Traditional contract: detailed design

This stage is concerned with developing the detailed design and technical design for the project. It is also likely to include making a detailed planning application and applications for statutory approvals.

[edit] Starting the work stage.

The client updates the project execution plan to reflect comments made at the end of the previous stage. The lead consultant co-ordinates a start-up meeting attended by the consultant team and the client to issue revised documentation, to pass on comments made at the end of the previous stage, discuss the procurement strategy for the project and to agree the programme for the stage.

The consultant team or the client may identify a requirement to appoint additional consultants, an approved inspector or party wall surveyor(s). Go to work stage: Traditional contract: appointment).

If an approved inspector is appointed, the client and approved inspector must jointly issue an 'initial notice' to the local authority. Unless the local authority reject the initial notice, responsibility for verifying that the project complies with the building regulations will then fall to the approved inspector.

[edit] Developing detailed design options.

The lead designer co-ordinates the development of a detailed design based on the approved concept design and co-ordinates consultation about the functional aspects of the detailed design with the client's user panels and champions, and if necessary external stakeholders.

The lead designer co-ordinates consultations with statutory authorities, non-statutory authorities, insurance providers, neighbours etc. The client may need to issue party wall notices and to appoint party wall surveyor(s). Go to work stage: Traditional contract: appointment.

The lead designer co-ordinates development of the detailed design to take on board comments made during consultations and the cost consultant updates the elemental cost plan and cash flow projection.

[edit] Developing the outline specification.

The lead designer discusses with the consultant team the likely scope of specifications that will be required and co-ordinates the development of the outline specification. This might require that:

• The client identifies requirements for equipment to be provided within the main contract, or equipment which has installation requirements to be provided within the main contract.
• The lead designer co-ordinates the sourcing of materials, components and assemblies for approval by the client.
• The lead designer co-ordinates the identification of requirements for design by specialist contractors.

[edit] Developing the detailed design.

The lead designer co-ordinates the consultant team to undertake a design review of the detailed design and outline specification and then develop the detailed design and outline specification to take on board comments made. The cost consultant updates the elemental cost plan and cash flow projection.

The lead consultant presents the final detailed design to the client and requests approval to appoint specialist contractors and if necessary to make a detailed planning application (or reserved matters applications if a previous application was made for outline planning permission) go to work stage: Traditional contract: planning permission.

[edit] Appointing specialist contractors to assist in the preparation of the technical design.

The client considers advice from the consultant team on the need to appoint specialist contractors to assist in preparation of the technical design and instructs the lead consultant. NB Appointment of specialist contractors may be subject to OJEU procurement rules.

If necessary, the lead designer co-ordinates the preparation of tender documentation for specialist contractors.

If appropriate, the client advertises or arranges to have advertised the specialist contracts and prepares or arranges for the preparation and issue of pre-qualification questionnaires. It may be appropriate to hold pre-tender interviews with prospective tenderers. A short list of prospective tenderers is then prepared.

The lead consultant issues tender documentation to prospective tenderers and co-ordinates the review of submitted tenders. The cost consultant assesses the financial offers made by tenderes and carries out financial checks to ensure the contract is within the financial capability of the tenderers (ideally the contract should not be more than 20% of the annual turnover of the tenderer). The designers offer advice where appropriate. Interviews may be carried out if necessary.

If necessary, based on the price of the tenders received, the client may instruct the lead consultant to amend the design and seek revised tenders, or to carry out a value management exercise. If necessary the consultant team carry out a value management exercise, amend the design and seek revised tenders.

Once instructed by the client, the consultant team begin negotiations with the preferred specialist contractor(s).

The client appoints the preferred specialist contractor(s) to assist in preparation of the technical design and the lead consultant organises approval and payment procedures for the specialist contractors.

[edit] Preparing the technical design.

If necessary, the lead consultant organises a specialist contractors' start-up meeting.

The lead designer co-ordinates the preparation of the technical design including the incorporation of design by specialist contractors. They may wish to appoint a design co-ordinator to be responsible for co-ordination and integration of the technical design.

The lead designer co-ordinates a design review of the technical design and, if appropriate, arranges visits to the specialist contractors' premises to assess samples or mock-ups and to witness tests. Where appropriate, samples are obtained for approval by the client.

The lead designer co-ordinates amendment of the technical design in line with comments made during the design review and the cost consultant develops the elemental cost plan into an approximate quantities cost plan and revises the cash flow projection.

[edit] Preparing a detailed design report and submitting applications for statutory approvals.

The lead designer co-ordinates consultations with the statutory authorities to establish submission requirements for statutory approvals. The client may appoint an approved inspector to consider building regulations submissions (rather than making submissions to a local authority inspector). Go to work stage: Traditional contract: appointment.

The lead consultant co-ordinates the preparation of a detailed design report and issues this to the client. The client reviews the detailed design report and assesses the need for changes to the design or for a value management exercise. If instructed, the lead consultant arranges a value management exercise with the consultant team, specialist trade contractors and perhaps the client and directs the consultant team and specialist contractors to amend the design.

Once the client is satisfied, the lead consultant freezes the design and specifications, introduces change control procedures and gives instructions for the lead designer to co-ordinate applications for statutory approvals and other approvals.

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