The Projectchecklist up to and Including Section 5 Is to Be Included with the Contractlet

Project Details
Property/Address / Project Title
Head of Establishment / Site Contact
Service Provider / Name:
Project Manager / Lead professional
Oxfordshire County Council Contacts
Oxfordshire County Council Corporate Landlord (OCCCL) Lead Person / Gateway Reviewer(s)
Cost/Funding / Estimated Cost
Source(s) of funding / Additional Funding identified over and above brief
Programme
Proposed (stage 1) /Actual Start Date / Proposed (stage 1) /Actual Completion Date
Method of Procurement / Single service provider / Framework / Tender / Measured Term Contractor / Contractor (if known)
File/ICT references / Commission No.
Project File Reference / Property database ID
ICT Ref. No / OCC Terrier Reference

General

The ProjectChecklist up to and including section 5 is to be included with the contractlet packdocumentation sent to the OCCCL.

It is not sufficient to simply tick boxes or write in standard words like ‘received’. When confirmation that something has been done or received the box should be completed with the date and sufficient information to locate the information in the files. File references to theSP’s system.

Incomplete or inaccurate information will delay progression through the gateway review stages / letting of the contract. If there is a problem add an explanation on the checklist.

The checklist items should be completed systematically as the project proceeds.

Gateway Authorisation (D2/10)

This form is the formal system to review projects at set stages and is a record of authorisation to proceed progressively through each stage of the project.

The project must not proceed to a successive stage until authority has been given.

Once the stage has been signed off by the OCCCL and other parties where appropriate, work can commence on the next stage.

This form shall be kept in the SPs project file

1.0 Commission and Briefing

No.

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Item

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Comment

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Basic entry requirement

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Compliance

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Initials & date

1.1 / Commission
Received / The start up for the Q.A. system. Don’t start work without it.Blanket commission for Minor Works. / Date commission received.
Commission number.
1.2 / Brief Received / Arrange meeting with stakeholders and OCCCL to confirm and agree requirementswithin 10 working days of commission / Date of meeting and sign off by all stakeholders
Option Appraisal (where applicable)
1.3 / Base data (drawings, performance data etc) reviewed / State data sources used
1.4 / Site Visit (where necessary) / Confirm date of visit
1.5 / Standards reviewed / State space standards referenced
Initial Business Case (Stage 0b)
1.6 / Source and Amount of funding available / Providers Manual form Budget Co-ordination A1/032. If a job is not wholly funded from the capital programme the funding sources must be confirmed before proceeding beyond Outline Project Approval.
Total Project Costs include:

• Fees.

/

• Construction costs.

and may also include:

• Decanting.

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• Temporary buildings

• Removals.

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• Statutory Fees

• Legal Fees

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• Fixed furniture and specialist fixed equipment

/ State amount and source of funds
Include reconciliation to Capital Programme & tolerance used if required. If multi funded give breakdown or “see funding statement as attached”.
1.7 / Capital Receipt's / There is a need to identify where a capital receipt is coming from.
The receipt is only considered secure when:
1.Planning permission is granted.
State date granted and reference number of consent on checklist.
2.Any 3rd party interests have been agreed. State date of legal agreement and what it is for on the checklist.
3.Ensure that the capital receipt is identified against the project in the capital programme.
Append a risk assessment where there are perceived risks associated with gaining the capital receipt. / “Capital receipt secure” or “N/A”
1.8 / Fees identified if not Capital Programme Scheme / A scheme in the capital programme will carry its own fees. If a job is not in the programme (or part of it is not) then written confirmation must be available of the source of finance (i.e. from District Council, Repair & Maintenance, Self Help). / State project cost code. State capital programme entry number and or copy of letter confirming source of finance.
1.9 / Risk Assessment / Risk Assessment is the proactive approach to risk that precedes the creation of a risk register. In its simplest form a risk assessment can be the creation of a 3 by 3 matrix chart identifying possible risks, their impact and likelihood. This information can then be formalised into a risk register which would add information on responsibility mitigation and date closed. The assessment should be included in the feasibility report where as the formal risk register is a live document updated throughout the life of the project. / Risk assessment completed
1.10 / Risk Register / Providers Manual Note Framework Guidance Notes A1/053 and form D2/18. Provide Risk Register for the OCCCL. / Risk register delivered and reviewed
1.11 / Exclusivity Level / Assess against exclusivity level. Where applicable review options for procurement of design and construction and make recommendations / Report issued

Issued by Property & Facilities 1 of 34

Issue Date: February 2017

2.0 Feasibility

No.

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Item

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Comment

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Basic entry requirement

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Compliance

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Initials & date

Feasibility Stage 1 – Option Assessment
2.1 / Exclusivity levels / External Delivery / Where project falls outside exclusivity tolerance levels procure professional services and follow procurement requirements of the adopted framework in light of protocols
Liaise with legal to set up appointments as required
Follow Design checklist as appropriate in light of protocols under the framework
Where project falls outside exclusivity levels but within tolerance levels agree alternative procurement route if AMP cannot be agreed at end of feasibility stage within exclusivity level / Framework Requirements reviewed
Design Team appointed
Date Check list modified and issued to design team
Date alternative procurement route agreed with CL
2.2 / In-house briefing meeting / Set up an ‘in-house’ briefing session with the two authors of the 0b and the appointed lead designer. / Date held
2.3 / Stakeholder briefing meeting / Set up an initial ‘stakeholder’ engagement with the two authors of the 0b and lead designer in attendance to share the core parameters of the project including the notional accommodation schedule. The outcome of this meeting together with a review of the DQI shall be captured by the PM as a record of the initial project brief. The initial project brief shall be issued as an appendix to the meeting minutes.
The development of the initial brief may continue through dialogue in tandem with design development but without increase to the accommodation schedule unless expressly authorised by the authors of the 0b. / Date held
Date Initial Brief issued
2.4 / Customer Guide / Consultants Manual Note Customer Feedback A1/056 Customer guide No2 “Feasibility, Planning and Design” handed to Head of Establishment / Date delivered
2.5 / Communication Plan / Define roles and responsibilities and governance structure within the project and lines of communication. / Communication Plan produced and distributed
2.6 / Land Ownership / Rights of Access / County council ownership or control of a building or site and rights of access should never be taken for granted. It must always be checked even if an existing access is in use. Check if others share a right of access. Check for rights of way for others on the site
The above issues should be checked with the OCC Property Records Officer by requesting a copy of the terrier information necessary to consult with the County Legal team on some of these issues. / Date and ‘OCC ownership confirmed’ or append note of other action taken e.g. agreement of trustees, landlords consent.
“Rights of Access established” or “N/A”
2.7 / Site Boundaries / Confirm legal boundaries. Check dimensions on site and actual fence/hedge lines / Legal boundaries confirmed
2.8 / Title Checked / Check with the OCC Property Records Officer any complications that may have shown up e.g. property reverters, leases, licences, tenancies, wayleaves. If in doubt arrange for full title check and if the Solicitor to the Council is likely to be involved inform OCCCL.The SP must obtain and attach a copy of the terrier records and hold on the project file / Date and ‘no restrictions’ or date of receipt of formal solution; file ref.
Copy of terrier records attached and held on project file
2.9 / Leases (in and out) / The county lease a number of properties - any changes could require landlord's consent. It can involve a lengthy process. Confirm unexpired period of lease
List relevant lease conditions / Check carried out. List any implications.
2.10 / Restrictive covenants / Sites may be subject to restrictive covenants which affect their potential or planned use. This must also be checked. / Check carried out. List any implications
2.11 / Trustees / Parts of a school may be owned by trustees which also affect their potential or planned use. This must also be checkedand must be logged as an action where consent is required / Check carried out. List any implications.
2.12 / Consent for
Possession / If check in (2.3) has shown OCC is a tenant obtain landlord’s approval. The written consent must be on file. N.B. this may apply to part of the site.
Check remaining term of any tenancy and assess against value of scheme.Ensure a business case for the investment is produced / Date of receipt of approval.
File location or OCC owned.
Confirm remaining term and Project Leaders authority to proceed
2.13 / DES Section 77 Consents / Project Manager to liaise with SP Valuer/Planner at feasibility stage to ascertain any impact of S77 on the proposals and that any proposals will not compromise any future sale of surplus land.
Check that consents have been secured. / Date checked or “not applicable”.
Secured for completion or “N/A”.
2.14 / Planning Observations / Providers Manual Note Planning Procedures A1/029.Initial discussion with OCC or District C Development Mgmt team. Check any planning conditions from previous approvals / Review carried out <date>. List any implications in feasibility report.
2.15 / Section 106 / Constraints of local planning guidance for developer funded schemes.Check if any developer contribution may be payable and incorporate timescales within project programme to comply with S106 agreement. / Estimated sum to be assessed and confirm programme requirements incorporated
2.16 / Joint Use Agreements / Local Agreements / Check if any JUA’s are in place and consider implications for the scheme.
Speak to the property to see if they are aware of any locally agreed arrangements in place (might be covered by a memorandum of understanding). / “JUA implications addressed” or “N/A”
“Local agreement implications addressed” or “None known”
2.17 / Archaeology / Outline of proposed site should be sent to County Archaeologist to confirm if site has archeological interest / County Archaeology contacted <date>
Site of interest Y/N
2.18 / Visual Site Assessment / Establish key features e.g. topography, likely presence of services, hedgerows, boundary constraints etc / Date of assessment and findings
2.19 / Ecology / Providers Manual Note Protected Species C1/004.Initial site inspection to establish likelihood of protected species / Site inspection carried out <date>
Note observations
2.20 / Invasive Plants / Providers Manual Note Invasive Plants A1/025.
Initial site inspection to establish likelihood of invasive plants / Site inspection carried out <date>
Note observations
2.21 / Flood risk assessment/SUDS / Review available flood risk information maps. / “Review carried out”. List any implications or state “no implications”.
2.22 / Contaminated Land/ Radon Gas / Review available information. Advise if a ground investigation survey is required / Check carried out. GIS is/is not required
2.23 / Service capacity / Providers Manual Note Energy & Water Provision A1/031.Report on capacity of existing services to accommodate the new provision including water supply and foul water drainage.
Check existing drawings/specifications, O&M manuals, servicing records etc. Carry out M&E survey where required
Speak to the SSP FM team to obtain known information/problems on the site including maintenance, drainage etc.
Consult the SSP Energy team for information from energy/water suppliers.
Advise on linking of new and existing systems including fire and intruder alarms and link to a monitoring station. / “Report attached” or “Appended to feasibility report”
2.24 / Services / Analysis, and surveys as required, of likely service routes following service enquiries, discussion with site staff and the maintenance team within the core SPs.
Check for existing public utilities on the site. / “Report appended to feasibility report”
2.25 / Existing building condition/manuals / Liaise with core SP to check forward maintenance register and implications on the project.
Review existing building manuals including H&S file. / Liaison with Core SP carried out or “Not applicable”
“Building manuals including H&S File reviewed”
2.26 / Existing drawings / Providers Manual note Measured Survey DrawingsA1/038.Check existing drawings. / Existing drawings checked
2.27 / Asbestos / Providers Manual note Asbestos Management C1/001.Check the register maintained by the core SP of all asbestos materials discovered by survey or report. / Extract from asbestos register attached
2.28 / Party wall / Alert OCCCL to potential risks. Log actions and integrate into project programme as necessary / Date OCCCL notified
2.29 / Highways Implications and Site Access / Providers Manual note: Highways Information A1/050. Check requirements including access, increased numbers using site. Potential for buildability. Discuss all green field development and extensions which involve highway access or may increase capacity/travel movements on the site with OCC Transport team. Ensure that any developer contributions are identified and included in the total project costs and reported to OCCCL. Include comment from SSP/Framework contractor where appointed / “Consultation carried out”<date>
Developer contributions identified and included in the total project cost. OCC Project Lead notified or “N/A”
Report Attached
2.30 / Parking Standards / Providers Manual Note: Vehicle Parking Standards B2/021. To be discussed with OCC Transport team and SSP Planners. / Dates of discussion and final agreement or “not required”.
2.31 / Trees / Providers Manual note: Trees on building sites A1/039. Potential affect upon trees and mitigation including TPO data / “Appended to feasibility report” or “N/A”
2.32 / Fire Safety Strategy / Providers Manual Note Fire Safety Strategy A1/034 Consider fire safety strategy, fire engine access etc / Review carried out <date>
Observations
2.33 / Sports England / Initial consultation with Sports England / “Consultation carried out” <date>
2.34 / Whole life appraisal / Providers Manual Note: Building Environmental Standards B1/002. Commence and maintain Whole Life Appraisal register. Consider effect upon future development of the site.
Liaise with SSP Energy team to consider technical and funding options / Copy of register included in feasibility report
Confirm liaison has taken place
2.35 / Build costs / Simple comparative analysis to inform option assessment including BCIS benchmarking data. / Submitted
2.36 / Risk register / Review and update the risk register ( see 1.10) / Register reviewed/updated
2.37 / Option Assessment / Comparison of advantages and disadvantages of each option with firm option recommendation underwritten by background site information. Include high level cost estimate, programme & phasing for each option / Option assessment prepared and agreed
2.38 / Recommended design solution / Conclusion & comparison against the accommodation schedule including any authorised change confirmed in writing by the authors of the 0b.
Note who has participated in reaching the conclusion and the weighting used in the process. Ensure recommended layout is fully defined and agreed
NB. The designers are expected to use their professional skill in consultation with the stakeholders to deliver a solution that is less than the overall area shown on the accommodation schedule but still meets the need, accepting that the individual room areas defined on the accommodation schedule are indicative. / Completed and submitted
2.39 / Gateway review / Providers ManualFormGateway Authorisation D2/10 Arrange meeting with OCC gateway reviewer / Meeting date
Feasibility Stage 1Gateway Authorisation must be obtained before proceeding to stage 2
OCCCL Authorisation / Name / Signature / Date
Feasibility Stage 2 – Option Conclusion
2.40 / Communication Plan / Review and update the plan and re-issue if required / Communication Plan reviewed/ updated / re-issued.
2.41 / Capital Project Design Principle Checklist / Confirm that an initial review of Capital Projects Design Principles Checklist D2/7 has been carried out (identify noise problems, future expansion etc) / Checklist completed and authorised by OCCCL
2.42 / Fire Safety Strategy / Providers Manual Note Fire Safety Strategy A1/034 and forms D1/10 (non-schools) and D1/14 (Schools)Opportunity for design benefits from use of sprinkler systems. Form D1/7 to be completed at design stage. / Attach a completed and signed off copy of D1/10 or D1/14
2.43 / Police Crime Prevention Design Team liaison / Providers Manual Notes Crime Prevention and Security A1/005. Discussions to take place with Client Directorate and the Crime Prevention Design Advisor. / “Appended to feasibility report” or “N/A”
2.44 / Sports England / Follow up consultation with Sports England / “Consultation carried out” <date>
2.45 / Topographical information and implications / Consider topography of the site and surrounding area. Advise if survey is required. / Date of review/survey. If survey required then append to feasibility report.
2.46 / Flood Risk Assessment/SUDS / Liaise with County Drainage Engineer. Use sustainable drainage systems in accordance with Flood Water Management Act 2010. / “Flood risk assessment included in feasibility report/planning application” or “N/A”
2.47 / Site Investigation Report / Synopsis of main elements of ground conditions including presence of radon, arsenic, contamination, water table etc. / “Appended to feasibility report”
2.48 / Archaeology
(see 2.15 above) / Provide County Archaeologist with further details of project incl. position of building. Statement to be included in feasibility report. Provide a report where applicable to inform the planning application / County Archaeologist contacted <date>
Statement/report produced <date>
2.49 / Ecology / Providers Manual Note Protected Species C1/004.Initial site inspection to establish likelihood of protected species / Site inspection carried out <date>
Note observations
2.50 / Invasive Plants / Providers Manual Note Invasive Plants A1/025.
Initial site inspection to establish likelihood of invasive plants / Site inspection carried out <date>
Note observations
2.51 / Building Control / Providers Manual Note: Building Regulations A1/002Initial Building Control consultation. / Date(s) of consultation
2.52 / Planning consultation / Providers Manual Note Planning Procedures A1/029. Confirmation of requirements to comply with planners validation checklist / Date(s) of consultation
2.53 / Whole life appraisal / Providers Manual Note: Building Environmental Standards B1/002. Review & update Whole Life Appraisal register. / Copy of register included in feasibility report
2.54 / Sustainability Statement / Providers Manual Note: Building Environmental Standards B1/002. Submit statement in feasibility report demonstrating how BREEAM and carbon reduction targets are to be met. / “Appended to feasibility report”
2.55 / Building Report / Providers Manual Notes: Building Environmental Standards B1/002and Telephone & ICT Installations A1/041.
Include notional proposals for M&E including heating ventilation and lighting strategy with initial Breeam evaluation taking OCC energy requirements (or targets beyond as agreed with OCC) into account.
To include ICT statement. Confirm that ICT has registered the project and contributed to the cost plan.
Include climate change adaptation measures and environmental sustainability measures. This will include the potential flooding risk related to the proposal.
Notional strategy and likely ground conditions / contamination / “Appended to feasibility report” or “N/A””
2.56 / Mechanical Report / “Appended to feasibility report” or “N/A”
2.57 / Electrical Report / “Appended to feasibility report” or “N/A”
2.58 / Structural report / Appended to feasibility report” or “N/A”
2.59 / Risk register / Risk register to be reviewed and updated as required / Date of review
2.60 / Contractors construction report / Report by SSP/framework contractor upon contribution toward design development and constructional issues. / “Report appended to feasibility report” or “not applicable”
2.61a / Total Project Cost / Total project costs prepared by SSP/Framework contractor (where applicable) / “Included in feasibility report” or “N/A”
2.61b / Providers Manual Note Framework Guidance Notes and forms D2/19 & D2/20. Total project costs prepared by SP with spend profile and elemental breakdown. Estimated project costs against outline specification. Not just construction but provision for all costs including fees, removals, temporary accommodation, furniture, client contingency, abnormals, inflation. Include BCIS cost comparison. Provide a commentary on tender risks. / “Included in feasibility report”.
2.61c / Independent verification of estimated project costs to be carried out by OCC cost consultant where required. / Project lead decision requested
“Included in feasibility report”
2.62 / Proposed programme / Include phasing and timescale for the provision of temporary accommodation, demolition etc.Include milestone dates / Date programme prepared and agreed with OCCCL
2.63 / Property Data Sheets / Consider requirements of room data sheets applicable to the property. Feedback to OCC proposed amendments/updates etc. Where up to date room data sheets are not available, consider visiting a recent new build of similar nature with end user to review best practice. / Room data sheets reviewed and included as applicable or visit made to similar building.
2.64 / Feasibility Report / Project Brief / To include executive summary, programme and cost estimate with spend profile based on frozen design layout, conceptual elevations and sketch definitions of fitting out requirements. / “Report attached”
2.65 / Customer Feedback / Customer Feedback scorecard completed with Head of establishment and OCCCL / “Completed”
2.66 / OutlineBusiness Case / Outline Business Case ready for verification and submission for approval / Draft appended to the feasibility report
Draft Task Order appended to the feasibility report
2.67 / Exclusivity Level / Review PAMP against exclusivity level and tolerances.
Where above exclusivity level prepare report in a format that is directly transferrable to the agreed framework route / Date of review
Report in appropriate format
2.68 / Agreed Maximum Price / Where PAMP is within 20% of exclusivity level convert to AMP / AMP submitted where applicable
2.69 / Gateway review / Consultants Manual FormGateway Authorisation D2/10 Arrange meeting with OCC gateway reviewer / Date of meeting(s)
Feasibility Gateway Authorisation must be obtained before proceeding to Planning Stage
OCCCL Authorisation / Name / Signature / Date
Project Sponsor / Name / Signature / Date
Stakeholders / Name / Signature / Date
3.0 Planning

No.