Project Brief - TenderStream · 2018-04-27 · 5 PROJECT BRIEF SLIGO COUNTY COUNCIL Glenview...

Project Brief

Engineer Led Design Services (Stages (ii) to (v))

Description: Refurbishment and Redevelopment of existing Glenview Park Halting Site To be developed in 2 phases as outlined below:

(i) Refurbishment of 6 no. existing halting bay services units, construction of new boundary wall within the site to facilitate sub-division of the site, provision of a new vehicular entrance and access road to the development site from the N16 and all associated site development and drainage works

(ii) Redevelopment of remainder of site to provide for a group housing scheme – (design to be developed by SCC), including all associated site development and drainage works

Client: Sligo County Council

April 2018

Table of Contents

Introduction

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SLIGO COUNTY COUNCIL Glenview Halting Site, Ash Lane, Sligo

1- Project Definition

1a-Project Location

1b-Project Brief – Service Requirements

1c-Project Details

1d-Project Budget

2- Roles, Responsibilities and Authority

2a- Project Organisation Chart

2b- Roles & Responsibilities

2c- Project Contact List

3- Programme Management

3a- Baseline Schedules

3b- Stage Resources

4- Project Cost and Value Management

4a- Cost Control Procedures

4b- Value Management Strategy

5- Project Control and Administration

5a-Overview

5b- Documentation System

5c- Issue and Change Control Procedure & Log

5d-Lesson Learned Log

6- Communications & Reporting

6a- Introduction

6b- Reporting Requirements

6c- Meeting Schedule

7- Quality Plan

7a- Quality Standards, Responsibilities, Acceptance & Success Criteria

8- Risk Management

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Appendices

Appendix 1

A 1a – Social Housing Approval Process Chart (4 stage) A 1b - Social Housing Approval Process Chart (Single Stage)

Appendix 2

A 2 - Capital Works Management Framework (CWMF) – Main Project Processes

Appendix 3

A 3a – Part 8 Report A 3b – Site Location Map A 3c – Existing Site Survey A 3d – Existing Site Layout Plan A 3e – Proposed Site Layout Plan A 3f – Site Drainage Layout Plan A 3g – Site Sections A 3h – Service Units Plans, Elev, Sections A 3i – Sight Lines Drawing

Appendix 4

A 4a - Service Requirements – Stage Services Outline

Appendix 5

A 5a - Road Safety Audit A 5b - Phase 1 Engineering Drawings

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Introduction

The purpose of this Project Brief is to:

detail the plans, procedures and control processes for (i) project design development and implementation (ii) Monitoring and reporting progress.

Define the roles, responsibilities and professional services to be delivered by each of the project participants to ensure that everyone understands, accepts and completes their responsibilities.

Outline the mechanisms for monitoring review and feedback by defining reporting and meeting requirements.

This document is to be read in conjunction with other tender documents issued. The Project Brief will reference/amplify some of the requirements in these documents. Performance measurement of the Engineer led Integrated Design Team will be carried out at the end of each project stage. These stage measurements may be taken into account in future appointments and are based around the concepts of Quality, Time, Co-operation and Communication as outlined in the Construction Procurement Reform Guidance GN-4.1-v1.0-28-07-09 guidance notes.

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1- Project Definition

1a Project Location

The site for the proposed project is at Glenview Park Halting Site which is accessed from Ash Lane (N16) in Sligo.

1b Project Brief / Service Requirements The project involves the refurbishment and redevelopment of the existing Glenview Park Halting Site and is to be developed in 2 phases as outlined below:

Phase 1 Refurbishment of 6 no. existing halting bay services units, construction of new boundary wall within the site to facilitate sub-division of the site, provision of a new vehicular entrance and access road to the development site from the N16 and all associated site development and drainage works. A Part 8 Planning Application was prepared by Sligo County Council Architect’s Section and a decision is expected to be reached at a meeting of Sligo County Council on 11th June 2018. Phase 2 Re-development of remainder of site to provide for a group housing scheme including all associated site development and drainage works – (design and Part 8 Planning Application to be developed by SCC Architect’s Section with input from appointed DT).

Please Note: The Design Team Lead (Engineer) will be appointed under the Conditions of Engagement as a single service provider with the services of other design team members to be provided as specialist skills. (Please refer to QC2 v2 Guidance Notes in relation to Tendering Option 3.) The appointed Design Team shall provide complete and comprehensive Engineering (Civil, Structural, Mechanical & Electrical) and Quantity Surveying Services to include Specifications, Tender drawings/ Schedules of works, construction drawings/details, producing a Bill of Quantities; comprehensively detailed for tendering and construction purposes, and all to meet current design standards, the Irish Building Regulations and Statutory requirements. The construction Documents and tender package will form part of the GCCC forms of Government Contracts (COE1 v.2g 30/06/2016) to be used for this project. The consultants shall also take responsibility for the design provided including regular site inspections and issue certification during the construction stage.

Note: Appendix 4 attached outlines the services required at each project stage by design team members.

The appointed consultant shall carry out the above works in consultation with and to the direction and satisfaction of Sligo County Council. In order to deliver the required services efficiently, the Consultant will be required to put in place a dedicated and competent team and to provide professional services for the roles of PSDP, Assigned Certifier, Design Certifier and Ancillary Certifiers and BER Assessor.

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The appointed Design Team (DT) will be required to complete a review of Part 8 documents by each design team discipline for Phase 1 (see Appendix 3 for Part 8 Documents) to be discussed at the initial briefing meeting with SCC. Following on from this, the DT will be required to develop the scheme and to carry out a cost exercise with a view to submitting a Capital Appraisal Submission to the DHP&LG in line with Departmental Guidelines and the Baseline Schedule indicated in Section 3a below. The DT will then have responsibility to progress the project through all project stages as outlined in the Stage Services at Appendix 4. Accommodation brief: As described above, the site is to be treated as two distinct developments for planning purposes and may be divided into 2 individual submissions to the Department for funding approval purposes.

Phase 1 on the Eastern side of the site consists of the refurbishment of 6 no. bay service units and includes the construction of a new access road from Ash Lane. Phase 2 on the Western side of the site is to consist of a group housing scheme accessed via the existing access road from Ash Lane as follows:

Onsite parking will be provided at all locations and adequate green space will also be provided. Connections will be made to existing services. The Project will be required to comply with and have regard to the following:

Sligo City and Environs Development Plan 2010-16 or updates as subsumed into the Sligo County Development Plan 2017-2023

Quality Housing for Sustainable Communities - Department of Environment 2007

Guidelines for Planning Authorities on Sustainable Residential Development in Urban Areas - Department of Environment 2009

Design Manual for Urban Roads and Streets Departments of Transport and Environment 2013

Current Building Regulations

Sustainable Urban Housing: Design Standards for New Apartments – Guidelines for Planning Authorities - DoECLG 2015

Industry best practice

Guidelines for Traveller Accommodation - DOE&LG 1998delines for

Guidelines for Accommodating Transient Traveller Families - DOE&LG

Residential Caravan Parks for Travellers - DOE&LG

nZEB Compliance (Nearly Zero Energy Buildings as defined in Directive 2010/31/EU)

Guide To Fire Safety In Existing Traveller Accommodation - National Directorate for Fire and Emergency Management

The project is to be designed, tendered and implemented:

in compliance with Irish procurement law particularly in relation to the preparation of technical drawings /specifications and the contractor tender process

in accordance with the processes required of the Design Team lead and Design Team Sub Consultants laid down in the Capital Works Management Framework(CWMF) and Social Housing Approval Process (See Appendix 2)

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1c Project Details Programme Constraints: See information outlining the Baseline Schedule indicated in Section 3a below. Site Area: The area of the site measures approximately 0.953 Hectares. Site Ownership: The property is in the ownership of Sligo County Council Services: All existing main services such as sewerage, water, communications and electricity are available on site. Sligo County Council is in the process of preparing a Pre Connection Enquiry Form to Irish Water regarding connections to the existing water and wastewater services. The location of ESB meters for all Halting Site bays is in the Caretakers Building which is scheduled to be demolished as part of Phase 2 of the proposed scheme. This must be address at design stage and agreed with the service provider. Also, the shallow gradient on the foul sewer requires the regular cycling of the flushing chamber indicated on the site layout plan to ensure wastewater is removed. The Design Team will be required to liaise with statutory services, e.g. Irish Water, ESB, and Telecoms Planning and Part 8 consent:

Phase 1 - Sligo County Council has submitted a Part 8 Planning Application for the proposed development and a decision to proceed is expected to arise from the scheduled meeting of Sligo County Council members on the 11th June 2018. Phase 2 – Sligo County Council intend to submit a Part 8 Planning Application for a group housing scheme on the Western portion of the site which is to be accessed via the existing access road from Ash Lane

Zoning: The site is zoned Residential (R3) in the Sligo & Environs Development Plan 2010-2016. Note: As part of the adopted Sligo County Development Plan 2017-2023, the Sligo & Environs Development Plan 2010-2016 and its provisions, policies and objectives unless otherwise amended, have been subsumed into the County Sligo Development Plan 2017-2023. Investigation Works: See topographical survey attached at Appendix 3. Ground Investigation Survey by others. Infrastructural Constraints: Constraints known to date:

The site fronts onto Ash Lane (N16) in Sligo which is a busy public roadway

Location of existing services on site to include connections to foul and surface water systems

Possible requirements of TII in relation to existing and proposed new access to Ash Lane

Requirements of Irish Water for connection

Public Footpath to the front of the site

Location of ESB meters for all Halting Site bays is in the Caretakers Building which is scheduled to be demolished as part of the proposed scheme

Shallow gradient on Foul Sewer requires the use of a flushing chamber

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Phasing Works Requirements: It is envisaged that the scheme will be divided into two parts as follows:

Phase 1 on the Eastern side of the site consists of the refurbishment of 6 no. bay service units and includes the construction of a new access road from Ash Lane. The construction of the proposed roadway will be a priority to ensure access is maintained to carry out the refurbishment works to the existing units. Phase 2 on the Western side of the site is to consist of a group housing scheme accessed via the existing access road from Ash Lane

Heritage/Environmental/Conservation Issues: The site lies outside the Zone of Archaeological Potential as per the Record of Monuments and Places (RMP).

Building Regulations: The development will be designed to comply with the requirements of the latest building regulations in accordance with Building Control (Amendment) Regulations 2014. As defined by the Framework agreement, the Engineer will be appointed by Sligo County Council as the Assigned Certifier and the Design Certifier and will fulfil the statutory duties of the Assigned Certifier and Design Certifier, with support from design team members acting as Ancillary Certifiers. Due account is to be taken of the Code of Practice for inspecting and certifying Building and Works. Sustainability and Environmental Considerations: The successful design team will be expected to incorporate materials and systems which maximise the sustainability of buildings ensuring exceptional design life of building elements and infrastructure (within the funding constraints). Where innovative or novel solutions are proposed, diligence must be exercised in establishing the appropriateness, suitability and life expectancy of such solutions, and must in all cases conform to Irish, British and /or European standards and the existence of appropriate Agrément Certification. H&S The existing development is accessed from the N16 which is a busy artery through Sligo city centre. The site is also adjacent to Sligo University Hospital entrance and opposite IT Sligo. Detailed Traffic Management proposals will be required and must be agreed with all relevant stakeholders. The Safety and Wellbeing of the existing residents of the Halting Site must also be considered as Phase 1 work is undertaken. A secure Site Compound must be put in place and construction working hours must be compatible with an existing residential area of this nature.

1d Project Budget: (Estimated Total Budget for Design Team Pricing Purposes € 1,529,894) The Percentage Fee submitted by the Tenderer should be a Single Percentage Fee which applies to both Project Phases. The notional construction budget excluding VAT for Phase 1 of the proposed project to include the refurbishment of 6 no. bay service units and the construction of a new access road from Ash Lane is:

Phase 1 Refurbishment - € 664,749 (Ex. VAT) Phase 2 is currently under development but costs are expected to be in the region of:

Phase 2 Redevelopment - € 865,145 (Ex. VAT)

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2 Roles, Responsibilities and Authority

2a Project Organisation Chart

The relationship between parties involved in the project is displayed below:

2b Roles and Responsibilities

Generally, the scope of service required of the Integrated Design Team is as defined in the Standard Conditions of Engagement, the Project Brief, the CWMF, applicable legislation and regulations. Roles and Responsibilities are given in the table below – this should be read in conjunction with the Stage Services as attached at Appendix 4:

Role Responsibility

Sanctioning Authority - DoHPC&LG

Evaluate business case and development proposals: Assess project, Review costs and issue approvals to proceed: Consider major change requests.

Sponsoring Authority - Sligo County Council

Overall planning and management of project: Appoint PSDP, Employers Representative, Design Team, Contractor & PSCS.

Client Representative (SCC)

Person responsible for day to day client management of project: Liaison with DT lead, review design development and quality, establishing and agreeing programme in compliance with Capital Works Management Framework (CWMF) and Social Housing Approval Process with associated reporting required, monitoring of programme implementation, liaison with Design Team lead to ensure project programme objectives are achieved.

PSDP Ensure Compliance with all applicable Health & Safety Legislation.

Civil / Structural Engineer & Design Team Lead (DTL) Assigned Certifier, and Design Certifier

Plan, manage and lead the co-ordination activities of the Design Team to ensure the development of an integrated, coordinated & economic design solution in compliance with Project Brief, Schedule B Stage Services, Technical Guidance Documents and procurement legislation. Manage the project and its delivery on time. Overall management and reporting on the cost control of the project. (See below Section 3 – Programme Management and Section 4 - Project Cost and Value Management) Ensure effective communication between all DT disciplines. (See below

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Section 6 – Communications & Reporting) Review all project documentation and check for completeness and co-ordination between disciplines. Liaise with and report as required to the Client Representative. Ensure compliance with applicable legislation and regulations (Planning, Environmental, Building Regulations, H&S, BCAR). Fulfill role of Design Certifier, Assigned Certifier & Ancilliary Certifier under BCAR. Fulfill role of Employer's Representative (ER) under the Works Contract. Be a proactive team player supporting reciprocal co-operation and communication in a timely fashion. Co-ordinate and manage all sub-consultants. Co-ordination of necessary contractual and statutory certification and documentation on completion. DTL to develop, maintain and update a project specific Risk Register. Prepare Preliminary H&S Plan. (See Section 7 – Quality and Section 8 – Risk Management)

Mechanical and Electrical Engineers And Design Certifier

Flexible and innovative approach to the development of an economic project specific design solution in compliance with Project Brief, Schedule B stage Services, Technical Guidance Documents and procurement legislation. Ensure compliance with applicable legislation and regulations (Planning, Environmental, Building Regulation, H & S, BCAR including Part L compliance). BER Assessment and compliance. Fulfill role of Ancillary Certifier under BCAR. Cost control and regular reporting on changes to QS/ DTL. Be a proactive team player supporting reciprocal co-operation and communication in a timely fashion. Input to Preliminary H&S Plan as required by DTL

Quantity Surveyors The QS must adopt a proactive approach towards cost control rather than adopting a monitoring role. Provide direction on cost and budgetary matters. Cost control coordination and reporting throughout the project, pre-tender and post-tender. Be a proactive team player supporting reciprocal co-operation and communication in a timely fashion. Change Order Control and Contract Administration with ER. Liaison with DHPLG QS as required, pre and post construction contract.

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2c Project Contact List

A project contact list is given in the table below:

Organisation / Role Name | Telephone | Email | Mobile

Sponsoring Authority Department of Housing, Planning, Community and Local Government (DOHPC&LG).

Sanctioning Authority Sligo County Council (SCC)

Client Representative (SCC)

Marian O’Callaghan Senior Executive Architect SCC

PSDP To be completed on Design Team appointment.

Engineer & Design Team Lead

Civil / Structural Engineers

M & E Engineers

Quantity Surveyors

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3 Programme Management

3a Baseline Schedules for Phase 1 and Phase 2

Notwithstanding section 4.1 of the Standard ITT, the start/completion dates and the total performance periods for key project stages which constitute the baseline schedule are summarized in the table below.

Phase 1 Refurbishment Project Schedule

Milestones Project Milestone Total Performance Period (weeks)

Date for Completion by

Engineer Led Design Team Tender Returns 8th May 2018

Project Start - Initial Design Team briefing 21st May 2018

Milestone 1 Stage 2: Statutory Compliance Fire Safety Review, Submit Fire Cert application and DAC, Part L compliance report

2 weeks 5th June 2018

Milestone 2 Detailed design and tender documents: Preparation and completion of Tender Documents

2 weeks 18th June 2018

QS to finalise Detailed Cost plan, LA Review of Tender Drawings

1 week 22nd June 2018

Milestone 3 Stage 3: Tender competition and evaluation: DT upload of Tender Document to eTenders, response to queries as required, Tender Returns, DT Review, Tender Report and Recommendation

4 + 3 weeks 14th Aug 2018

Prepare & Submit Tender Report Submission to Dept.

1 week 21st Aug 2018

Allowance for Dept approval period: 3 weeks 11th Sept 2018

Milestone 4 Notification of Appointment of Contractor: Issue Letter of Intent ( +14 day standstill period), Finalise Insurances & Bond

2 weeks 12th Sept 2018

Contract Award, Mobilisation of contractor, and Statutory Notifications (BCAR, H&S)

2 weeks 26th Sept 2018

Commencement on Site 15th Oct 2018

Milestone 5 Construction on site to Substantial Completion 3 months

Milestone 6 Stage 5 Handover and Final Account: Post project review as per CWMF guidelines

12 months

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Phase 2 Redevelopment Project Schedule Dates to be confirmed on appointment of Design Team but it is estimated that Part 8 Planning will be approved by the third quarter of 2018.

Milestones Project Milestone Total Performance Period (weeks)

Date for Completion by

Engineer Led Design Team Tender Returns 8th May 2018

Project Start - Initial Design Team briefing

Milestone 1 Stage 2: Statutory Compliance Fire Safety Review, Submit Fire Cert application and DAC, Part L compliance report

2 weeks

Milestone 2 Detailed design and tender documents: Preparation and completion of Tender Documents

3 weeks

QS to finalise Detailed Cost plan, LA Review of Tender Drawings

2 weeks

Milestone 3 Stage 3: Tender competition and evaluation: DT upload of Tender Document to eTenders, response to queries as required, Tender Returns, DT Review, Tender Report and Recommendation

4 + 3 weeks

Prepare & Submit Tender Report Submission to Dept.

1 week

Allowance for Dept approval period: 3 weeks

Milestone 4 Notification of Appointment of Contractor: Issue Letter of Intent ( +14 day standstill period), Finalise Insurances & Bond

2 weeks

Contract Award, Mobilisation of contractor, and Statutory Notifications (BCAR, H&S)

2 weeks

Commencement on Site

Milestone 5 Construction on site to Substantial Completion 12 months

Milestone 6 Stage 5 Handover and Final Account: Post project review as per CWMF guidelines

12 months

The performance periods above are not definitive and the objective is to reduce the timeframes if possible. It is the responsibility of the Design Team to develop the most efficient solution that delivers on the Project Specification and programme objectives. For the purposes of the prolongation clause in the Conditions of Engagement (Clause 5), design team members are to factor into their fee calculations 12 months of client programme float above and beyond the standard performance periods detailed above (to allow for potential time delay risks associated with DHPLG and other statutory approvals, contractor mobilisation, possible delays on site, other risks that might arise, etc). The objectives, requirements and deliverables for each stage are summarised in the Scope of Services Required, forming part of the tender documents. Within 2 weeks of appointment, a detailed project program in line with the above key dates will be developed by the design team leader for presentation and agreement with SCC. (Please Note * this is considered a key deliverable)

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The following should be noted:

End of Stage reports are required to be submitted to the SCC at the end of each stage

Responsibility rests with the Engineer as Design Team Lead to proactively progress the project through its stages as agreed in advance with SCC Client Representative.

Delivery on programme will be one of the design team performance measurement metrics. The agreed schedule and project documentation will be controlled by an established logical document control system and will be posted to a project collaborative website which will be set up and managed by the Design Team Leader.

3b Stage Resources The Design Team personnel and duties will be reviewed and agreed with the Client Representative and Design Team Lead at the start of each stage.

4 Project Cost and Value Management 4a Cost Control Procedures

The procedure for the recording and reporting of cost management are outlined below. Budget & Cost Planning The budget and cost plan shall be developed in elemental format in line with Capital Works Management Framework guidance notes and developed in detail through design development and tender. Analysis shall be provided at each stage as noted in Section 7 below. The team is required to complete the standard DHP&LG CWMF Project Review forms at the end of each stage. Cost Reporting Cost Reporting shall be carried out through the construction stage in accordance with the CWMF guidance notes. Refer to Capital Works Management Framework Stage requirements and Department of Housing, Planning, Community and Local Government Project Review Forms for:

Change Order Request Form

Progress Review Form (to be issued monthly with each interim construction payment)

Final Account Form / CO summary form Cost Change and Contingency Management Detailed cost change controls, approved mechanism and contingency management are to be carried out in accordance with CWMF guidance notes. The appointed DT will be required to provide change control spreadsheets for reporting to SCC (referenced at 2b above). Generally the following is of particular note:

The Design Team leader duties include overall management and reporting on the cost control of the Project.

The Design Team has joint responsibility for carrying out the design cost control process and post contract cost control process.

Where the Design Team are unable to design the project within the agreed cost, they must apply the procedures for Project Viability and Project Specification Changes and seek prior approval from SCC in advance of proceeding to the next stage.

Performance assessment will include compliance with cost control procedures.

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The table below sets out the cost reporting requirements at each stage:

Project Stage Cost Reporting Requirements

Stage 1 - Preliminary Design and establish constraints NB Stage 1 has been undertaken by SCC

Feasibility Report on Scheme Options / Verify compliance with DHP&LG Unit Cost Ceilings and identify and cost abnormal works. CWMF PR 01 Form to be completed. NB Stage 1 has already been undertaken by SCC

Stage 2a-Outline Scheme and Cost Plan

Cost Plan with detailed cost breakdown of any identified abnormals.

Phase 1 Stage 2b-Developed Scheme Design - Statutory Approvals, detailed cost plan NB Stage 2 has been undertaken by SCC to Part 8 stage

CWMF PR 04 Form to be completed with detailed cost breakdown of any identified abnormals included. Updated report to be issued on any cost implications associated with statutory approvals.

Stages to be completed by Integrated Design Team

Phase 2 Stage 2b-Developed Scheme Design - Statutory Approvals, detailed cost plan Design and Part 8 Planning to be completed by SCC with Engineering/QS assistance from appointed DT

CWMF PR 04 Form to be completed with detailed cost breakdown of any identified abnormals included. Updated report to be issued on any cost implications associated with statutory approvals.

Phase 1 & Phase 2 Stage 2 c - Detailed Design and Tender Documents

Review of Scheme and abnormals, items requested by Irish Water, Compliance with BCAR, DAC and Fire Cert. CWMF PR06 Form to be completed with pre-tender cost check in advance of the tender.

Phase 1 & Phase 2 Stage 3 - Tender Action & Appointment

CWMF PR07 Form to be completed with tender analysis in advance of awarding contract Tender Report and contractor recommendation.

Phase 1 & Phase 2 Stage 4 - Construction

Progress Review Form template to be completed and issued with each monthly interim payment certificate / change order request form to be completed for CO's above ER's authority. Change Order summary log to be maintained in preparation of Final Account Report.

Phase 1 & Phase 2 Stage 5 - Handover & Final Account

Final Account report template to be completed.

4b Value Management Strategy Contractor’s value engineering proposals must be dealt with promptly in accordance with the contract conditions.

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5- Project Control and Administration 5a Overview

This section describes the Project Management procedures and administration necessary for effective and controlled project implementation.

5b Documentation System / Central Repository The Design Team lead will be required to create and share an online structure document repository with the project stakeholders as notified by SCC. The repository shall have a sub folder dedicated to each of the projects DT consultants. Each sub-folder is to contain a full set of the consultant's current documents and drawings together with a drawing register. A separate sub folder will deal with Project Administration including the Project Programme, Stage Reports, Monthly Progress reports and Design Team Minutes, pre construction and another sub folder for construction documentation (minutes of meetings, Change Orders, Change Order Requests, Change Control Log Spreadsheet, Programmes, contract progress reports, Progress Review Forms, construction drawings). The design team lead is required to ensure that that folder and sub folders are managed and kept up to date. Please find below an example of the Document Repository structure which will be developed by the DT and agreed with SCC: Project Code (Ref and name)

o C&S Engineer o M&E Engineer o QS o Change Control Log o Milestone Documents

Statutory approvals Tender Document H&S files + as built

5c- Issue and Change Control Procedure & Log

Where an issue arises which requires a change to be implemented, the following change control procedure must be followed. Pre Contract: Project cost limits cannot be changed except by means of an instructed Project Specification change. Post Contract: No changes shall be permitted (whether within the ER’s authority or not) without prior SCC/DHPLG authorization. Requests for Changes are to be presented in a timely manner using a template standard Change Order Request Form. The DTL will maintain a Change Control Log in the Project Administration folder within the online project's Project Central Repository.

5d-Lesson Learned Log The Client Representative will maintain a lesson learned log on the project. Lessons learned by stage should be included in each End of Stage Report to be presented to the Client.

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6-Communications & Reporting 6a-Introduction

The Communication Plan details all the communications necessary to keep people informed at the correct level.

6b- Reporting Requirements All email correspondence between the DT and SCC shall be via SCC Client Representative and designated assignees. The DT are required to report as follows through all project stages:

Information type Provider Medium Frequency & timing Target/recipient

DT minutes DT lead PDF via Email Fortnightly and within 3 days of meeting or as otherwise agreed at the start of each stage.

SCC Client Representative

DT Progress report DT Lead PDF via Email Fortnightly ; posted on the pre-agreed day of each month


End of stage report DT lead PDF & Email & Hard Copy (x2)

For each stage and at a time agreed at start of Stage


Weekly update if required by SCC Client Representative

DT lead Response to a message from SCC Client Representative

Response required within 24 hours of request


Prompt alert on issue that threatens project objectives

Any DT member

Email to SCC Client Representative

As soon as it arises. DT are not to wait to raise them in minutes or reports.


Construction progress minutes of meetings

DT Lead PDF via Email Fortnightly and within 3 days of meeting


Construction progress reports including (where applicable) Architect and cost reports

DT lead PDF /Email /Standard progress review form

Monthly SCC Client Representative

The reporting requirement for each project milestone is set out in the 'Tender and Schedule' tender document on page 24

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6c- Meeting schedule

Meetings shall be held as set out below or as otherwise agreed with SCC Client Representative:

Meeting Chair by SCC /DT

Purpose Frequency & Timing

Output

SCC Initial briefing to DT

Minutes by DTL

Brief DT on Requirements & procedures

On project initiation

Minutes issued within 3 days via email & shared project folder

SCC progress meeting with DT

Report progress & Manage issues

Fortnightly through design development stage and monthly thereafter


Public information meetings

Liaise Community and Stakeholders

Allow for possible 2 number

Scheme layouts and reports, PowerPoint presentations

DT meetings Develop & co-ordinate scheme, resolve issues, manage and report team progress.

Fortnightly or as otherwise agreed at start of stage.


DT Co-ordination Meetings

In advance of stage submission

Minutes issued within 3 days via project email

DT & SCC Stage Meeting

Review Stage Submission Reports. Resolve issues. Agree next stage targets.

For each stage. Timing agreed at start of Stage.

Reports issued by DT 3 days in advance of meeting. Minutes issued within 3 days

Construction Site meetings

Coordinate construction. Resolve any construction issues.

Fortnightly Agenda and minutes 2 day prior and post meeting respectively

End of Project review

Review end project report

Project closure Agenda and minutes 7 days prior and post meeting respectively

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7- Quality Plan The DT are required to develop a quality plan, at the start of each project stage, to ensure that Quality Standards, Acceptance and success criteria, as defined below, are achieved.

7a- Quality Standards, Responsibilities, Acceptance & Success Criteria The table below list quality standards, Acceptance Criteria and the responsible entity and the entities who will approve and assess. It also lists the success criteria against which the DT performance will be measured.

Quality Standards & Acceptance Criteria (Success Criteria)

Entity Responsible Entity Approving / Entity Assessing Performance

1- Comply with all statutory Regulations DT Approval & certification by relevant Authorities

2-Comply with Project Specification and design regulations/ standards (Design Quality)

DT SCC / Client Representative/

3- Integrated cost effective Design solutions (Design Quality)

SCC / Client Representative/

4- Comply with CWMF (Management Quality)


5- Effective management of costs, programme & risks (Budget and programme outcome).


6- Effective communications with Stakeholders


7-Effective strategies in Design & Execution to ensure the on-going operation of the existing 'live' estates, where applicable and the H&S of residents/visitors. (H&S Record).


8- Effective Works contract management (Quality of Construction)

ER/DT SCC / Client Representative/

The above criteria will be monitored on an ongoing basis through all the project stages as part of the DT performance evaluation.

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8- Risk Management The Design Team are required to proactively manage risks that threaten project objectives. On appointment, the DT are required to identify the applicable risks, decide on avoidance / mitigation measure and assign them to persons best capable of managing them. The DT is required to monitor / manage these through their DT minutes and report on them through progress reports in the following format:

Risk Source Probability (1-10)

Impact (1-10)

Impact Areas Cost (C) Schedule (P) Performance (Q)

Mitigation Measures

Risk Assigned to:

Project Brief - TenderStream · 2018-04-27 · 5 PROJECT BRIEF SLIGO COUNTY COUNCIL Glenview...

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