Project Execution Plan Jamestown Court

ALONE

Project Execution Plan

for

Proposed Refurbishment of Social Housing Units at

Jamestown Court, Inchicore, Dublin 8.

Design Team Services

April 2015

Document Amendment Record

Client: Alone

Project: Proposed Development at Jamestown Court, Inchicore, Dublin 8.

Title: Project Execution Plan

1
Project Execution Plan Jamestown Court

DOCUMENT REF: PQQ

00 etender Issue JN MD 28/04/15

Revision Purpose / Description Originated Checked Authorised Date

2
Project Execution Plan Jamestown Court

CONTENTS

1. Project Definition 4

2. Roles, Responsibilities and Authority 5

3. Programme Management 6

4. Project Cost and Value Management 7

5. Communication Plan 8

3
Project Execution Plan Jamestown Court

1. Project Definition

ALONE wish to provide modern user-friendly accommodation units and

environment to the community through the promotion of high quality design and to
comply with the following:
Quality Housing for Sustainable Communities - DECLG 2007
Guidelines for Planning Authorities on Sustainable Residential Development in Urban
Areas (Cities, Towns & Villages)- DECLG 2009
Current Building Regulations
Industry best practice
Design and operation of the completed development to be appropriate to proposed
tenant use (Older person Scheme)

The project is to be designed, tendered and implemented:

In compliance with procurement law particularly in relation to the preparation
of technical drawings/ specifications and the contractor tender process.
Following the processes required of the Design Team laid down in the Capital
Works Management Framework (CWMF).

The development will be designed to comply with the requirements of the Building Control
(Amendment) Regulations 2014. The Architect will be appointed as the Assigned Certifier.
Due account to be taken by all design team members of the Code of Practice for Inspecting
and Certifying Buildings and Works.

The development comprises the alteration and refurbishment of Block A of an existing

sheltered housing development comprising 18 Nr units in the form of a two storey studio
apartment block facing onto Jamestown Road where one unit is a two bed three person unit
and the block also incorporates a community room facility.
Block A is one of three existing blocks on the site and it is hoped that Alone will be in a
position to subsequently develop the remaining blocks in conjunction with Dublin City
Council. Any proposed works to Blocks B and C will be the subject of a separate procurement
process.

The development has already been submitted for planning permission, Planning Application
Reference: 2402/15.

The design team is required to take the existing designed scheme:

1. Review & verify survey information
2. Procure any additional surveys deemed necessary
3. Establish site constraints
4. Verify the Budgets and cost plan the scheme
5. Prepare, submit and achieve Fire certification and Disability Access Certificate.
6. Develop design and tender documents
7. Pre-qualify contractors as per Government guidelines (CWMF) for restricted
procedures.
8. Tender & Appoint contractor
9. Manage construction process and contract.

4
Project Execution Plan Jamestown Court

The following Constraints apply to the project:

Budget: The works are budgeted to cost approximately 0.80m excluding VAT.
Programme: This is detailed in Section 3.
Phasing: No phasing required

Interfaces are required with all stakeholders as defined in Section 2.

Public consultation will be required with the local community. The design team should
assume two such evening events during the course of the project.

2. Roles, Responsibilities and Authority

Project contact list is given in the table below:

Organisation/ Role Name Telephone E-mail

Sponsoring Agency ALONE 01 679 1032 [email protected]
Sanctioning Authority ALONE 01 679 1032 [email protected]
Client Representative Kevin White, ALONE 01 679 1032 [email protected]
Project Coordinator John Nolan, Austin Reddy & Co 01 853 0400 [email protected]
Administrative Lead Appointed Architect
Design Team Lead Appointed Architect

A description of the responsibilities of each organisation/role is given in the table below:

Organisation/ Role Responsibilities

Sponsoring Agency Overall planning and management of project: getting approvals
from Sanctioning Authority: appoint project coordinator & Design
Team: Appoint Contractor.
Sanctioning Authority Evaluate Business case & development proposals: Assess project
reviews & issue approvals to proceed: consider major change
requests.
Client Representative As above.
Project Coordinator Liaises with Sponsoring Agency/ Sanctioning Authority and
appointed service providers; reviews design development, quality
and budget.
Administrative Lead Appointed Architect
Design Team Lead Deliver the brief in compliance with the CWMF process and
guidance. Co-ordinate and manage other design consultants. Liaise
and interact with the project coordinator as required.
Assigned Certifier Will carry out the statutory duties required under the Building
Control Amendment Regulations 2014.
Sub - Consultants The Design Team lead will be responsible for any subconsultants
that may be appointed.

5
Project Execution Plan Jamestown Court

The Project Responsibility Matrix, outlining the key tasks associated with project deliverables
and the key parties associated with each task is given in the table below:

Task Sanctioning Project Cost Design

Authority Coordinator Advisor Team
Develop Design Brief X X X X
Develop Procurement
Strategy X X
Develop PEP X
Develop Definitive
Project Brief (DPB) X X X X
Approve DPB X

3. Programme Management

It is planned that the building works are to be out to tender in mid- September 2015, on site
by mid-November 2015 and complete by mid-July 2016. A detailed project programme is set
out in section 4 of the PEP.

The following is an indicative timetable for the tender process.

Deliverable Date Responsibility

Confirm approval of Design Expenditure & 01/07/15 Alone/ PC

appoint Design Team

Stage 1 Confirm Requirements, Collect 12/08/15 DT

Data, Establish / Verity Constraints

Stage 2a Outline Scheme Design & Cost 12/08/15 DT

Plan

Stage 2b Developed Scheme Design for 31/08/15 DT

Stat. Approvals and Cost Plan

Stage 2c Detail Design & Tender 30/09/15 DT

Documents

Stage 3 Tender Returns, Evaluate & Award 30/10/15 DT

Stage 4 Commence Construction 16/11/15 DT

Stage 4 Substantial Completion Mid 2016 DT

A detailed programme capturing the requirements of the baseline Schedule above will be
developed by the appointed consultants to ensure delivery at the various stages.

Note: Alone reserves the right to alter these dates.

6
Project Execution Plan Jamestown Court

4. Project Cost and Value Management

Cost management procedures for the recording and reporting of cost management are
outlined below:-

The budget and cost plan is to be developed in elemental format in line with CWMF
guidance notes and developed in detail through design development and tender.
Analysis shall be provided at each stage as Section 5 below.

Cost reporting shall be carried out through the construction stage in accordance with
the CWMF guidance notes.

In terms of cost change and contingency management, detail cost change controls, approval
mechanism and contingency management are to be carried out in accordance with the
CWMF guidance notes.

Risk Management Plan, Value Management Plan & Whole Life Costing:-

Value Management shall be carried out through all stages in accordance with the
CWMF guidance notes.

The required procedures under the CWMF vary in accordance with the value and
complexity of the project. This project is judged as Category 1 (low value, low
complexity) with the commensurate level of procedure and service required as defined
in Section 1.4 of Guidance Note 2.2 of the CWMF.

Risk Management Level 1: Risk Management should be a constant agenda item at

Design Team meetings. With the cooperation of the Design Team, the risks should be
identified and discussed, and strategies should be developed to minimise, mitigate or
manage the risk.

Value Management Level 1: In addition to the cost/m2, cost/km, unit cost, etc.,
benchmarks as a basis for estimation the benchmark should also be used as a tool for
reviewing value for money compared to other updated similar projects.

Whole Life Cost Analysis Level 1: As a matter of best practice, ensure that affordable,
sustainable design solutions are included.

7
Project Execution Plan Jamestown Court

5. Communication Plan

The project reporting requirements are summarised in the table below and will be updated
as the project progresses:

Milestone Stage Reports Arch. PDF/ As per Alone/

[1] to [7] as per schedule email baseline Project Co-
under Section 3 above. schedule ordinator
Requirements as
detailed below.
Design Development Arch. PDF/ As they Alone/
Minutes of Meeting email occur Project Co-
ordinator
Construction progress Arch. PDF/ As they Alone/
Minutes of meetings email occur Project Co-
ordinator
Construction Cost Arch. PDF/ As per Alone/
monitoring reports email baseline Project Co-
schedule ordinator

As the project has already been submitted for planning permission and planning approval is
anticipated, the design team are not required to go through Stage 1, 2a and 2b as detailed
below. However, the team are required to revisit and review the activities required through
each of these stages so as to verify continued feasibility of the scheme as specified. This is to
be formalised with the submission of a detailed review and report on the proposed scheme
which is scheduled for delivery four weeks after appointment. This report should address the
issues as outlined below in respect of Stage 1, 2a and 2b.

Stage 1 Confirm Requirements, Collect Data, Establish / Verity Constraints

Verify Brief and output requirements as defined in the Project Execution Plan (PEP) including
Inclusions Exclusions, Pre-Requisites, Constraints, Interfaces, Assumptions, Key Issues and
Risks relating to: Design; Programme; Quality; Cost; Risk & Value Management.

Stage 2a Outline Scheme Design & Cost Plan

Develop Outline Sketch Scheme and associated Elemental Cost plan. Review value
management considerations and review risks, including allocation and mitigation strategy

Stage 2b Developed Scheme Design for Stat. Approvals and Cost Plan
Develop developed Sketch Scheme and prepare submissions for Statutory Approvals.
Develop & Review Costing as per previous stage. Risk and value management to include
assessing buildability of designs; suitability assessment of contractors; and general review of
risks, allocation and mitigation strategy.

8
Project Execution Plan Jamestown Court

Stage 2c Detail Design & Tender Documents

Design Activity (Architecture/ Structural & civil / Services)
Prepare Detailed designs and Tender document
Note requirement for generic Technical Specification
Develop objective evaluation methodologies for contractors proposed specifications

Cost Control Activities:

Pre- tender Cost check

Risk & Value Management:

Value Management Considerations
Review Risks, allocation and mitigation strategy

Stage 3 Issue Tenders, Evaluate & Award

Design Activity (Architecture/ Structural & civil / Services)
Issue tender Document
Assess Tenders for requirements and Specification compliance
Recommend Successful tenderer

Cost Control Activities:

Develop Tender Report
Prepare tender Analysis

Risk & Value Management:

Value Management Considerations
Review Risks, allocation and mitigation strategy

Stage 4 Construction
Design Activity (Architecture/ Structural & civil / Services)
Manage Contract
Manage Change control
Prepare interim progress reports every two months
Commission, certify and handover

Cost Control Activities:

Compile main contract documents and Collateral Agreement
Prepare Cost Reports every two Months
Manage Change control
Prepare Final Account

Risk & Value Management:

Manage Construction Risks, allocation, mitigation strategy

Stage 5 Handover and Final Account

Conduct Design review and prepare end of project report.

9
Project Execution Plan Jamestown Court

This End of Project Report will examine the project and:

Review performance against the objectives and success criteria given in the Project
Definition;
Reviews performance in relation to the planned time and cost;
Reviews the status of any outstanding issues and recommends follow-on actions;
Assesses the positive and negative impact of approved changes;
Reviews the lessons Learned and consider what can be done differently on future
projects

Meeting Schedule

The following table outlines the general schedule for project meetings,
Meeting Chair Purpose Intervals Output
Client Meeting Arch. Set high level Fortnightly at Agenda and
direction. design minutes, 3
Forum for development days prior and
solving major and Monthly post meeting
issues thereafter respectively
Public Alone/ Liaise with Assume two Scheme
Consultation PC Community and (PC and layouts and
Meetings stakeholders Architect only) reports
Design Team Arch. Manage project Fortnightly Alone/ Project
implementation Co-ordinator
monitor,
control and
coordinate
project team
Construction Arch. Coordinate Fortnightly Agenda and
Site Meeting construction. minutes, 1 day
Resolve any prior and post
construction meeting
issues respectively
Post-project Arch. Review end Project Agenda and
Review project report closure minutes, 1 day
prior and post
meeting
respectively

10