Development/ Project Briefs (L2)

Question 1

What are the typical things you may contribute to a clients brief?

Answer 1

• Timeframes required for and site availability
• Client budget and cost expectations
• Quality expectations / KPIs
• Legal / staturory requirements
• Type of development
• Site specific risks
• Health and safety concerns
• Specialist services / bespoke installations
• Sustainability / environmental goals

Question 2

What design guides are you aware of?

Answer 2

• Building Regulations / Approved Documents
• British Standards
• Building Bulletins
• HSE
• BREEAM
• RIBA Plan of Works
• PAS Guidance

Question 3

Vernon Court - Key Risks - What documentation did you prepare to record these risks?

Answer 3

• Design risk register
• Pre construction information pack

Question 4

Vernon Court - How did you ensure the appointed contractor had adequately prepared mitigation of these risks?

Answer 4

• Production and review of Construction Phase Plan
• Production and review of Risk Assessments and Method Statements
• Site audit prior to producing this information to verify

Question 5

Why is it important to have a clear understanding of the scope, environment, and background of project when preparing brief?

Answer 5

• Understand project and site specific connection and health and safety risks
• Provide reasonable advise to the client regarding realistic expectations
• Understand clients key requirements and KPIs
• Understand viability of the project whilst considering site risks, client budget, time, and quality expectations

Question 7

Attic Storage - What are design manuals?

Answer 7

• Design guidance and specifications provided for Design and Build procurement projects
• Details clients requirements for implementation
• Provides consistency, reliability, and confidence
• Provides confidence on upholding statutory and regulatory compliance

Question 8

Why are records of design meetings important?

Answer 8

• Clear documentation of agreements and decisions
• Reduces likelihood of disputes arising
• Accountability
• Clear duties and responsibilities
• Allows for ease of tracking of action points
• To aid the design and inform all stakeholders
• To plan and mitigate risks identified during the design stage

Question 9

Vernon Court - What were the key risks you identified?

Answer 9

• Working at height
• Falling materials
• Working in live nursing home
• Vulnerable occupants
• Risk of tamper / vandalism
• Asbestos containing materials
• Impact of weather

Question 10

Vernon Court - Risk register - Did you do this yourself?

Answer 10

• Yes I undertook the risk assessment and included within tender pack PCI
• Works were relatively small and simple in nature with only one contractor working on site
• Produced the PCI as best practice to cover off any H&S issues as the project surveyor

Question 11

What is the risk of working in a live pedestrian zone?

Answer 11

• Risk of falling materials
• Debris and materials posing hazards along the footpaths
• Risk of tamper and vandalism
• Risk of collision and impact
• Unauthorised access
• Liability for accidents

Question 12

What is the risk of working in a confined area?

Answer 12

• Low oxygen and breathing difficulties
• Risk of injuries due to constricted movement
• Risk of injury from impact
• Physical injuries
• Heavy lifting or manual tasks

Question 13

Vernon Court - How did you assess the risks? What mitigating factors?

Answer 13

• Identify the risk, who the risk is posed upon, likelihood of it occurring and severity of the risk should it occur, the responsible person and mitigation of the risk
• Use risk hierarchy method, understand whether risk can be eliminated, whether alternative methods can be utilised, how it can be controlled operationally, how it can be managed, and the appropriate PPE required to undertake the tasks

Mitigating factors include:

• Deliveries of materials during less busy hours avoiding peak hours
• Exclusion zones beneath scaffolding
• Guardrails, scaffold boards and toe boards to protect against falls and materials
• Regular cleaning and good housekeeping throughout the works

Question 14

Attic Storage - What clear procedures did you implement for managing changes to a clients brief?

Answer 14

• Regular meetings and communications and ensure all stakeholders are clear on the contract and specification
• Clear written records and documentation
• Change control tracker clearly outlining the deviations from the contract and specification
• Cost plan update provided to client regularly

Question 15

Why are regular design team meetings important?

Answer 15

• Recording of key decisions, reduces likelihood of disputes arising
• Assign responsibilities and track actions
• Encourages relationship building and collaboration
• Identify risks and discuss mitigation and feed into project risk register
• Identify issues early on and problem solving
• Facilitates good management and smooth flowing of project
• Can be used in the event a dispute does arise

Question 16

Tell me an example of when you have provided a client brief?

Answer 16

Hall Green Case Study

• Understood client brief to undertake condition assessment and assist in preparing of bid
• Established the budget for the works following approval
• Key client requirement to have works completed over the summer holidays
• Quality expectations were to ensure safe working arrangements and aluminium windows to provide longevity and improve thermal efficiency
• Identified key site specific operational and health and safety risks

Question 17

What is a lesson you have learnt from a project brief after the project was completed?

Answer 17

• Early engagement with suppliers and contractors can provide further understanding of programme risks
• Discussing access arrangements for design stage investigations is very important to allow smooth running of the project

Question 18

How have you ensured that your client was agreeable to your client brief?

Answer 18

• Clear documentation and accurate records
• Written agreements and decisions
• Review with client and gain approval of the brief to proceed

Question 19

Tell me about your experience of programming or phasing the stages of the development?

Answer 19

Hall Green Case Study

• Understood client requirements for splitting the works based on usage of areas
• Understand key areas to be completed in phased approach, I.e priority classrooms and kitchen as the school cannot function without these areas, Sports Hall 1, Sports Hall 2
• I considered the works involved to each area and advised on feasibility and practicality of the proposed order of works
• Engage with specialists and suppliers to understand whether the proposed is achievable

Question 20

Tell me about when you have produced a risk analysis?

Answer 20

Vernon Court Balcony Repairs

• Produced a risk analysis of works and health and safety procedures ahead of project start
• Understood the context and environment of the works
• Used the risk hierarchy method to understand risks and who the risks were posed upon, the likelihood and severity of the risk, the owner of the risk and mitigation
• Understand whether the risk can be removed, alternative methods to reduce the risk, operational and managing the risk, ensuring correct level of PPE and equipment to control the risk

Question 21

What do you advise the client about the process of debrief after a project is complete?

Answer 21

• Review the initial brief and understand whether requirements have been met
• Lessons learnt from the project for future
• Key successes and challenges
• Promotes transparency and accountability

Question 22

What do you include in detailed briefs for the consultant/ construction team to tender for their services?

Answer 22

• Project details, address, description of the works
• Pre construction health and safety information
• Site investigation and survey reports
• Clear instructions and tendering rules
• Timescales and deadline
• Contractual considerations

Question 23

How did you analyse the fees received from each tenderer and what sort of matrix did you use?

Answer 23

• Review and compare tenders
• Use price itemised breakdown to evaluate costs for each service
• Use the comparison to identify any anomalies or errors and raise queries accordingly
• Compare with historical data and tools such as BCIS and SPONNE
• Review post tender sums for each of the contractors and advise accordingly
• Advise on the most robust tender return and reliability of the return

Question 24

How have you prepared an outline business case stating clients required cost, time and performance / quality expectations?

Answer 24

• Introduction and description of the project
• Clients required costs expectations and budget costs if available
• Outline programme in line with client requirement, whilst also considering practicality to make a fair allowance
• Outline the scope of works and quality expectations
• Client key goals and objectives
• Sustainability targets if applicable
• Identify any known risks and mitigation
• Conclusion and recommendations

Question 25

How have you assessed success management criteria and benefits of the project to the client?

Answer 25

- Review initial brief and KPIs - Track the KPIs during regular project meetings with the client to score on performance - Prioritise KPIs during the project - Regularly review performance and address any concerns - Budget v actual cost - Planned completion v actual completion - Compliance with standards and scope

Question 26

How have you dealt with known project risks, constraints and interfaces?

Answer 26

- Clearly communicate with stakeholders - Identify the risk and produce risk register using risk hierarchy method with mitigation for each risk - Regularly review during design team meetings - Assign clear responsibilities and duties - Monitor and track

Question 27

How have you developed an outline project plan?

Answer 27

- Initial meeting and brief with client - Take records and document - Issue outcome of meeting and agree on brief to proceed with - Feed budget, programme and quality of expectations into project plan - Identify risks and produce risk register - Regular meetings with client and design team - Outline key objectives and goals and KPIs for the project - Establish communication channels and ongoing collaboration - Approval and sign off

Question 28

How have you developed and implemented clear procedures for managing changes to a clients brief?

Answer 28

- Clearly outline initial brief - Have agreed drawings and specifications in place which have been approved - Clear documentation and records of any changes requested - Review requirements for change against the original speciation to confirm change order to be issued - Produce a change control tracker and reference any correspondence to the tracker - If instructed, transfer to variation tracker and feed into overall cost plan - Maintain transparency and keep all stakeholders informed on changes

Question 29

How have you advised on whether the information collected by the project team accurately reflects the project brief?

Answer 29

- Always review project brief and ensure project team is provided with this and any updates issued to them - Have clear and concise contract documents - Regular design team meetings to promote collaboration and team working - Cross reference with output from the project team - Early identification of any discrepancies or issues - Monitor and track actions

Question 30

How have you integrated a project with an over arching programme of delivery, including understanding strategic parameters and discrepancies?

Answer 30

- Understand the objectives, client requirements and KPIs to ensure programme delivery - Review practicality and budget which can impact the programme - Review objectives and how this could impact the delivery of the programme - Risk management and continuous monitoring - Identifying and addressing discrepancies early on ensuring that the project remains aligned with the objectives, timescales and budget constraints

Question 31

How have you developed and implemented a project execution plan that needs to be adhered to by the project team for managing the detailed design and specification?

Answer 31

- Ensure the project execution plan is developed and approved - Issue to the design team and relevant stakeholders - Have in place regular design team meetings, continuously reviewing the plan - Have in place a project risk register and continually update and monitor - Collaboration and team working - Problem solving - Clear and effective communication - Setting key responsibilities and duties

Question 32

Vernon Court - Can you provide some examples of risks?

Answer 32

- Working in a live care home environment - Vulnerable residents - Risk of asbestos containing materials - Working at height - Falling materials - Risk of tamper and vandalism - Working in live pedestrian zone - Working in confined area

Question 33

Vernon Court - How were these risks mitigated?

Answer 33

- Pre construction information - Construction Phase Plan - Risk assessment and method statements - Exclusion zones, scaffold boards, regular site audits, guard rails, toe boards, R&D survey, regular maintenance and sweeping for good housekeeping, communication with site team, avoid busy times for deliveries, lockable skips, security fencing

Question 34

Vernon Court - Can you tell me the purpose of your pre construction information pack?

Answer 34

- To provide project team with health and safety information on site - Requirement under CDM Regulations 2015 - Provides site information and project description - Location a directions to nearest medical facility - Site access and welfare / compound - Known risks and mitigation - Key stakeholder contacts - Site investigative reports

Question 35

Vernon Court - In response to the PCI, what does the contractor provide?

Answer 35

- Constriction phase plan - Requirement of the contractor under CDM Regulations 2015 - Risk assessments and method statements - Proposed site access and compound plan - Working arrangements and times - Key site management details and qualifications - Plan to manage health and safety during construction phase - Sub contractor names and details - Mitigation for all risks outlined by the employer and as well contractor specific identified risks

Question 36

Attic Storage - How did you document client changes?

Answer 36

- Understand whether a change by confirming contract specification - Keep records of agreements and discussions - Produce a change control tracker, detailing budget cost and potential programme implications - If instructed, feed into variation tracker and project programme, and overall project cost plan

Question 37

Attic Storage - Change control tracker, how was this produced?

Answer 37

- MS Excel - Using contract sum, sum of variations and adjusted contract sum - Shared with CA and Client team for transparency - Description and nature of the change - Budget figures and cost implication - Potential programme impact - Reference to key agreements and correspondence

Question 38

Can you give me an example of a change and the impact it had on the overall programme?

Answer 38

Attic Storage Barking - Client wanted to add extra CCTV and access control to each floor of the development - M&E works had already been in progress and along the critical path of the programme to have tested and commissioned - An extra week was required by the contractor to complete this change - The variation was £11k and works would have to be done following the testing and commissioning of the existing works