Management contract: detailed design

The detailed design 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. Within this plan the management contractor is appointed on completion of concept design. Earlier or later appointment will result in some activities being re-allocated between the consultant team and the management contractor (for example the role of cost consultant).

[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, management contractor (if appointed) and the client to issue revised documentation, to pass on comments made at the end of the previous stage and to agree the programme for the stage.

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

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

[edit] Developing the outline specification.

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

• The client and management contractor identify requirements for equipment to be provided within the main contract, or equipment with 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 works contractors.
• The management contractor investigates opportunities for machining components.

[edit] Developing the detailed design.

The lead designer co-ordinates the consultant team and management contractor 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 management contractor (or 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 begin technical design, to appoint specialist works 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: Management contract: planning permission.

[edit] Considering the tendering and construction processes.

The management contractor develops a site logistical plan selecting and positioning site access points, temporary roads, plant and equipment, water, drainage and electricity and other temporary infrastructure requirements, and space allocations for works contractor facilities.

The management contractor in consultation with the consultant team produces an overall strategy for packaging the work into a series of works contracts and prepares a draft preliminaries document.

The management contractor prepares draft tender documents and proposed contract conditions for the works contracts including relevant pre-construction services. This information is circulated to the consultant team and client for comment. This information might need to be used for the early two-stage appointment of specialist works contractors (see below).

NB. Throughout this stage, the management contractor investigates all opportunities for standardising assemblies and components and maximising off-site prefabrication (where this is practical, economical and assists the programme).

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

The client considers advice from the consultant team and management contractor on the need to appoint specialist works contractors to assist in preparation of the technical design.

If necessary the management contractor co-ordinates the preparation of tender documentation for specialist works contractors.

If appropriate, the client advertises or arranges to have advertised the specialist works 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 management contractor issues tender documentation to prospective tenderers and co-ordinates the review of submitted tenders. The management contractor assesses the financial offers of tenderers and carries out financial checks to ensure the contract is within the financial capability of the tenderers (ideally the value of the contract should be no 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 management contractor to amend the design and to seek revised tenders, or to carry out a value management exercise. If necessary the consultant team and management contractor (and perhaps the client) then carry out a value management exercise, amend the design and seek revised tenders.

Once instructed by the client, the management contractor co-ordinates negotiations with the preferred specialist works contractor(s).

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

[edit] Preparing the technical design.

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

The lead designer co-ordinates the preparation of the technical design, including the incorporation of design by specialist works 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 the consultant team and management contractor to undertake a design review of the technical design and, if appropriate, arranges visits to the specialist works 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 management contractor (or 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.

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: Management 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 management contractor arranges a value management exercise attended by the consultant team, specialist works contractors and perhaps the client and directs the consultant team and specialist works contractors to amend the technical design.

Once the client is satisfied, the lead consultant freezes the technical 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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