 project

(2) This AR does not include for any costs associated with the Engineering, Environmental & Heritage Teams within the Technical Directorate. It also does not include any works undertaken through the Investigation Project; see [insert link] for the Investigation AR.

3.2 Decision

N/A

Project Progress Booklet

Issue 2 Page 12 of 21 01/04/2012

CHAPTER 4 – PROJECT DELIVERY (IMPLEMENTATION)

FINAL APPROPRIATION REQUEST (FAR)

At a value of £441k, this AR is submitted for approval by the Technical Director. The AR budget includes an income of £0k, resulting in a net cost to CRT of £441k. This is not in line with the Engineering Manager’s assessment of the maximum level of investment stated in section 2.10 of this project booklet - Section 4.2 below details the changes to the project which have altered the cost. A budget of £274k has already been allocated to the project to enable the contractor to mobilise as soon as possible. The Emergency AR can be found Here

4.1 Project Outputs/Objectives

Stabilise the embankment around the area where the bed of the canal

has fractured and the disused badger sett has collapsed – Length of

piling 100 linear metres

Continue with the installation of structural piles along the embankment

to complete as much as possible within the time constraints – Planned

additional length = 100m

4.2 Change Control

Length of piles have increased to ensure the structural piles toe in to made

ground. New piles vary from 7m to 8m to accommodate the slope in the field at

the toe of the embankment.

Amount of piling has doubled to 200 linear metres to make full use of the site

mobilisation and available closure period.

4.3 Construction Target Cost

There was no time to produce a Target Cost therefore the works are being undertaken

on a cost reimbursable contract. This AR has been produced based on the budget

estimate received from Kier. The budget cost estimate is £349k to install 200 linear

metres of structural piles.

The budget estimate table can be found Here

The budget cost to complete is 79% of the total project cost

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Issue 2 Page 13 of 21 01/04/2012

4.4 Key Performance Indicators (KPI’s)

No specific Employer’s key success criteria for the scheme above are stipulated in the

WIP.

4.5 Mobilisation considerations

4.5.1 Project Team

The Project Delivery Team roles are as follows:

Mark Durham - Project Sponsor / Lead Engineer

Sally Boddy – Engineering Manager

Clive Mitchell – Project Team Manager

Richard Spencer - Project Manager/Clients Representative

David Heys - CDM Coordinator

David Clarkson - Principal Waterway Engineer

Glyn Stewart - Ecologist

Colin Lowndes- Waterway Engineer

Peter Dawson - Principal Contractor (representing Kier)

4.5.2 Internal Communications

The Principal Waterway Engineer David Clarkson, (Lead)Designer Mark Durham and CDM Co-ordinator David Heys have been consulted throughout the development of the scheme, and have all been invited to the site progress meetings. A monthly Progress Report is prepared for all projects to continually inform the waterway of the project status.

4.5.3 Customer/External Communications

A canal stoppage has been put in place from Wednesday 19th February 2014 until Friday

4th April 2014. The stoppage notice can be found Here

The following press release has been issued to regional media and trade press. Link

4.5.4 Safety

This project is a Level 3 (high risk) under BW Direction for Managing Health and Safety

in Construction Work and has been notified to the HSE under the CDM Regulations

2007.

The CDM roles of Clients Representative, (Lead) Designer, CDM Co-ordinator and

Principal Contractor are stated in section 4.4.1 above.

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Issue 2 Page 14 of 21 01/04/2012

The Manager of Contractors under BW Directive Management of Contractors will be

carried out by Kevin Kirkland for Omnibus works.

CDM 1.1 Preconstruction Health and Safety Information can be found Here

CDM 2.3 Significant Residual Risks of design can be found Here

4.5.5 Environment & Water Management

A validated Environmental Appraisal and associated Action Report is located Here

The Action Report is part of the Works Information Package (WIP) issued to the

Contractor.

The significant issues to be managed on the project are:

The Waterway have a contract with UU to supply 45Ml/day of water to Hurleston

Reservoir - This must be maintained throughout the works.

There is a risk of the embankment breaching. The contractor is to install a

temporary clay dam to minimise water loss in the event of a breach.

There is significant badger activity on the embankment

4.5.6 Heritage

The structure is not listed

4.5.7 Consents

A badger disturbance licence is required as there is significant badger acitivity on the

embankment. The licence can be found Here

4.5.8 Access Arrangements

The embankment is on the offside and can only be accessed by waterborne plant. A site

compound is located in a CRT owned layby approximately 300m from the working area.

4.5.9 Delivery Timetable

A construction programme for this project is shown Here

The main construction phase of the project is planned from 19/02/14 to 04/04/14

The canal and towpath will be closed for the duration of the works.

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Issue 2 Page 15 of 21 01/04/2012

4.6 Risk Management

A Register of Project Risks has been developed for this project and is located Here

The Project Manager Risk allowance for the project is £50k, which is 11% of the FAR

budget.

4.7 Financial Information

2013/14 2014/15 Total

£000's £000's £000's

Income

0 0 0

Total Income 0 0 0

Expenditure

CRT Project Management 5 2 7

Omnibus Staff Costs 20 15 35

Contractor Services (May Gurney) 250 99 349

Project budget 275 116 391

Project Manager Risk 0 50 50

Appropriation request value

441

Net Cost To CRT 275 166 441

An Emergency AR was circulated for approval to enable the contractor to

mobilise to site as soon as possible. The AR can be found Here and approval

can be found Here

Note: The works are an emergency therefore the project is being undertaken on a cost reimbursable contract through our Framework agreement with Kier - The final cost may change.

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Issue 2 Page 16 of 21 01/04/2012

4.7.1 SAP Final cost to completion – all years

4.7.2 Appropriation Request Value

£,000

SAP FORECAST COST TO COMPLETION EXCLUDING RISK 391

CONTRACTOR RISK 10% OF PAR BUDGET/ REASONABLENESS CHECK

n/a (as have Target Cost)

PROJECT MANAGER BUDGET 391

PROJECT MANAGER RISK (WILL BE ON SEPARATE GL CODE)

50

APPROPRIATION APPROVAL 441

Final appropriation request approval will be in accordance with delegated authority schedule on gateway: Link

4.7.3 Cash Flow & Budget Request

Year Actual spent to date £’000 Budget required each year

£’000

2013/14 88 275

2014/15 0 116

Project Progress Booklet

Issue 2 Page 17 of 21 01/04/2012

4.7.4 Legal review

Not Applicable

4.7.5 Supplementary Documents

The following documents are included on the project website:

Risk Register

Environmental Appraisal

Works Information Package

Programme

Photographs

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Issue 2 Page 18 of 21 01/04/2012

CHAPTER 5 – REVISED APPROPRIATION REQUEST

5.1 Reasons for Revised AR

As with section 1.1 the Project Manager (PM) describes the nature of the expected

cost overruns & CE’s and why the revised AR is required. This needs to include

where the additional funding is coming from, confirmation of this should be posted

onto the project website

5.2 Financial Information

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special Picture (Enhanced Metafile) Insert Link to table.

Authorised

AR

Additional

request

Revised AR

Total

£000's £000's £000's

Income

Harlow Council 302 75 377

Harlow Renaissance 50 0 50

Total Income 352 75 427

Expenditure

Design Fees (PSC) 13 0 13

Agency Staff 0 0 0

BW Project Management 13 0 13

Survey/Utility Search Fees 2 0 2

Compensation/Land Access Fees 4 0 4

Omnibus Staff Costs 32 0 32

Contractor Services (May Gurney) 290 114 404

Project Budget 354 114 468

Project Manager Risk 40 0 40

Appropriation request value 394 114 508

Net Cost To BW 42 39 81

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Issue 2 Page 19 of 21 01/04/2012

CHAPTER 6 – POST PROJECT APPRAISAL

Type Project Timescale Financial factor Type of PPA

Low Short term within 3

mths

< £50k Box ticket in SAP – text

comment made if appropriate

Medium Under 12 mths <£250k Short form – maximum 2

pages in bullet point form

High Over 12 mths >£250k Long form – maximum 6

pages in bullet point form

The project timescale is a guide; the overriding factor will be the ‘actual’ cost of the project.

6.1 Project Manager’s Report

(Summarising the project’s performance and confirmation of satisfactory handover to operations and maintenance functions)

6.2 Review against the Business Case

(Summarising the validity of the project’s Business Case)

Please use the financial information table on Sharepoint and copy here using paste special

Picture (Enhanced Metafile) Insert Link to table.

Authorised

AR Actual Cost Variance

£000's £000's £000's

Income

Harlow Council 302 335 33

Harlow Renaissance 50 50 0

Total Income 352 385 33

Expenditure

Design Fees (PSC) 13 20 (7)

Agency Staff 0 0 0

BW Project Management 13 25 (12)

Survey/Utility Search Fees 2 2 0

Compensation/Land Access Fees 4 4 0

Omnibus Staff Costs 32 30 2

Contractor Services (May Gurney) 290 380 (90)

Project Budget 354 461 (107)

Project Manager Risk 40 0 40

Appropriation request value 394 461 (67)

Net Cost To BW 42 76 (34)

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6.2.1 Benefits achieved to date & residual benefits expected

6.2.2 Variation from the approved Business Case

6.3 Review of the Project Objectives

(Review how the project performed against its planned targets and tolerances for time, cost, quality, scope, benefits and risk.

Consider Safety, Heritage and Environmental aspects.)

Project Objectives (use 4.1 above) Actual

Complete all works in the interest of

safety as identified by panel engineer

as per section 1.1.1 of this project

booklet.

All completed and panel engineer

report received confirming completion.

Fill in depressions in the crest to

prevent ponding

Done

Complete new grazing rights

arrangement with farmer to prevent

animals from accessing the dam

New Agreement signed with farmer on

00/00/00 and stock fencing erected to

prevent animals accessing the dam

With waterway programme in GWP

works and PPM maintenance

requirements

Of the GWP works all are completed

with the exception of x which is

programmed in by the BU in 2011 due

to budgetary constraints.

Target cost £ Delivered £

Project manager risk planned £x Project manager risk utilised £ywhich

represents z%

Delivery date Project completed 5 days ahead of

schedule

Customer complaints One external complaint relating to

communications of road closure

6.4 Review of Team Performance

(Provide recognition for good performance)

6.5 Lessons Report

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(Review what went well, what went badly, and any recommendations for corporate or programme management consideration.

Link to the issues log where relevant)(list any key productivity rates)

6.6 Follow on Actions Recommendations (with dates)

(Refer follow on actions to Programme Board or Sponsor for advice on who should receive each recommended action. The

recommended actions are related to unfinished work, on-going issues and risks, and any other activities needed to take the

products to the next phase of their life)