1: The Design Process: Concepts and Considerations

1.1 Overview

Introduction Design is a creative activity by which client’s needs and objectives are
collected, interpreted and expressed in three-dimensional physical solutions.
For building projects, design should be used not only as a tool to achieve user
requirements and fitness for purpose but also to achieve aesthetically pleasing
solutions for society as a whole.
In the case of civil engineering projects apart from functionality and value for
money in achieving the client’s objectives, consideration must be given in
particular situations to the visual impact that certain civil engineering projects
will have on the landscape. Separate to this, the overriding criteria that should
be applied to design are functionality and value for money.
Defining exact requirements for a project may take time; however it is
important that adequate time and resources are allocated at this stage as it is at
this point where key decisions taken can incur the greatest costs. Furthermore,
a fitting design solution can be achieved more easily when a project is well
defined and a clear and suitable brief is established. In order to attain an
optimum design solution, the design process generally involves a number of
iterations.

Contents This section covers five topics as follows:

Topic See Page
1.2 Design and Procurement Strategy
16
Outlines the main procurement option in relation to design.
1.3 Design and Project Stages
Explains how the design process is linked to the main project 18
stages.
1.4 General Design Considerations
24
Outlines general design considerations and concepts.
1.5 Design – Roles and Responsibilities
Describes the roles and responsibilities that apply during the 27
design process
1.6 Design and Safety, Health and Welfare
29
Outlines how to comply with legal obligations.

15
1.2 Design and Procurement Strategy

Who is The choice of procurement strategy is a key determinant as to who should be

responsible for responsible for design:
design?
An employer-designed (or ‘traditional’) project is one
where the Contractor is responsible for providing the
Employer
construction services required to deliver a facility
designed by (or on behalf of) the Client.
A contractor-designed (or ’design-and-build’) project is
one where a contractor is responsible (subject to the
terms of contract) for the design, management and
Contractor delivery of the project, on time and within budget, taking
into account whole-life costs and fitness for purpose in
accordance with a pre-defined output specification
provided by the Client.

Sponsoring Agency / Contracting Authority / Employer / Client

The Sponsoring Agency becomes the Contracting Authority for a project once
it becomes a party to any contract (e.g. party to a consultant’s contract)
relating to the project. And from the time the Works Contract is signed, the
Sponsoring Agency is referred to as the Employer. The term Client is used
throughout this guidance note as a generic term to cover the Sponsoring
Agency / Contracting Authority / Employer.

Employer While the employer-designed approach can allow contractors to carry

design responsibility for designing parts of the project (i.e. those parts that are
(traditional) designed by specialist subcontractors or for temporary structures required
during construction), the main body of work is designed by the client (or by
others on behalf of the client), who retains overall responsibility for the
design-and-buildability of the project.
In the case of traditional procurement, the client initiates the design process
and the design is carried out on behalf of the client by the Design Team. The
design team may be internal or external to the client organisation, depending
on the in-house resources and technical knowledge available. Typically the
design team is led by the architect (building projects) or the engineer (civil
engineering projects). This type of procurement can allow the contractor to
carry responsibility for designing part of the project – where this arises it
should be explicitly defined in the contract as specialist work or as a specific
type of temporary works.

Continued on next page

16
1.2 Design and Procurement Strategy, Continued

Contractor If a client decides to pursue the design-and-build route, a precise definition of

design (design- requirements and a comprehensive output specification should be developed
and-build) so that the quality, design and performance of the completed facility are not
compromised. The client’s output specification must be provided in the tender
documents.
With this type of procurement, contractors offer the client an integrated
project team, which includes designers and construction personnel. For such
projects clients have less input in the design process, being involved only at
the initial or preliminary design stages, in the output specification and in the
tender process. They may need to produce a feasibility study, outline
sketches, specimen designs or output specifications, and to obtain
Compulsory Purchase Orders, and they may also decide to obtain certain
statutory approvals.
Most (if not all) of the design responsibility, however, is transferred to the
contractor. The early involvement and commitment of the construction
contractor in the design process improves buildability and ensures that risk in
the execution of the design and any conflict that might arise between the
designer and the contractor is a matter for those parties and does not involve
the Client.
Clients should retain their own technical advisers (for design services)
throughout the delivery process to protect their interests and to ensure that the
construction quality meets Clients’ specified design standards.

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1.3 Design and Project Stages

Stages in The four major stages in the life cycle of a public works project are set out in
capital works the Department of Finance’s Guidelines for the Appraisal and Management of
management Capital Expenditure Proposals in the Public Sector (February 2005). The
four stages are:

Stage What happens

1. Appraisal The needs are identified, the broad
parameters of a solution are agreed, and a
Approval-in-Principle is granted.
2. Planning The needs are quantified and assumptions
verified, the desired outputs are specified,
Capital Works
Management
Framework

and the solution is designed.

3. Implementation The solution is constructed.
4. Project An assessment is carried out of how
review successfully the delivered solution
addresses the needs.

The design process is a large part of the Planning Stage, and the various
design activities are illustrated in Figure 1.

Continued on next page

18
1.3 Design and Project Stages, Continued

Project Figure 1 illustrates the generic structure of project activities and reviews in
activities and the CWMF. It shows the sequence of major stages through which the project
reviews development passes, together with the main activities that the Sponsoring
Agency or its personnel and/or consultants engage in during each stage and
the project reviews that take place at key development points in the project.
Design is developed during the Planning Initial and Planning Developed
stages

Figure 1: Project Activities and Reviews

Continued on next page

19
1.3 Design and Project Stages, Continued

Design and the For the majority of projects design input is not necessary during the Appraisal
Appraisal stage stage. However, there may occasionally be situations when design input is
required during this stage – for example, in complex or very large projects
where the detailed appraisal requires schematic design to be undertaken to
help in the decision-making process.
The Sponsoring Agency should decide what schematic design information is
required during this stage (if any) and assess the in-house capacity to
undertake it.

Responsibility During the Planning Initial and Planning Developed stages, the role of design
for design at is to interpret the Client’s output specifications, functional requirements and
Planning stages constraints and to translate them into prescriptive information in sufficient
detail that can be communicated to a contractor, who can then construct a
particular facility. All of these requirements are gathered together into the
Definitive Project Brief, which represents all of the detailed accumulated
knowledge about a project in output terms.
The Definitive Project Brief is, therefore, the primary input into the design
process. It is developed early in the Planning Initial stage and represents the
first major design milestone in a project life cycle. The design process proper
(as described in this guidance note) begins once the Definitive Project Brief is
signed off and Project Review 1 confirms that the project is in line with the
Approval-in-Principle.
Procurement strategy
Once the Definitive Project Brief progresses past Project Review 1, the next
step is for the Client to decide on what procurement strategy they are going to
adopt and what contract type to use. See Procurement Strategy for Public
Works Contracts (GN 1.4). This is a key decision which will determine where
responsibility for design will rest for the remainder of project development
and delivery.
§ For design-and-build projects, the Client’s design work may be concluded
at any point after Project Review 2; once this happens, responsibility for
design passes over to the Contractor who emerges as the successful
tenderer from the tender process.
§ For traditional, employer-designed projects, design can extend right up to
the preparation of the tender documentation. It should not extend beyond
this point, however, as such a situation would indicate that the complete
design was not in place before contract award, and this would be contrary
to a basic requirement when using the new Public Works Contracts.
For more information on the development of the Definitive Project Brief, see
Project Definition and Development of the Definitive Project Brief (GN 1.2);
and on the tender process, see Tender Process (GN 2.4).

Continued on next page

20
1.3 Design and Project Stages, Continued

Responsibility General principles for choosing a design-and-build strategy

for design at Although there are no thresholds to guide when a design-and-build strategy is
Planning stages appropriate, there are general principles which should be observed in relation
(continued) to when, specifically, design should be outsourced to contractors:
Projects that require unique or once-off designs should be of sufficient value
to ensure that tender prices obtained for design-and-build solutions represent
value for money.
§ Projects of low value are suitable for design-and-build solutions where
they involve repeat contractors’ designs with only a small amount of
bespoke design work particular to the project, and where the tender prices
obtained for design-and-build solutions represent value for money – for
example, this might be the case for system buildings and prefabricated
systems. Design-and-build solutions are suitable for specialists’ works of
any size (for example, curtain walling, mechanical and electrical systems,
windows and so on), provided the tender prices obtained represent value
for money.
Contractors’ responsibility for the design of specialist works is the same as it
is for their own design work.

Responsibility Where the Client has chosen a Contractor-designed (design-and-build)

for design in procurement strategy, the successful Contractor takes over responsibility for
design-and- design at contract award.
build contracts
The Client’s design input may cease at any stage after Project Review 2. All
of the design-related documentation produced up to that point should be
included with the tender documentation as part of the specification of the
Works Requirements. Usually, this includes the Definitive Project Brief and
all of the documents that have contributed to it, including the Feasibility
Study / Preliminary Report, Output Specifications, Functional Requirements,
and so on. It also includes any prescriptive drawings and specifications that
have been developed in detail sufficient for statutory approval purposes.
Under clause 1.7 of the contract, the Contractor must be satisfied on entering
the contract of the adequacy of the Works Requirements, which are listed in
Part 1B of the Schedule.
The Contractor’s ultimate responsibility for design comes under Clause 8.1(4)
of the Public Works Contract Designed by the Contractor which states:
‘... the Contractor shall ensure all of the following; that the completed
Works are fit for their intended purposes as stated in or to be inferred
from the Works Requirement.’

Continued on next page

21
1.3 Design and Project Stages, Continued

Responsibility Where the Contractor’s design is not satisfactory

for design in In a situation where the Contractor’s design is not satisfactory, the Client
design-and- should, in the first instance, indicate this by reference to the generic
build contracts specifications in the Works Requirements, and only call in the ‘fit for their
(continued) intended purposes’ clause later. Relying on the general provision of ‘fit for
their intended purposes’ will lead to disputes and arguments which may not
be the appropriate solution in a particular situation.
Background Information (design-and-build)
The Client (Employer), however, accepts no responsibility for background
information supplied to the Contractor – this includes all types of information
relevant to the project that is not contract information. The Miscellaneous
section of Clause 1.10.1 of the Public Works Contract Contractor Design
states:
‘The Employer does not warrant the correctness, completeness or
suitability of any information provided to the Contractor on, before or
after the Contract Date, and shall have no liability in connection with
such information, except as expressly stated in the Contract.’

Note: Contractors’ responsibility for the design of specialist works is the

same as it is for their own design work.

Note: Contractors’ responsibility for specialists’ design work remains the

same irrespective of which procurement strategy is taken.

Responsibility Where the Client has chosen a traditional procurement strategy, the Client
for design in retains responsibility for design, and needs to take the following actions:
traditional
§ Appoint a Design Team;
contracts
§ Have the output requirements and budget checked by the appointed
Design Team;
§ Establish design standards for civil engineering projects (these may
already have been established, at the time of the Definitive Project Brief;
and if so it should be confirmed that they still hold true );
§ Produce Outline Sketch Scheme / Preliminary Planning (design);
§ Develop Developed Sketch Scheme / Preliminary Planning (design);
§ Obtain statutory approvals;
§ Develop Detailed Design / Detailed Planning (design);
§ Produce tender documentation;
§ Invite tenders;
§ Assess tenders, and
§ Award the contract.
Continued on next page

22
1.3 Design and Project Stages, Continued

Responsibility The Client (Employer) is responsible for all of the design on a project
for design in procured using one of the Employer Design public works contracts, except for
traditional the specific works identified in Clause 8.1(4) for which the Contractor carries
contracts the responsible. Clause 8.1(4) states:
(continued)
‘The Contractor shall ensure all of the following; that all Works Items
selected or designed by the Contractor [including by any Specialist] are
fit for their intended purpose in the works.’
This high standard must be observed for such works. The responsibility for
the rest of the design work in an Employer Design project is shared between
the Employer and the Employer’s appointed Design Consultant and is
therefore not to the same high standard as that for Works Items.
Clauses 2.1, 2;.2 and 2.3 of the Standard Conditions of Engagement set out
the level of design responsibility that the Design Consultant has for his
designs.
‘The Consultant shall perform the Services identified in Schedule B at
its [his, her] own expense [except where the Contract states otherwise],
with the skill, care, diligence, efficiency and professional conduct
reasonably to be expected from a consultant with the qualifications and
experience for the Services.’
The Client (Employer) carries all risk that falls between the Consultant’s
design responsibility (‘...with the skill, care, diligence, efficiency and
professional conduct reasonably to be expected...’) and the standard ‘...fit for
their intended purpose in the works’.

Design and the As part of the Implementation stage, the design solution (as agreed and
Implementation approved in the Planning stages) is built. The way design information is
stage interpreted and implemented is very important.
§ For traditional projects best practice would dictate that there should be
minimal or no design input during the Implementation stage; and
§ For design-and-build projects, some design activities may take place
during the Implementation stage – if these are planned or required by the
contractor.
For further information see Implementation Process (GN 3.1).

Design and the During the Project Review stage, a design assessment is carried out to check
Project Review if the client’s needs have been met by the design solution and budget (as
stage expressed at the outset of the project) . For further information on design
during Project Review stage, see Project Review (GN 4.1).

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1.4 General Design Considerations

Project Project definition is the single most important exercise in the design process.
definition It consists of a set of activities that have as their final purpose the
development of a Definitive Project Brief that can enable a responsive and
efficient design process, with a minimum number of iterations. When clear
project objectives are set, a mechanism for cost control can also be
established. The importance of the role of the project definition cannot be
emphasised enough and clients should make sufficient effort and allocate
enough time and resources in developing the Definitive Project Brief.
For further information on how to achieve a project brief, see Project
Definition and Development of the Definitive Project Brief (GN 1.2).

Client The experience of the people working on building or civil engineering

experience projects is critical to the design process. This is particularly relevant in
ensuring that the client’s Output Specifications and Functional Requirements
are finalised before design commences. It is important therefore that the
people charged with delivering projects have relevant experience. The
availability of suitable in-house expertise and/or resources will determine
whether it is necessary to outsource the project management and design
services.

Cost planning Cost and design are closely linked and it is important to ensure that projects
and control are delivered within their approved budgets and that the design represents
value for money. Projects should be designed taking account of both capital
and operational costs – whole-life costing is an integral part of the design
process, and whole-life costs of key components of a facility should be
considered during the design process. To ensure value for money, a balance
should be struck between initial capital costs and expected replacement costs
over the life of the facility.
For further information on cost control see Budget Development (GN 1.3) and
Planning and Control of Capital Costs (GN 2.2).

Continued on next page

24
1.4 General Design Considerations, Continued

Project size and The size and complexity of projects determine the extent and intricacies of the
complexity design. Large, complex and bespoke projects usually require a longer and
more elaborate design process. Small, simple projects or those of a repetitive
nature tend to have shorter and simpler design processes. Each project needs
to be assessed from the outset in terms of scale and complexity so that the
design process is tailored accordingly.
A client may run a design competition to arrive at the most suitable design.
Such competitions must be held in accordance with EU procurement rules
where these apply.
For more information on procurement in relation to design contests see
Procurement Strategy for Consultancy Services (Technical) (GN 1.6).

Sustainability Designers will be required to create sustainable designs to international

and standards and to optimise the whole-life costs of facilities. The environmental
environmental impact of the materials and processes used in the construction of projects
impact should be taken into account.
More information on sustainable design is available from Sustainable Energy
Ireland (SEI), which was set up by the Government in 2002 as Ireland's
national energy agency. SEI’s mission is to promote and assist the
development of sustainable energy – see www.sei.ie.

Universal Designers should take into account the principles of universal access and
access design for all in order to ensure that the facilities to access and exit, and the
benefits of use apply equally to all people regardless of their age, size or
ability.
Designs should endeavour to be in line with international best practice and
should take into account the conditions set out in the Disability Act 2005.
Further information is available from the National Disability Authority
(NDA) – see www.nda.ie.

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25
1.4 General Design Considerations, Continued

The design Design management is an important activity in the design process as it

management involves the coordination, analysis and testing of the design, as well as the
role management of the different stakeholders involved.
It needs to be carried out by a person with relevant skills and experience,
usually the Design Team Leader. Traditionally this role is fulfilled by
architects (for building projects) or engineers (for civil engineering projects)
either internal or external to the client organisation. More recently, however,
this role has evolved and design management may now be undertaken by
other specialists or project managers, particularly for technically complex
projects where a high level of integration is required.
It is important at the outset to clearly set out the responsibilities of everyone
in the Design Team – see Project Management (GN 1.1).

Ensuring Different design solutions must be assessed to ensure optimal design and
optimal value value for money. At a strategic level project options will be decided during
for money the project definition process. For building projects, this can be done at
Feasibility Study; for civil engineering projects, it can be done at the
Preliminary Report or Design Studies, or when Design Standards are
established, or even earlier.
Once the strategic decision on the best option is taken, design analysis at the
next level of detail should continue and be carried out through the design
process. This exercise should not generate design change unless it achieves
better value for money. The option selected at the strategic level should
continue to be questioned to ensure that it holds true to the end of the design
process.

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1.5 Design – Roles and Responsibilities

Overview The roles and responsibilities of the Sponsoring Agency, the Design Team
and the Contractor in relation to design are outlined below.
See Planning and Control of Capital Costs (GN 2.2) for details of roles and
responsibilities in relation to cost control during the design process.

The Sponsoring The Sponsoring Agency must demonstrate clear leadership in relation to
Agency project delivery. This should start with the formulation of a clear Definitive
Project Brief and the appointment of a suitable and competent Design Team.
The Sponsoring Agency’s responsibilities in the design process are:
§ To appoint a Project Coordinator who has responsibility to monitor and
approve the various activities within the design process. For this, the
Project Coordinator should establish clear reporting procedures, the
format for presenting information, and the approved mechanism for each
design stage. The Project Coordinator should ensure that all project
information is effectively and correctly communicated between the design
team, the Sponsoring Agency and stakeholders so that it is fully
understood.
§ To appoint in writing a competent Project Supervisor for the Design
Process (PSDP) for every project – this is required under the Safety,
Health and Welfare at Work (Construction) Regulations. The PSDP can
be an internal or external appointment to the Sponsoring Agency
organisation. The role should be carried out by a competent person with
relevant skills and knowledge of health & safety which can be applied to
the design as it develops.
§ To approve design proposals at each design stage and for seeking
approval from the Sanctioning Authorities at specific points in the
process.

Design Team On traditional, Employer-designed projects, the Design Team is responsible

for developing and delivering the design solution. The nature, size and
complexity of projects determine the size and make-up of the Design Team,
and selecting the team is crucial for obtaining the correct level of service and
design quality. The need for specialist knowledge should be assessed at each
stage so that relevant skills can be called upon at the right time in the design
process and design can be coordinated efficiently.
On design-and-build projects, the Design Team acts in the capacity of
technical advisers (for design services) throughout the delivery process. This
is to protect the Client’s interests and to ensure that the construction quality
meets the Client’s specified design standards.

Continued on next page

27
1.5 Design – Roles and Responsibilities, Continued

Contractor On design-and-build projects, the Contractor provides an integrated project

team that includes designers and construction personnel. For such projects,
contractors take responsibility for the design and are in charge of producing
design solutions that respond to the Client’s requirements as set out in the
detailed output performance specifications which should reflect all key
material in the Definitive Project Brief.
The Contractor’s design activities in a design-and-build project should follow
the same procedures as those of an Employer in a traditional Employer-
designed project but may be in a less structured way.

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1.6 Design and Safety, Health and Welfare

Legal obligation Clients need to ensure that they comply with the Safety, Health and Welfare
at Work (Construction) Regulations, 2006. Under these regulations, clients
have the following responsibilities in relation to design:
§ Appoint in writing a competent Project Supervisor for the Design Process
(PSDP);
§ Appoint in writing, a competent Project Supervisor for the Construction
Stage (PSCS) before construction begins;
§ Be satisfied that each designer (traditional) and contractor (design-and-
build) has adequate training, knowledge, experience and resources for the
work to be performed;
§ Cooperate with the PSDP and supply any necessary information – for
example, an existing Safety File);
§ Retain and make available any existing Safety File for the complete
structure;
§ Provide a copy of the safety and health plan prepared by the PSDP to
every person tendering for the role of PSCS;
§ Notify the Health & Safety Authority of the appointment of the PSDP on
the approved form AF 1 available at www.hsa.ie – this is required where
construction is likely to take more than 500 person days or 30 working
days; and
§ Allow a reasonable amount of time for project completion.

Duties of the The PSDP has a duty to coordinate the designers in relation to the safety,
PSDP health and welfare implications throughout the project. To carry out this duty,
the PSDP must:
§ Identify hazards arising from the design or from the technical,
organisational, planning or time related aspects of the project;
§ Where possible, eliminate the hazards or reduce the risks;
§ Communicate necessary control measures, design assumptions or
remaining risks to the PSCS so that they can be dealt with in the safety
and health plan;
§ Ensure that the work of designers is coordinated to ensure safety,
§ Organise cooperation between designers;
§ Prepare a written safety and health plan for any project where
construction will take more than 500 person days or 30 working days or
there is a particular risk and deliver it to the Sponsoring Authority prior to
tender;
§ Prepare a Safety File for the complete structure and give it to the
Sponsoring Agency;
§ Notify the Health & Safety Authority and the Sponsoring Agency of non-
compliance with any written directions issued.

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 Continued on next page

1.6 Design and Safety, Health and Welfare, Continued

Duties of the In light of these responsibilities, the PSDP may issue directions to designers,
PSDP contractors or others. When unforeseen circumstances arise during execution
(continued) of the project, which result in a design change with safety, health and welfare
implications, these need to be addressed by the PSDP.
Employer-designed (traditional)
Clients have a responsibility to appoint a Project Supervisor for the Design
Process (PSDP) who should then ensure that the design complies with all
health and safety requirements and that a safety file is compiled during the
construction process.
Design-and-build
Clients have a responsibility to appoint a PSDP who should ensure any initial
design work (i.e. the work done by the client’s designers) complies with all
health and safety requirements.
The PSDP should during the main contract tendering period, appoint a Health
& Safety Coordinator for each tenderer – as proposed by the tenderer and
approved by the PSDP. In each case, the Health & Safety Coordinator’s role
is to assist the PSDP with the tenderer’s designs during that period.
Once tenders have been submitted, the PSDP reviews the Health & Safety
Coordinators’ reports which may also involve interviewing the Coordinators
in relation to health and safety issues associated with a particular design.
The PSDP’s and the Coordinators’ involvement continues until the main
Contractor is awarded the contract, at which point all Health & Safety
Coordinators’ appointments cease (as does the Client’s PSDP appointment).
At this point, the successful Contractor may also be appointed as PSDP, or an
independent PSDP may be appointed.

Safety File On completion of the project, the Safety File is handed over by the Client to
the owner of the facility and retained by them in perpetuity. In the case of
design-and-build projects, the Safety File is first handed over from the
Contractor to the Client. The Safety File should be made available for
inspection by any person who may need information from it, in circumstances
such as:
§ For the purpose of compliance with any duties imposed under the relevant
statutory provisions; or
§ for updating – when new construction work is being carried out on the
structure to which the Safety File relates.

For further To obtain more details on Health & Safety duties, roles and responsibilities
information see the Safety, Health and Welfare at Work (Construction) Regulations, 2006
(available at http://www.entemp.ie/publications/sis/2006/si504.pdf).

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 2: Design Management and Coordination
2.1 Overview

Why design To ensure that optimal design, value for money and buildability are achieved,
management due care and attention need to be given to the proper management and
and coordination of all design activities throughout the design process. In
coordination particular, the interaction between the different design disciplines requires a
are important well-coordinated teamwork structure. Design management encompasses all of
the coordination, analysis and design testing activities that a project requires.
For effective design management and coordination it is necessary to appoint a
manager with appropriate management skills to ensure the design process
operates efficiently. Such a person is usually the design team leader.
To ensure its effectiveness, the Project Coordinator should draw up a
programme which includes the main areas of activity (i.e. Planning,
Implementation and Review) up to project occupation. In relation to the
design development activity (part of the Planning Stage) the Design Team
Leader should, as soon as the other principal consultants are appointed, draw
up details of design responsibilities and milestones for each consultant and
illustrate them on a project programme which should be part of the Project
Execution Plan.
Coordinating different types of project
On small projects, design coordination can be very informal with meetings
between different disciplines taking place as and when required. These
meetings should be used to deal with specific design issues that cannot be
addressed by telephone or email.
On medium-sized projects the informal approach should be augmented with
regular formal design team meetings. These design team meetings allow
issues to be discussed between all team members and a coordinated approach
to be adopted.
On large projects, design team meetings are the main method by which design
coordination is achieved, and the client should be represented at such
meetings.

Continued on next page

32
2.1 Overview, Continued

Contents This chapter covers the following topics:

Topic See Page

2.2 Client and Statutory Approvals
Explains how to deal with approval mechanisms and 34
standards.
2.3 Ensuring Design Quality
35
Explains how to deal with design quality.
2.4 Design Deliverables
37
Outlines requirements for design deliverables.
2.5 Stakeholders and Design
Outlines the aims and activities of Stakeholder 38
Management.

33
2.2 Client and Statutory Approvals

Client Design is a staged process during which a number of approvals / sign-offs are
approvals required from the client. Approvals are usually given as part of the formal
project review structures. In each case, there must be enough information for
the client to give informed approval. The timing and sequencing of client
approvals may differ from project to project, depending on how the design
process is carried out.
§ The Definitive Project Brief (including approval of each activity within
the project definition, in particular the Design Brief and the Final Output
Specification) is approved by the Sanctioning Authority as the outcome of
Project Review 1;
§ The Project Execution Plan (including, particularly, its design-specific
elements) is developed by the Project Coordinator and is signed off by the
Sponsoring Agency, also as part of Project Review 1;
§ The Appointment of the Design Team is made by the Sponsoring Agency
after notification to the Sanctioning Authority. Each member of the
Design Team is appointed under a separate contract as part of Project
Review 2.
§ The Outline Sketch Scheme, the Developed Sketch Scheme and Detailed
Designs (building projects) and Preliminary Planning (design) and
Detailed Planning [design] (civil engineering projects) are approved by
the Sponsoring Agency as the outcomes of Project Review 3, 4 and 5; and
§ The tender documentation is approved by the Sponsoring Agency as part
of the outcome of Project Review 6.

Consents Various regulations and laws apply to the design of projects, both building
including and civil engineering, and to their owners and users. Projects should be
statutory designed so that approvals from all relevant Statutory Authorities can be
approvals obtained.
For building and civil engineering projects all statutory consents that the
Client has decided to obtain should be in place prior to the start of works on
site. See Appendix B2 of Public Works Contracts (GN 1.5) for a checklist
(non-exhaustive) of consents and licenses that may be required.
Responsibilities for obtaining all required consents should be determined at
the outset of each project, with those that the Client decides to obtain being
pursued at the appropriate time in the process so as to avoid delay to the
programme.

34
2.3 Ensuring Design Quality

Why design Design quality is a critical success factor for projects and requires a balance
quality is to be struck between functionality, impact, build quality and value for money.
important Clients have responsibility for commissioning buildings of good design
quality at an affordable and reasonable cost. Good quality buildings have a
big impact on public behaviour, on society as a whole and on perceptions of
public space and infrastructure.
Certain civil engineering projects can have a profound impact on the quality
of the built environment and full consideration should be given to the
aesthetic and environmental qualities of such projects. Projects should be seen
as challenging opportunities to present well-designed infrastructure that can
have considerable aesthetic as well as functional merit.
General design quality considerations
Design quality can be uniquely defined for each facility in any project type.
There are however some general considerations that apply to most projects:
§ Efficient use of space;
§ Positive environmental impact;
§ Secure and safe facilities;
§ Energy efficient buildings;
§ Universal accessibility; and
§ Future-proof design.

Buildability Buildability represents the extent that the design of a facility takes account of
available construction systems and techniques that ease construction activity
and have a positive impact on cost. Buildability is an important factor in the
design process and should be discussed from the early stages of projects. The
use of modern methods of construction and innovation should be considered
where their use is appropriate and their adoption cost-effective. Therefore, the
early involvement and commitment of the construction contractor in the
design process should improve buildability.

Continued on next page

35
2.3 Ensuring Design Quality, Continued

Benefits of Apart from its aesthetic appeal, good design will also consist of a number of
good design other qualities such as:
§ Contributing to a construction process that is efficient and safe, and that
creates a built environment that is non-threatening;
§ Making a positive addition to the project’s location, environment and
community by creating an attractive and healthy environment for users;
§ Achieving universal accessibility targets;
§ Adding value and reducing whole life costs by producing facilities that
are easy and cost effective to manage, clean and maintain;
§ Creating a flexible, durable, sustainable and ecologically sound
environment for the community;
§ Minimising pollution, waste of materials and use of energy both in
construction and in use.

Steps to There are a number of steps that a client can take to achieve design quality in
achieve quality a project; these include the following:
design
Review designs regularly to ensure that they satisfy the needs expressed
Unknown 11/17/08 11:13 PM
in the Definitive Project Brief.
Formatted: Bullets and Numbering
5. Insist on the submission of design information that can be readily
understood.
6. Check designs regularly to ensure that the requirements of the Definitive
Project Brief are met in the following areas:
§ Schedules of areas, room data sheets, specifications and whole-life-
value-for-money (for building projects); and
§ Capacity, level of service and whole-life value-for-money (for civil
engineering projects).
7. Check that the designs are consistent with the intended business
Unknown 11/17/08 11:13 PM
objectives of the facility Formatted: Bullets and Numbering
8. Sign off on design should occur only when all elements of the design are
agreed.

36
2.4 Design Deliverables

In general Design deliverables will change as projects progress through the design
process. However, the basic design deliverables will always be the drawings,
schedules, specifications, other documents and details required to construct
and deliver a project that meets the approved Design Brief within the
approved budget.
Clients (through their Project Coordinator and design consultants) should
ensure that they understand all elements of the design, and should always
seek clarification as questions arise.

Building design Designers on building projects use two- or three-dimensional drawings to

deliverables illustrate their designs, using different scales depending on the stage of the
project. At outline sketch scheme, large-scale drawings are produced but as
designs are developed, increasingly detailed drawings are produced. Three-
dimensional models (electronic or physical) are often used to illustrate
designs. These are very important in helping clients visualise the end-product,
and should be requested as appropriate on projects.

Civil Designers on civil engineering projects use large scale mapping in the early
engineering design stages to allow for location analyses, constraints studies, location of
design Natural Heritage Areas (NHAs), Special Areas of Conservation (SACs), areas
deliverables of archaeological interest and so on. As the project progresses and
location/route analyses are completed, more detailed mapping and drawings
are produced.

37
2.5 Stakeholders and Design

Why is Stakeholders play an important role in the design process as they help
stakeholder determine the design requirements for projects. This is particularly relevant in
management the context of public consultation in respect of infrastructure projects.
required? Achieving consensus and ‘buy in’ from stakeholders is a critical success
factor and this can be achieved through effective communication.

Consultation Stakeholders should be identified and engaged as early as possible in the

process project and they should be involved in the consultation process when the
Definitive Project Brief is formulated. This can be achieved using both formal
and informal channels of communication. The consultation process should be
finalised before work progresses to design and implementation.
Aims of consultation
The aims of the consultation process are to:
§ Engage stakeholders in a two-way dialogue;
§ Keep such interested parties regularly and fully informed of
developments;
§ Focus stakeholders’ attention on the project;
§ Record and consider stakeholders’ views on the project;
§ Understand and explain the project’s implications for each stakeholder;
§ Manage stakeholders’ outlook on the project and set realistic
expectations;
§ Develop community satisfaction with the project; in order to save time
and aid progress through the statutory approval process
Means of consultation
Consultation with stakeholders can be both formal and informal through:
§ Group meetings;
§ Face-to-face discussions;
§ Telephone information lines;
§ Public information office at location;
§ Questionnaires and interviews;
§ Printed information (leaflets, newsletters, posters);
§ Web based information (intranet or internet sites);
§ Media (newspapers, television, radio); and
§ Road shows.

38
 3: Planning Initial – Building and Civil
Engineering Projects
3.1 Overview

Introduction This chapter deals with design activities that take place during the Planning
Initial stage of a project. During this stage the Sponsoring Agency must
define the project requirements in detail, and the main outcomes are the
Definitive Project Brief and a decision on which procurement strategy to take.
For more detailed information relating to the Planning Initial stage, see the
following:
§ Project Definition and Development of Definitive Project Brief (GN 1.2),
which covers the process by which clients determine the project
requirements.
§ Procurement Strategy for Public Works Contracts (GN 1.4), which deals
with how clients determine which procurement strategy to follow and the
contract type to use.

Project reviews There are two project reviews in the Planning Initial stage for both building
and civil engineering projects.
§ Project Review 1 is a mandatory red light review that occurs at the end of
the Project Definition stage when approval for design expenditure is
needed.
§ Project Review 2 is an amber light review, which occurs after the
procurement strategy is agreed and the Design Team has been selected.
See also Project Management (GN 1.1) for further information on the role of
each of the project reviews.

Contents This section covers the following topics:

Topic See Page

3.2 Design Activities at the Planning Initial Stage
Outlines the design aims and activities associated with this 41
stage.
3.3 Project Reviews 1 and 2 and Sequence of Events on
Building Projects
Describes the project reviews and the sequence of events
that occur during the Planning Initial stage of building 44
projects.
Lists the documentation that is required during the
Planning Initial stage of building projects.

Continued on next page

39
3.1 Overview, Continued

Contents (continued)

Topic See Page

3.4 Project Reviews 1 and 2 and Sequence of Events on Civil

Engineering Projects
Describes the project reviews and the sequence of events 49
that occur during the Planning Initial stage of civil
engineering projects.
Lists the documentation that is required during the
Planning Initial stage of civil engineering projects.

40
3.2 Design Activities at the Planning Initial Stage

Introduction The design activities that take place during the Planning Initial stage are
focused on the following outputs, which are carried out by the Sponsoring
Agency (with assistance from service providers where appropriate):
§ Development of the Feasibility Study or Preliminary Report;
§ Development of the Design Brief and Design Studies and Standards
(where appropriate) which form part of the Definitive Project Brief; and
§ Development of the Definitive Project Brief.
Depending on the nature of the project, the Feasibility Study / Preliminary
Report, Design Brief / Design Studies and Standards and the Definitive
Project Brief may be accompanied by a range of supporting reports, tests and
studies that underpin the outcomes of those activities.
The determination of Design Standards and the development of Design
Studies are usually design activities that apply to civil engineering projects.
As the Planning Initial stage progresses, information relating to the project is
further developed and refined through research, analysis, tests and, if
appropriate, additional design studies. It is critical that sufficient information
is gathered to allow a full constraints analysis to be performed so that detailed
design options are not developed with inherent flaws which might be costly to
rectify or progress through later design or statutory process stages.
Each of the design outputs is described in turn below.

Note: In parallel with the design process, budgetary, contractual and other
activities – for example, sale and acquisition of land, acquisition of
temporary accommodation) also take place during the Planning Initial stage.

Feasibility Where required, the Feasibility Study (or Preliminary Report) considers key
Study / quantitative aspects of the project in sufficient detail to inform a final and
Preliminary reasoned decision on whether or not to proceed. In the case of building
Report projects it is not unusual for design input to be required in the form of various
footprints of a facility or block plan options to identify the preferred option .
Such design information is not intended to constitute formal design proposals
at this stage – it consists merely of illustrative drawings or sketches to allow
decisions to be made.
As part of a Feasibility Study for a building project, an examination of site
options should be carried out to establish which is the best location to site the
facility from the perspective of land use, cost and planning considerations.

Continued on next page

41
3.2 Design Activities at the Planning Initial Stage, Continued

Feasibility In civil engineering projects, design input is more likely to be required – for
Study / example, for developing and assessing options before recommending a
Preliminary preferred option and/or location.
Report Note: Site investigation work may also be carried out at this stage (where
(continued)
access is possible) to ascertain what the ground conditions might be in the
area where the investigation work is conducted so that costs in relation to
underground design can be realistically ascertained.

Design Studies Design Studies for civil engineering projects are carried out to help determine
the basic layout, route selection, location, environmental constraints, and
other data relating to known functional requirements needed to identify the
preferred option. In order to assess the location of a project, site and route
options need to be examined as part of the Preliminary Report.
The assessment of a location may include preliminary design studies dealing
with basic layout, points of discharge, assimilative capacity, site coverage
(footprint and facility) and block plan options to determine best land use, and
to deal with planning considerations and overall cost implications. The use of
mapping and Geographic Information Systems (GIS) can be particularly
useful in this stage of a project so as to gather and analyse large amounts of
spatial information economically and quickly. If design work is required at
this stage, clients must appoint a competent and adequately resourced PSDP –
this must be done in writing, and before design work starts, .

Design Brief The Design Brief is the full and completed statement of the Sponsoring
Agency’s functional and operational requirements for a project. It defines all
design requirements for a project including performance standards and quality
thresholds. It is the foundation on which design will be developed and is the
benchmark for measuring future design development. It also includes a
detailed outline of the preferred option, supported with design studies where
appropriate, and with reasons for the choice.
For more information on the Design Brief, see Project Definition and the
Definitive Project Brief GN 1.2).

Continued on next page

42
3.2 Design Activities at the Planning Initial Stage, Continued

Definitive The Definitive Project Brief is a complete statement of the client’s budget,
Project Brief functional and operational requirements for a project. It includes the
Feasibility Study / Preliminary Report, Design Studies that establish Design
Standards (where appropriate) and the Design Brief. It also includes all other
outputs from studies and reports that are required to enable future inputs from
designers to be developed.
Design concepts may need to be elaborated on from earlier outline or generic
design studies with, for example:
§ Indicative block plans and massing diagrams; and specification of net
spatial area with clearly defined functional spaces (building); and
§ Details of overall output / treatment capacity and level of service required
from the proposed scheme and an indicative cross section (civil
engineering).
Prior to the completion of the Definitive Project Brief, the Sponsoring
Agency should review its contents and, where designs have been included,
these too should be considered. In the event of a conflict arising between the
assumptions on which the Approval-in-Principle was granted and the design
as it is presented in the Definitive Project Brief, work on the project should be
suspended, and the project referred back to the Appraisal Stage for re-
assessment.
The Definitive Project Brief should also include some indication of realistic
cost limits.
Design Standards
Design Standards for a civil engineering project are specified and established
when the Definitive Project Brief is complete. These standards identify
various constraints to location with design options set out and compared in a
matrix in order to identify the preferred option to be developed through the
preliminary and detailed design stages.
Constraints Analysis
It is critical that sufficient information is gathered to allow a full constraints
analysis to be performed so that design options are not developed with
inherent flaws which may be costly to rectify or progress through later design
or statutory process stages. The deliverable at the end of the project definition
stage will be the identification of a robust feasible design option which can be
further developed and progressed through the statutory and design processes.

43
3.3 Project Reviews 1 and 2 and Sequence of Events on
Building Projects

Building Project Review 1 is a mandatory red light review that takes place at the
projects: completion of the Definitive Project Brief when a commitment to commence
Project Review design and construction activities is sought from the Sanctioning Authority.
1 and after The Review involves a comprehensive examination of all the outputs in the
Definitive Project Brief.
The Definitive Project Brief consists of outputs from three of the most
important key activities in the Project Brief – Feasibility Study, Design Brief
and Final Output Specification. Also as part of these activities is an approved
budget for the project as well a register of known Constraints.
The Sanctioning Authority’s approval is required for Project Review 1
before the project can proceed.
See also Planning and Control of Capital Costs (GN 2.2) for further
information on costs.
The following activities take place on building projects after the Project
Definition Stage.

Step Activity
1 Project Review 1
The Sponsoring Agency conducts Project Review 1 to confirm that
the project is in line with the Approval-in-Principle.
2 Appointment of Design Team / Design Team Leader
The Sponsoring Agency appoints the Design Team, the Design
Team Leader and other team members, or confirms continuation of
the appointment of consultants engaged at the Feasibility Study
stage.
Note: Consultants appointed earlier and whose commissions include
the provision to continue their involvement (at the discretion of the
Sponsoring Agency) beyond the Definitive Project Brief should
have those commissions ratified at this stage.
3 Appointment of Project Supervisor for the Design Process
(PSDP)
The Sponsoring Agency appoints a PSDP (if one has not already
been appointed at Feasibility Study stage).
4 Assessment of Feasibility Report, Design Brief, Output
Requirements, Constraints, Budget
On appointment, the Design Team confirms the adequacy, accuracy
and completeness of the Definitive Project Brief.

Continued on next page

44
3.3 Project Reviews 1 and 2 and Sequence of Events on
Building Projects, Continued

Building projects: Project Review 1 and after (continued)

Step Activity
5 Project Review 2
The Design Team conducts Project Review 2. The purpose of this
review is for the Design Team to check that the requirements are
adequate and to review the procurement strategy.
6 Recommendation to Proceed
On the conclusion of Project Review 2, and providing the
assessment (at step 4) confirms that the initial decisions and
assumptions are correct, the Sponsoring Agency should certify
compliance to the Sanctioning Authority, and after an agreed period
of time (agreed beforehand with the Sanctioning Authority) instruct
the Design Team leader to proceed with the project – provided the
Sanctioning Authority, in the meantime, has no queried the project
and does not issue an instruction to put the project on hold. This is
a necessary step before the commencement of the Planning
Developed stage.
Any shortcomings (identified at step 4) must be satisfactorily
resolved before the recommendation to proceed may be given. The
Sanctioning Authority must be informed of progress in relation to
any shortcomings identified.
The project may not proceed to the next stage without a written
instruction from the Sponsoring Agency to the Design Team Leader.

Continued on next page

45
3.3 Project Reviews 1 and 2 and Sequence of Events on
Building Projects, Continued

Documents On appointment the Design Team is given responsibility for the design and
produced / (usually) the management and administration of the construction process. The
approved by the Design Team has the responsibility to:
Design Team
§ Check the Client’s output documents (which are in place prior to the
before Project
Design Team’s appointment); and
Review 2
§ Produce other documents as necessary at the start of the design process.
Each of these sets of documents is described in turn.

Documents in The following documents will normally have been produced by technical
place prior to experts and advisers to the Client and will be in place before a Design Team
appointment of is appointed. The extent to which they are in place, however, will vary from
the Design project to project. The Design Team should review these documents and
Team report to the Client on their adequacy for ongoing design, and as a basis for
further instructions from the Client.
The table below also indicates (as appropriate) where documents relate to
parameters defined within the Project Definition process. See 1.5 Project
Parameters in Project Definition and Development of the Definitive Project
Brief (GN 1.2) for details of the project definition parameters.

To be reviewed
Document
by
Schedule of Client Output Requirements Architect / Engineer
The Schedule of Client Output Requirements and
functional needs that establishes the scope of the
project.
Relates to parameters 3, 4 and 5 (Scope,
Deliverables / desired outcomes and Performance) in
the project definition process.
Feasibility Study Architect / Engineer
The approved Feasibility Report in the Definitive
Project Brief.
Following best practice, this should address all of
the project parameters in the project definition
process in some manner.
Constraints Architect / Engineer
The Technical Experts’ report on any constraints
(known at the time) that will apply in relation to
design.
Relates to parameter 16 (Constraints) in the project
definition process.

46
 Continued on next page
3.3 Project Reviews 1 and 2 and Sequence of Events on
Building Projects, Continued

Documents in place prior to appointment of the Design Team (continued)

To be reviewed
Document
by
Project Budget Cost Adviser
The approved budget in the Definitive Project Brief.
Relates to the capital costs portion of parameter 15,
(Budget) in the project definition process.
Design Brief Architect
The approved Design Brief included in the
Definitive Project Brief.
Relates to parameter 13 (Design restrictions /
requirements) in the project definition process.
Project Execution Plan Architect / Engineer
The approved Project Execution Plan included in the
Definitive Project Brief, that indicates the overall
timeframe within which the project should be
delivered.
Relates to parameter 11 (Project Execution Plan) in
the project definition process.

Documents If any or all of the documents listed below are not in place before a Design
produced by the Team is appointed they should be produced by the Design Team as one of
Design Team their first tasks. If they are in place the Design Team should review them
after their and report on their adequacy to the Client.
appointment

To be reviewed
Document
/ produced by
Project Programme Architect
This document sets out the timeframe for design,
procurement and construction activities. This
timeframe should be consistent with the overall
timeframe as set out in the Project Execution Plan.
It should also be consistent with the time periods for
Stage Services set out in Schedule B and within the
overall time period set out in Schedule A of the
Standard Conditions of Engagement for Consultancy
Services (Technical).

47
 Continued on next page

3.3 Project Reviews 1 and 2 and Sequence of Events on

Building Projects, Continued

Documents produced by the Design Team after their appointment (continued)

To be reviewed
Document
/ produced by
Site Suitability Report Architect / Engineer
This document evaluates all available sites for
development, identifying the advantages and
constraints for each site and identifying the preferred
option.
Site Report (preferred option) Architect / Engineer /
This report should show a location map to 1:1000 Quantity Surveyor
scale and an accurate survey drawing of the site to at
least 1:500 scale – the latter should show the
position of existing buildings, boundaries, adjoining
properties and public services. Rights of way should
be identified on the 1:500 plan.
Drawings of existing buildings on the site and other Sponsoring Agency
information in relation to those
Any drawings in relation to existing buildings and
other information relating to such buildings (such as
a Safety File) should be identified
Site Investigation Report Engineer
The information in this document should be based
on borehole logs or trial holes that indicate the
nature of the sub-soil.
Existing Services Report Engineer
This document should identify and comment on the
availability, location and adequacy of water supply,
electricity, gas, telephone, TV, broadband, surface
water and sewage disposal.
Report on discussions with Statutory Authority Architect
This document should include a record of any
informal discussions that took place with the
Statutory Authority or Fire Officer on the
availability, location and adequacy of access, and
other Statutory Authority requirements.

Continued on next page

48
3.3 Project Reviews 1 and 2 and Sequence of Events on
Building Projects, Continued

Design-and- For design-and-build projects, the Sponsoring Agency may decide to cease
build: design work after Project Review 2 and to transfer complete design and
transferring risk statutory approval risk from that point on to the successful design-and-build
to the Contractor who will emerge from the tender process. For design-and-build
Contractor projects, the Sponsoring Agency will require the Design Team it has
appointed to remain in place to:
§ Prepare tender documents (based on the Sponsoring Agency’s output
requirements, and pricing templates) for design-and-build tenderers;
§ Evaluate tender designs and prices; and
§ Monitor construction, administer the contract and settle the final account.
The Sponsoring Agency should have appointed an independent PSDP at the
same time as the appointment of the Design Team. This independent PSDP
should remain in place until the works contract is awarded to address Health
& Safety design issues in the tender documents and in the tender submissions
(with the assistance of the Health & Safety Coordinator appointed by the
PSDP).
Note: Health & Safety legislation requires the Preliminary Health & Safety
Plan to be produced by the PSDP and issued with the tender documents. In
the case of design-and-build projects, the detail of the Health & Safety risks
included in the Preliminary Plan will depend on the degree to which design is
developed before the project is put out to tender. Where only output
requirements and specimen drawings are issued, the Health & Safety risk
details will be very general – perhaps commenting on Health & Safety issues
such as access to the site, traffic adjacent to the site, working on a confined
site, adjoining buildings, and so on.

49
3.4 Project Reviews 1 and 2 and Sequence of Events on Civil
Engineering Projects

Civil Project Review 1 is a mandatory red light review that takes place at the
engineering completion of the Definitive Project Brief when a commitment to commence
projects: design and construction activities is sought from the Sanctioning Authority.
Project Review The Review involves a comprehensive examination of all the outputs in the
1 and after Definitive Project Brief.
The Definitive Project Brief consists of outputs from the most important key
activities in the Project Brief – Preliminary Report / Design Brief and Final
Output Specification. Also as part of these activities is an approved budget for
the project as well a register of known Constraints.
The Sanctioning Authority’s approval is required for Project Review 1
before the project can proceed.
See also Planning and Control of Capital Costs (GN 2.2) for further
information on costs.
The following activities take place on civil engineering projects after the
Project Definition Stage.

Step Activity
1 Project Review 1
The Sponsoring Agency conducts Project Review 1.
2 Appointment of Design Team / Lead Consultant
The Sponsoring Agency appoints the Design Team, the Lead
Consultant and other team members, or confirms appointments
already made.
Note: Consultants appointed earlier and whose commissions include
the provision to continue their involvement (at the discretion of the
Sponsoring Agency) beyond the Definitive Project Brief should
have those commissions ratified at this stage.
3 Appointment of Project Supervisor for the Design Process
(PSDP)
The Sponsoring Agency appoints a PSDP (if one has not already
been appointed at Preliminary Report stage).
4 Statement of Design Standards
The Lead Consultant / Design Team develops a comprehensive
statement of the design standards to be used in the project. Where
design standards have already been developed (in parallel with the
Definitive Project Brief), the Lead Consultant / Design Team
reviews and approves or enhances them.

Continued on next page

50
3.4 Project Reviews 1 and 2 and Sequence of Events on Civil
Engineering Projects, Continued

Civil engineering projects: Project Review 1 and after (continued)

Step Activity
5 Assessment of Output Requirements, Constraints, Budget
On appointment, the Design Team confirms the adequacy, accuracy
and completeness of the Definitive Project Brief.
6 Development and Comparison of Alternative Designs
The consultant (engineer) compares alternative designs, checks their
feasibility and recommends the preferred solution to the Sponsoring
Agency.
7 Project Review 2
The Design Team conducts Project Review 2. The purpose of this
review is to check that the requirements are adequate and to review
the procurement strategy.
8 Recommendation to proceed
On the conclusion of Project Review 2, and providing the
assessment (at step 5) confirms the initial decisions and assumptions
are correct, the Sponsoring Agency should certify compliance to the
Sanctioning Authority, and after an agreed period of time (agreed
beforehand with the Sanctioning Authority) instruct the Lead
Consultant to proceed with the project – provided the Sanctioning
Authority, in the meantime, has no queries and does not issue an
instruction to put the project on hold. This is a necessary step
before the commencement of the Planning Developed stage.
Any shortcomings (identified at step 4) must be satisfactorily
resolved before the recommendation to proceed may be given. The
Sanctioning Authority must be informed of progress in relation to
any shortcomings identified.
The project may not proceed to the next stage without a written
instruction from the Sponsoring Agency to the Lead Consultant.

Continued on next page

51
3.4 Project Reviews 1 and 2 and Sequence of Events on Civil
Engineering Projects, Continued

Documents On appointment the Design Team is given responsibility for the design and
produced / (usually) the construction process. The Design Team has the responsibility
approved by the to:
Design Team § Check the Client’s output documents (which are in place prior to the
before Project Design Team’s appointment); and
Review 2
§ Produce other documents as necessary at the start of the design process.

Documents in The following documents will normally have been produced by technical
place prior to experts and advisers to the Client and will be in place before a Design Team
appointment of is appointed. This is a non-exhaustive list of documents typically required.
the Design Team The Design Team should review these documents and report to the Client on
their adequacy for ongoing design, and as a basis for further instructions
from the Client.
The table below also indicates (as appropriate) where documents relate to
parameters defined within the Project Definition process. See Project
Parameters in Project Definition and Development of the Definitive Project
Brief (GN 1.2) for details of the project definition parameters.

To be
Document
reviewed by
Inception Report Engineer
This is a statement of the basis for the project and a
review of any historical supporting documentation
or reports.
Schedule of Client Output Requirements Engineer
The Schedule of Client Output Requirements and
functional needs that establishes the scope of the
project.
Relates to parameters 3, 4 and 5 (Scope,
Deliverables / desired outcomes and Performance) in
the project definition process.
Design Standards Report Engineer
This report sets out the main parameters of the
proposed scheme – for example, proposed waste
water treatment standards (BOD5: SS), Capacity
(m2/d), road cross section (Motorway, Single
carriageway), junction treatment, design speed etc. It
is critical that design standards be agreed in writing
before the scheme design commences in order to
avoid costly and time consuming rework.

Continued on next page

52
3.4 Project Reviews 1 and 2 and Sequence of Events on Civil
Engineering Projects, Continued

Documents in place prior to appointment of the Design Team (continued)

To be
Document
reviewed by
Preliminary Report / Design Brief Engineer
The approved Preliminary Report / Design Brief in
the Definitive Project Brief.
Following best practice, the Preliminary Report
should address all of the project parameters in the
project definition process in some manner.
The Design Brief relates particularly to parameter 13
(Design restrictions / requirements) in the project
definition process.
Constraints Engineer
The Technical Experts’ report on any constraints
(known at the time) that will apply in relation to
design. During the review it may become apparent
that a more detailed constraints report is required –
see Constraints in the table relating to Documents
produced by the Design Team after their
appointment on page 54.
Relates to parameter 16 (Constraints) in the project
definition process.
Project Budget Cost Adviser
The Design Team reviews and confirms the budget
for all project costs.
Relates to the capital costs portion of parameter 15,
(Budget) in the project definition process.
Project Execution Plan Engineer
The approved Project Execution Plan included in the
Definitive Project Brief, that indicates the overall
timeframe within which the project should be
delivered.
Relates to parameter 11 (Project Execution Plan) in
the project definition process.

Continued on next page

53
3.4 Project Reviews 1 and 2 and Sequence of Events on Civil
Engineering Projects, Continued

Documents If any or all of the documents listed below are not in place before a Design
produced by the Team is appointed they should be produced by the Design Team as one of
Design Team their first tasks. If they are in place the Design Team should review them
after their and report on their adequacy to the Client.
appointment

To be reviewed /
Document
produced by
Project Programme Engineer
This document sets out the timeframe for design,
procurement and construction activities. This
timeframe should be consistent with the overall
timeframe as set out in the Project Execution Plan.
It should also be consistent with the time periods for
Stage Services set out in Schedule B and within the
overall time period set out in Schedule A of the
Standard Conditions of Engagement for Consultancy
Services (Technical).
Site Investigation Report Engineer
The information in this document should be based on
borehole logs or trial holes that indicate the nature of
the sub-soil. It probably will not be possible (on a
large site) to carry out a full investigation for the
whole site at this stage.
Preferred Route (Location) Report Engineer /
This report will include a statement of the purpose Specialist Sub
and need for the project, a description of the selected Consultant
design, a discussion of the various alternative designs
considered and a comparison of all of the options
which explains the benefits of the preferred solution.
Part 8 / EIS Screening & Scoping Report Engineer
This identifies the statutory approvals that will have
to be obtained for the scheme prior to progressing to
procurement and construction.
Constraints Engineer /
Where constraints require further review, it may be Specialist Sub
necessary to appoint specialist sub-consultants in Consultant
areas such as archaeology and ecology to assist the
Lead Consultant in the identification of potential
constraints.

Continued on next page

54
3.4 Project Reviews 1 and 2 and Sequence of Events on Civil
Engineering Projects, Continued

Design-and- For design-and-build projects, the Sponsoring Agency may decide to cease
build: design work after Project Review 2 and to transfer complete design and
transferring risk statutory approval risk from that point on to the successful design-and-build
to the Contractor who will emerge from the tender process. For design-and-build
Contractor after projects, the Sponsoring Agency will require the Design Team it has
Project appointed to remain in place to:
Review 2
§ Prepare tender documents (based on the Sponsoring Agency’s output
requirements, and pricing templates) for design-and-build tenderers;
§ Evaluate tender designs and prices; and
§ Monitor construction, administer the contract and settle the final account.
The Sponsoring Agency should have appointed an independent PSDP at the
same time as the appointment of the Design Team. This independent PSDP
should remain in place until the works contract is awarded. This is so that
Health & Safety design issues can be addressed in the tender documents and
in the tender submissions.
Note: Health & Safety legislation requires the Preliminary Health & Safety
Plan to be produced by the PSDP and issued with the tender documents. In
the case of design-and-build projects, the detail of the Health & Safety risks
included in the Preliminary Plan will depend on the degree to which design is
developed before the project is put out to tender. Where only output
requirements and specimen drawings are issued, the Health & Safety risk
details will be very general – perhaps commenting on Health & Safety issues
such as access to the site, traffic adjacent to the site, working on a confined
site, adjoining buildings, and so on.

55
 4: Planning Developed – Building and
Civil Engineering Projects
4.1 Overview

Introduction This section presents the design activities required at the Planning Developed
stage of a project. On small projects not all these activities may be required,
but they should still be considered, if only in a simplified way or as part of a
checklist.

Contents This section covers the following topics:

Topic See Page
4.2 Design Activities at the Planning Developed Stage, 57
Building and Civil Engineering

4.3 Summary of Project Reviews 3 to 6 59

4.4 Planning Developed Stage A1 (Building): Outline Sketch 62

Scheme

4.5 Planning Developed Stage A2 (Building): Developed 68

Sketch Scheme

4.6 Building: Statutory Approval 72

4.7 Planning Developed Stage A3 (Building): Detailed 73

Design

4.8 Planning Developed Stage B1 (Civil Engineering): 76

Preliminary Planning (Design)

4.9 Civil Engineering: Statutory Approval 83

4.10 Planning Developed Stage B2 (Civil Engineering): 84

Detailed Planning (Design)

56
4.2 Design Activities at the Planning Developed Stage,
Building and Civil Engineering

Design Stages Within the Planning Developed stage, design is a step-by-step process during
which design ideas are developed into drawings and specifications that can be
used as a means of communicating the design of a project in the tender
documentation, and ultimately, to construct the project.
The Planning Developed stage commences with a written instruction from the
Sponsoring Agency to the Design Team leader / Lead Consultant, following
an agreed period of time after satisfactory conclusion of Project Review 2.
The following tables summarise the stages of design activities for building
and civil engineering projects that take place at the Planning Developed stage.

Building Projects
Stage Description Reviews
A1 Outline Sketch Scheme Project Review 3
A2 Developed Sketch Scheme, including Project Review 4
Statutory Approval Project Review 5
A3 Detailed Design Project Review 6

Civil Engineering Projects

Stage Description Reviews
B1 Preliminary Planning (Design), Project Review 3
including Statutory Approval Project Review 4
Project Review 5
B2 Detailed Planning (Design) Project Review 6

The design activities detailed in this chapter are more associated with projects
that use the traditional, Employer-designed method of procurement. In
design-and-build projects, the Contractor takes responsibility for the
processes through which design emerges. Depending on the complexity of the
project, however, the Contracting Authority should decide the level of detail
required of the Contractor at tender submission stage and state this in the
tender documents.
The Contracting Authority may be involved in design up to the point of
obtaining Planning Approval before the design is handed over to tendering
contractors. On particular civil engineering projects, it may be necessary for
the Client to be involved in certain approvals (Part 8 or EIS) and land
acquisitions (CPO).

Continued on next page

57
4.2 Design Activities at the Planning Developed Stage,
Building and Civil Engineering, Continued

Using service Depending on the type of project and the availability of skills within the
providers for Sponsoring Agency, the services of architects, engineers and other design
design work specialists will usually be required (particularly on civil engineering projects);
and if they cannot be recruited from in-house resources, they can be acquired
externally.
Best practice requires that the appointment of design specialists should be
subject to two separate competitions, one for design studies (up to the
Definitive Project Brief) and one for design services (after the project
definition). In the event that a single competition is used – for example, civil
engineering projects where Constraints and Route Selection Studies are
required as well as detailed design and site supervision), this must include the
following two options:
§ An option to cancel the contract for that service at no cost to the Client (in
accordance with Clause 14.9 of the Standard Conditions of Engagement)
if the Client should decide not to proceed after the Definitive Project
Brief is completed; or
§ An option to change the terms of the contract for that service to allow for
any changes in the nature of the project that come to light during project
definition.

58
4.3 Summary of Project Reviews 3 to 6

Project Reviews Four project reviews take place during the Planning Developed stage. These
relate in particular to projects that use traditional Employer-designed
procurement. For design-and-build projects the requirements for each of these
project reviews will have to be addressed on a project by project basis
depending on when the design risk is transferred to the Contractor and the
extent of the Contractor’s design work. Project Reviews are intended to
review the project against the requirements set down in the Definitive Project
Brief and any subsequent approved amendments to it.
See also Planning and Control of Capital Costs (GN 2.2) for further
information on costs as they relate to each of the project reviews.
See also Project Management (GN 1.1) for further information on the role of
each of the project reviews.

Design-and- For design-and-build projects, the Sponsoring Agency may decide to cease
build: design work at the conclusion of any one of the project reviews, up to and
transferring including Project Review 6, but should be earlier (unless it is exceptional),
design risk to and to transfer the complete design and statutory approval risk (if appropriate)
the Contractor from that point on to the successful design-and-build Contractor who emerges
after a Project from the tender process. For design-and-build projects, the Sponsoring
Review Agency will require the Design Team that has been appointed to remain in
place to:
§ Prepare tender documents (based on the Sponsoring Agency’s output
requirements, and pricing templates) for Design and Build tenderers;
§ Evaluate tender designs and prices; and
§ Monitor construction, administer the contract and settle the final account.
The Sponsoring Agency will also be required to appoint an independent
Project Supervisor for the Design Process (PSDP) to address Health & Safety
design issues in the tender documents and in tender submissions (with the
assistance of the Health and Safety Coordinators appointed by the PSDP).

Project Project Review 3 takes place at the end of the Outline Sketch Scheme for
Review 3 building projects and at an appropriate point during the Preliminary Planning
(Design) stage for civil engineering projects. The scope of this review is for
the Design Team / Lead Consultant to assess if the project as designed
(together with its associated Outline Cost Plan) is in line with the
requirements of the Definitive Project Brief. If so, at the end of this review
the Sanctioning Authority should be formally notified of compliance.

Continued on next page

59
4.3 Summary of Project Reviews 3 to 6, Continued

Project Proceeding to the next stage

Review 3
The project should then, after an agreed waiting period (agreed beforehand
(continued)
with the Sanctioning Authority), proceed to the next stage, unless the
Sanctioning Authority instructs the Sponsoring Agency otherwise. When
notifying the Design team to proceed, the Sponsoring Agency should advise
the Design Team of any approved changes in requirements or legislation.
The project may not proceed to the next stage without a written instruction from the
Sponsoring Agency to the Design Team Leader / Lead Consultant.

Project Project Review 4 takes place at the end of the Developed Sketch Scheme
Review 4 stage for building projects, prior to the submission of the building project for
statutory approval (i.e. Planning Permission). In the case of civil engineering
projects it takes place at the end of the Preliminary Planning stage just prior to
submission for statutory approval.
The scope of this review, in the case of both building and civil engineering
projects, is for the Design Team to assess if the project as designed and its
associated Developed Cost Plan / Outline Cost Plan (revised) are still in line
with the requirements of the Definitive Project Brief. If so, at the end of this
review the Sanctioning Authority should be formally notified of compliance.
Proceeding to the next stage
The project should, after an agreed waiting period (agreed beforehand with
the Sanctioning Authority) be submitted for statutory approval unless
instructed otherwise. The Sponsoring Agency should advise the Design Team
of any approved changes in requirements or legislation.
The project may not proceed to the next stage without a written instruction
from the Sponsoring Agency to the Design Team Leader / Lead Consultant.
Combining Project Reviews 3 and 4 on Civil Engineering Projects
For a civil engineering project, Project Review 3 may take place at an
appropriate point during Preliminary Planning as agreed with the Sponsoring
Agency. Alternatively, the Sponsoring Agency may agree that Project
Reviews 3 and 4 can be combined at the end of the Preliminary Planning
stage.

Project Project Review 5 takes place once statutory approval (for building projects)
Review 5 or statutory approval or comments / conditions (for civil engineering projects)
from statutory authorities are received. If approval is received with no
changes in design, the Sanctioning Authority should be formally notified of
compliance and the project should, after an agreed waiting period (agreed
beforehand with the Sanctioning Authority), proceed to the next stage unless
instructed otherwise. If comments / conditions that require design
amendments are received from statutory authorities, the Design Team should
produce a report on the cost and design implications for the project.
Continued on next page

60
4.3 Summary of Project Reviews 3 to 6, Continued

Project Project Review 6 takes place at the end of the Detailed Design / Detailed
Review 6 Planning stage prior to the issue of the Invitation to Tender. At this point the
fully-detailed design needs to be assessed. This is a very important and
critical review which should result in approval of the detailed design solution
and the pre-tender cost check, and the agreed optimal transfer of risk. If at this
point the project as planned is not in line with the Definitive Project Brief, the
design proposal should be amended or the implementation of the project
should be suspended and the project referred back to the Sanctioning
Authority for a decision.
If the project meets the requirements set in the Definitive Project Brief the
Sanctioning Authority should be formally notified of compliance. The project
should not proceed until approval is given by the Sanctioning Authority. After
receipt of approval and before seeking tenders, the Sponsoring Agency should
ensure that the calculation of project cost is not more than one month old.
Once this is confirmed, the tender process should commence by issuing the
tender documents to those interested in bidding for the project.

61
4.4 Planning Developed Stage A1 (Building): Outline Sketch
Scheme

Outline Sketch The Outline Sketch Scheme approved at the end of the Planning Initial stage
Scheme: design is developed to meet the requirements set out in the Definitive Project Brief
activities (including the Design Brief and the Output Specifications).This stage also
involves making initial contact with the planning authorities.
The Outline Sketch Scheme stage commences with a written instruction from
the Sponsoring Agency to the Design Team Leader to proceed with the work
in accordance with Schedule B of the Standard Conditions of Engagement.
The written instruction is issued after a waiting period (agreed beforehand
with the Sanctioning Authority) at the start of the Planning Development
stage (after Project Review 2).
In relation to the Stage Services outlined in Schedule B of the Standard
Conditions of Engagement, the Outline Sketch Scheme can be one of the
following:
§ The output from sub-stage (ii a), where further design work by the Client
is foreseen; or
§ The output from sub-stage (ii a), where further design work by the Client
is not foreseen. This is the scenario that applies where the procurement
strategy is to go for design-and-build at this point – that is, where the
Client transfers design responsibility to the Contractor from this point on.
Note: for very small projects, the Client has the choice of dividing design into
sub-stages or of treating design as a single Whole Stage – this choice is
available in Schedule B of the Standard Conditions of Engagement.
The development of an Outline Sketch Scheme is usually used for both
Employer-design and Contractor–design (design-and-build) projects.
However, there may be circumstances where project information is not
developed to this level at the time tenders are being sought – for example,
design-and-build projects based on generic output specifications and
functional requirements. In such cases the risk relating to statutory approvals
would be transferred to the Contractor.

Continued on next page

62
4.4 Planning Developed Stage A1 (Building): Outline Sketch
Scheme, Continued

Outline Sketch Design activities during Outline Sketch Scheme

Scheme: design
The design activities that take place during this stage (Outline Sketch
activities Scheme) are summarised in the following table:
(continued)

Step Activity
1 Produce the Outline Sketch Scheme
The Design Team, through a process of dialogue and
consideration, produces the Outline Sketch Scheme.
2 Conduct Project Review 3
The Design Team conducts Project Review 3 to assess if the
project as designed (together with its associated Outline Cost
Plan) is in line with the requirements of the Definitive Project
Brief.
For details of Project Review 3 see page 59.
3 Preliminary Discussions with statutory authorities
The Sponsoring Agency or its Designers hold preliminary
discussions with the statutory authorities. The purpose of these
discussions is to establish the likelihood of the scheme obtaining
approval, and to explore any variations in the design and other
wider issues that might impact on the design and that need to be
considered. These discussions may take place in parallel with
Project Review 3.
4 Outline Sketch Scheme Sign-Off
On the conclusion of Project Review 3, the Sponsoring Agency
must sign off on the Outline Sketch Scheme before the project
can proceed (after a waiting period agreed beforehand with the
Sanctioning Authority) to the Developed Sketch Scheme stage.

Change in Once the Outline Sketch Scheme design commences, changes in the scope or
Scope objectives of the project should not be made unless absolutely necessary and
only with the approval of the Sanctioning Authority or unless the proposed
changes could reduce the overall cost of the project without changing the
quality or size of the project.
If changes are to be made, the cost implications and the effects on the timing
and delivery of the project should be fully appraised and documented before
being presented by the Sponsoring Agency for acceptance by the Sanctioning
Authority.

Continued on next page

63
4.4 Planning Developed Stage A1 (Building): Outline Sketch
Scheme, Continued

Documents The Outline Sketch Scheme requires a number of documents to be produced,

required for the which need to be approved by the Sponsoring Agency. The exact documents
Outline Sketch required differ from case to case, depending on the complexity and size of the
Scheme project. The following table includes documents that might typically be
required, with an indication in each case of who is responsible for developing
them . This list can be abridged or expanded as required for a particular
project.
Note: The scale of drawings may vary depending on the type and size of
project. The Design Team should decide on the appropriate scale of drawings
at the beginning of this project stage.

Document Description
Architect’s This report should include a general description of the
report overall design concept, an appraisal of the options
considered, conclusions, and recommendations.
The report should incorporate input from other members of
the design team, and detail site features, flood plane
analysis, sustainability, opportunities and constraints. It
should also cover the implications of the proposed design
solution in terms of quick and economical construction.
Responsible: Architect
Civil / This report should include initial comments on structural
Structural design, particularly in relation to the ease and economy of
Engineer’s construction. The report should also include details of the
Report design of the main drains, connection locations to Local
Authority main systems, roads, paving, water mains, and
so on associated with building projects.
Responsible: Civil / structural engineer
Service This report should include comments on the proposed
Engineer’s systems and thermal performance of the facility. It should
Report also assess the effect of design features on the performance
of service systems. The report should also address existing
telephone and power lines traversing the site.
Responsible: Service engineer

Continued on next page

64
4.4 Planning Developed Stage A1 (Building): Outline Sketch
Scheme, Continued

Documents required for the Outline Sketch Scheme (continued)

Document Description
Cost Adviser’s This report should include comments on the cost
Report implications of the proposed design solution. The report
should include the Outline Cost Plan within which the
design will be developed in more detail.
For further information in relation to this document see
Planning and Control of Capital Costs (GN 2.2).
Responsible: Cost Adviser
Design Developed by the Design Team Leader / Project
Programme Coordinator, the Design Programme should indicate time
scales (in weeks) for each of the main stages of work.
These periods should coincide with the time allocated for
this work in the Project Execution Plan.
Responsible: Design Team Leader / Project Coordinator
Location Plan This document should illustrate the relationship between
(1:1000 scale) the site and its surroundings.
Responsible: Architect
Site Plan The document should show buildings, boundaries,
(1:500 scale) entrances, substations, plant areas, services, roads, paths,
parking layout, play areas and other specific requirements
generated by the type of building or imposed by statutory
authorities. All site plans should indicate the north point
and where appropriate the direction of prevailing wind.
Responsible: Architect
Floor plans, The floor plans should show the spatial layout of the
roof plans, design, floor areas and the north point. Cross-sections
cross sections should indicate the relationship between the building levels
(1:200 scale) and site levels as well as the general structural solution and
the design solution for natural lighting and ventilation.
Responsible: Architect
General These drawings should indicate the initial structural
structural solution for the proposed design
design
drawings Responsible: Structural Engineer
General These drawings should indicate the initial services solution
services design for the proposed design.
drawings Responsible: Services Engineer

Continued on next page

65
4.4 Planning Developed Stage A1 (Building): Outline Sketch
Scheme, Continued

Documents required for the Outline Sketch Scheme (continued)

Document Description
Schedule of This should include a breakdown of all areas proposed in
Accommod- the design as indicated on floor plans and should be
ation reconciled with the schedule of accommodation in the
Definitive Project Brief.
Responsible: Architect
Preliminary This specification should include a description of the
Specification materials proposed and details of the method of
construction.
Responsible: Architect
Preliminary The comments made by the statutory authorities with
report of respect to the proposed design, including comments with
discussions regard to the fire and transport strategy and any wider
with Statutory issues raised should be presented
Authorities If a project requires planning permission from a planning
authority or An Board Pleanála, discussions should be held
as early as possible so that any potentially difficult
planning conditions are identified and accommodated. A
decision to proceed to the next or subsequent stages should
not be taken until there is a reasonable level of confidence
that permission will be granted on conditions that are
acceptable (if any).
Similar considerations should apply to the requirements of
various statutory codes operated by local authorities and
other bodies, (i.e. Fire Safety Certificate, Air or Water
Pollution Licence, Waste Permit, or Integrated Licence
from the Environmental Protection Agency).
Under a design-and-build contract, responsibility for
obtaining planning permission will, if tendered prior to
Outline Sketch Scheme, will be assigned to the successful
contractor who should have carried out such preliminary
discussions when preparing its tender.
Responsible: Architect (traditional)

Continued on next page

66
4.4 Planning Developed Stage A1 (Building): Outline Sketch
Scheme, Continued

Documents required for the Outline Sketch Scheme (continued)

Document Description
Preliminary The Preliminary Safety and Health Plan is concerned with
Safety and the arrangements in place for the management and co-
Health Plan ordination of health and safety matters on site. It should
contain an overall description of the project, its proposed
timescale, and appropriate information relating to other
work on site. It must also specify any work related to the
project that will involve particular risks.
The plan prepared on a preliminary basis by the PSDP
must be developed before the commencement of work by
the Project Supervisor for the Construction Stage (PSCS)
into a Safety and Health Plan for the Construction Stage.
The detail and size of the plan will depend on the size and
nature of the project.
In the case of design-and-build projects, the Preliminary
Safety and Health Plan is to be prepared by PSDP for each
tenderer’s design.
Responsible: PSDP

67
4.5 Planning Developed Stage A2 (Building): Developed
Sketch Scheme

Introduction to Once Project Review 3 has been satisfactorily concluded and the Sponsoring
the Developed Agency has signed off the Outline Sketch Scheme, the Developed Sketch
Sketch Scheme Scheme stage commences with a written instruction from the Sponsoring
stage Agency to the Design Team Leader to proceed with the work in accordance
with Schedule B of the Standard Conditions of Engagement. The written
instruction is issued after an agreed waiting period (agreed beforehand with
the Sanctioning Authority) at the conclusion of Project Review 3.
In relation to the Stage Services outlined in Schedule B of the Standard
Conditions of Engagement, the Developed Sketch Scheme can be one of the
following:
§ The output from Stage (ii b) where the Developed Sketch Scheme follows
Stage (ii a), the Outline Sketch Scheme; or
§ The output from sub-stage (ii b), where further design work by the Client
is not foreseen. This is the scenario that applies where the procurement
strategy is to go for design-and-build at this point – that is, where the
Client transfers design responsibility to the Contractor from this point on.
During the Developed Sketch Scheme stage, the design solution is developed
further in order to achieve greater certainty of design and cost. Where design-
and-build procurement is being used, the development of the design may be
left to the successful design-and-build Contractor who emerges from the
tender process.
The design activities that take place during this stage (Developed Sketch
Scheme) are summarised in the following table:

Step Activity
1 Produce a developed sketch scheme
The Design Team through dialogue and consideration produces
a developed sketch scheme.
2 Approval of all drawings and documents
The Sponsoring Agency approves all the drawings and
documents related to the Developed Sketch Scheme stage.
3 Conduct Project Review 4
The Design Team conducts Project Review 4 to assess if the
project design and the Developed Cost Plan are aligned with the
requirements of the Definitive Project Brief.
For details of Project Review 4 see page 60.

Continued on next page

68
4.5 Planning Developed Stage A2 (Building): Developed
Sketch Scheme, Continued

Introduction to the Developed Sketch Scheme stage (continued)

Step Activity
4 Preparation of proposals and application for
submission to statutory authorities
The Design Team prepares proposals and applications for
submission to the statutory authorities. For more information,
see page 72.
5 Conduct Project Review 5
The Design Team conducts Project Review 5 to assess the
outcome of the statutory approval process.
For details of Project Review 5 see page 60.
6 Detailed Sketch Scheme Sign-Off
On the conclusion of Project Review 5, the Sponsoring Agency
must sign off on the Detailed Sketch Scheme before the project
can proceed (after a waiting period agreed beforehand with the
Sanctioning Authority) to the Detailed Design stage.

Documents The Developed Sketch Scheme consists of a number of documents, which

required for the need to be approved by the Sponsoring Agency. The exact documents
Developed required differ from case to case, depending on the size and complexity of the
Sketch Scheme project. The following table includes documents that might typically be
required, with indication of who is responsible for developing them.
This list can be abridged or expanded to suit the complexity and size of the
project. The amount of drawn information needs to be provided for this stage
should be agreed among Design Team members and confirmed by the
Sponsoring Agency at the beginning of this stage.

Document Description
Fully The site plan from the previous stage is developed to
developed site include the building, boiler-house and substations; with full
plan (1:500 site development including contours, finished levels,
scale) boundaries, entrances, roads, paths, parking, play areas,
external yards, parking layout and drains. North point and
where appropriate the direction of prevailing wind should
also be indicated.
Responsible: Architect

Continued on next page

69
4.5 Planning Developed Stage A2 (Building): Developed
Sketch Scheme, Continued

Documents required for the Developed Sketch Scheme, (continued)

Document Description
Floor plans Floor plans showing allocation of functional spaces,
and roof plan, general areas, widths of corridors, circulation spaces etc.
cross-sections
and elevations Responsible: Architect
(1:100 scale)
Floor plans The proposed materials, finishes, door and window
and selection locations etc should be shown on floor plans accompanied
of detailed by room data sheets. Also the layout of furniture and/or
room data equipment and other relevant features may be shown on
sheets the floor plans.
(1:50 scale) Responsible: Architect / Interior Designer
Selection of This should include (through illustrations of selected
detailed portions of the building) the method of construction,
sections natural lighting and ventilation, coordination of services,
(1:50 scale) finishes etc.
Responsible: Architect
Outline Specify materials and methods of construction proposed,
specification accompanied by a schedule of finishes etc.
Responsible: Architect
3D Drawings Demonstrate design concept in three dimensional
drawings.
Responsible: Architect
Civil / Drawings developed at a suitable scale to illustrate the
Structural civil / structural design, accompanied by the Civil /
design Structural Report (developed from the report at Outline
drawings and Sketch Scheme stage).
report Responsible: Structural Engineer
Services design Drawings illustrating the services design, accompanied by
drawings the Services Report (developed from the report at the
(1:100 scale) Outline Sketch Scheme stage).
and report Responsible: Services Engineer

Continued on next page

70
4.5 Planning Developed Stage A2 (Building): Developed
Sketch Scheme, Continued

Documents required for the Developed Sketch Scheme, (continued)

Document Description
Energy Details of the proposal for heating and lighting systems
strategy and a completed Energy Information Form – the energy
document strategy document should reflect modern building services.
Responsible: Services Engineer
Cost Plan and Developed Cost Plan and a Cost Report to accompany the
Cost Adviser’s design information – for further information see Planning
report and Control of Capital Costs (GN 2.2).
Responsible: Costs Adviser
Preliminary An update to the earlier Preliminary Safety and Health
Safety and Plan (traditional)
Health Plan In the case of design-and-build projects, it is the PSDP’s
responsibility to keep the Preliminary Safety and Health
Plans up to date.
Responsible: PSDP

71
4.6 Building: Statutory Approval

Submission of Once the Developed Sketch Scheme is signed off by the Sponsoring Agency,
application for the Sponsoring Agency should proceed (after an interval, as agreed
planning beforehand with the Sanctioning Authority) with the submission for planning
permission and permission. This does not apply if the Sponsoring Agency has already
other statutory transferred the risk for statutory approval to the successful design-and-build
approval and Contractor who emerges from the tender process.
consents
Various regulations and laws apply to the design of building projects, and to
their owners and users. Projects should be designed so that approvals from all
relevant statutory authorities can be obtained.
See Appendix B2 of Public Works Contracts (GN 1.5) for a checklist (non-
exhaustive) of consents and licences that may be required.
At this stage, planning permission should be sought from a planning authority
or from An Bord Pleánala as a decision to proceed to the next project stage is
dependent on satisfactory permission being obtained. The Sponsoring Agency
should instruct the Design Team in writing to submit the application for
planning permission.

Receipt of When planning permission is obtained the implications of any conditions

planning attaching to the planning permission should be fully assessed by the Design
permission and Team, with the Sponsoring Agency, going so far (if warranted), as
other statutory considering whether the project should be abandoned if the conditions are too
requirements onerous. Similar considerations should apply to the requirements of various
statutory codes operated by local authorities and other bodies – for example,
for the Fire Safety Certificate.
Under a design-and-build contract, responsibility for obtaining planning
permission may be assigned to the successful contractor.

72
4.7 Planning Developed Stage A3 (Building): Detailed Design

Introduction to Once statutory approval has been obtained, and Project Review 5 has been
Detailed Design satisfactorily concluded and provided there is no instruction from the
stage Sanctioning Authority not to proceed, Detailed Design stage commences with
a written instruction from the Sponsoring Agency to the Design Team Leader
to proceed with the work in accordance with Schedule B of the Standard
Conditions of Engagement. The written instruction is issued after an agreed
waiting period (agreed beforehand with the Sanctioning Authority) at the
conclusion of Project Review 5.
In relation to the Stage Services outlined in Schedule B of the Standard
Conditions of Engagement, the Detailed Design is:
§ The output from Sub-Stage (ii c) where the Detailed Design follows Sub-
Stage (ii b), the Developed Sketch Scheme; or
§ The output from a single Whole Stage that is not divided into sub-stages.
Detailed Design by the Client is appropriate only to projects that are
following the traditional, Employer-design procurement strategy.
In the case of design-and-build projects, the level of design that tenderers are
required to submit with their tenders is stated in the tender documents. Such
design work is at the level of Outline Sketch Scheme or Developed Sketch
Scheme. It is only at the evaluation stage that the tenderer of the preferred
tender is asked to advance its design to Detailed Design stage
In the case of both traditional and design-and-build contracts the Detailed
Design stage is very important for the success of the project and requires
thorough re-evaluation of the building components, services and external
works. All elements of design must be agreed at this stage so that changes do
not occur during construction. In the case of traditional contracts the Detailed
Design is based on the Developed Sketch Scheme and forms the basis of the
tender documentation.
The design activities for traditional contracts that take place at this stage in a
building project are listed below.

Step Activity
1 Development of Detailed Design
The Design Team (including the Architect, Structural Engineer
Services Engineer and any other relevant service providers)
develop the detailed design (after statutory authority approvals
have been obtained)
2 Approval of drawings and documents
The Sponsoring Agency reviews all drawings and documents and
approves them as appropriate.
3 Checking of the pre-tender cost
The Sponsoring Agency and the Cost Adviser check the pre-tender
cost of the project.

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4.7 Planning Developed Stage A3 (Building): Detailed Design,
Continued

Introduction to Detailed Design stage (continued)

Step Activity
4 Conduct Project Review 6
The Design Team conducts Project Review 6, a red light review to
approve the detailed design solution and to conduct a pre-tender
cost check and risk review.

Documents for The Detailed Design needs to be supported by a number of documents, which
Detailed Design must be approved by the Sponsoring Agency. The exact documents required
(Building) differ from case to case, depending on the size and complexity of the project.
The following list includes documents that might typically be required for a
traditional contract, with an indication of who is responsible for developing
them – all or some of these might be sought on a particular project for a
design-and-build contract. This list can be abridged or expanded to suit the
complexity and size of the project. The amount of drawn information required
at this stage should be agreed among Design Team members.

Document Description
Detailed site The site plan should be fully developed including all
plan (1:500 details as indicated in the Developed Sketch Design and
scale) details of the landscape design where appropriate.
Responsible: Architect
Detailed Detailed drawings should show foul and surface water
drainage plan drains, invert levels, location of soak pits and outfall of
(1:100 or 1:200 Local Authority systems.
scale) Responsible: Architect, Civil Engineer
Detailed floor Floor and roof plans together with sections and elevations
plans and roof at 1:50 scale to show the general arrangements of the
plan (1:50 project and the spatial relationship between different areas.
scale) Responsible: Architect
Furniture and Appropriate detailed drawings of furniture and equipment
equipment required for the project.
detail Responsible: Architect, Interior Designer

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74
4.7 Planning Developed Stage A3 (Building): Detailed Design,
Continued

Documents for Detailed Design (Building) (continued)

Document Description
Detailed cross- Detailed cross-sections through the external walls and
sections (1:20 selected portions of the building as required.
and 1:5 scale) Responsible: Architect
Specifications Details of all building components and their performance
of materials specification. A schedule of finishes should also be
included in the specification.
Responsible: Architect, Structural Engineer, Services
Engineer
Structural Detailed specifications defining the structural members of
specifications the building should be specified separately; detailed
and detailed structural drawings including reinforcement drawings and
drawings bar bending schedules.
Responsible: Structural Engineer
Detailed Detailed design drawings and specifications for heating,
services hot and cold water, gas, electricity, communications,
drawings, ventilation and external services.
schedules and
specifications Responsible: Services Engineer
Detailed Detailed specialist drawings for specialist works (if
specialist required) in addition to structural and services drawings.
design Responsible: Architect, Engineer, Specialist Contractor,
drawings Specialist Designer
Fire Safety Fire safety measures incorporated into the design and as
Certificate required to obtain a Fire Safety Certificate
Responsible: Architect
Cost Plan Details of cost holding categories, and how tenderers are to
/Pricing break down costs.
Document Responsible: Cost Adviser
Preliminary Update of earlier Preliminary Safety and Health Plan
Safety and
Health Plan Responsible: PSDP

75
4.8 Planning Developed Stage B1 (Civil Engineering):
Preliminary Planning (Design)

Purpose of the The Preliminary Planning (Design) approved at the end of the Planning Initial
Preliminary stage, is developed to meet the requirements set out in the Definitive Project
Planning Brief (including the Design Brief and the Output Specification), and to a
(Design) Stage degree of detail which will allow the following goals to be met:
§ Developed preliminary alignment and structural design, treatment and
unit process specification;
§ Definition of land acquisition requirements;
§ Statutory approval acquisition (under Part 8/EIS/CPO regulations); and
§ Developed preliminary cost plan.
This is a step-by-step iterative process that allows for design ideas to develop
into drawings and specifications that can be used to construct the project.
These steps are detailed in reference to the traditional method of procurement.
It is important that environmental and cost considerations are assessed and
implemented in parallel with the preliminary design of the project rather than
be used as tools for post project justification.
At this stage preferred route proposals (road schemes) or location/treatment
process options (waste / waste water treatment plants) are developed. These
take into account the findings of the design standards, inception, constraints
and route selection reports. The Preliminary Planning (Design) stage also
involves progressing planning / statutory processes, for example, initial
contacts with the planning authorities, Part 8 Planning, EIS or CPO approval,
Effluent Discharge / Foreshore Licensing etc.

Change in Once the Preliminary Planning (Design) stage commences, changes in the
scope scope or objectives of the project should not be made unless absolutely
necessary and only with the approval of the Sanctioning Authority or unless
the proposed changes could reduce the overall cost of the project without
changing the quality or size of the project. If changes are to be made, the cost
implications and the effects on the timing and delivery of the project should
be fully appraised and documented before being presented by the Sponsoring
Agency for acceptance by the Sanctioning Authority.

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76
4.8 Planning Developed Stage B1 (Civil Engineering):
Preliminary Planning (Design), Continued

Preliminary The Preliminary Planning (Design) stage commences with a written

Planning instruction from the Sponsoring Agency to the Lead Consultant to proceed
(Design) with the work in accordance with Schedule B of the Standard Conditions of
activities Engagement. The written instruction is issued after an agreed waiting period
at the conclusion of the Planning Initial stage (after Project Review 2).
In relation to the Stage Services outlined in Schedule B of the Standard
Conditions of Engagement, Preliminary Planning (Design) can be one of the
following:
§ The output from sub-stage (ii a), where further design work by the Client
is foreseen; or
§ The output from sub-stage (ii a), where further design work by the Client
is not foreseen. This is the scenario that applies where the procurement
strategy is to go for design-and-build at this point – that is, where the
Client transfers design responsibility to the Contractor from this point on.
Note: for very small projects, the Client has the choice of dividing design into
sub-stages or of treating design as a single Whole Stage – this choice is
available in Schedule B of the Standard Conditions of Engagement.
During Preliminary Planning (Design), the design solution is developed in
further detail in order to achieve greater certainty of design and cost.
The design activities that take place at this stage of a civil engineering project
are as follows:

Step Activity
1 Commission extra site surveys
The Sponsoring Agency and the Design Team commission
additional detailed topographical and site surveys as
appropriate.
2 Preparation of preliminary design drawings / documents
The Design Team develops preliminary design drawings and
documents.
3 Prepare EIS / Part 8 / CPO submissions
The Design Team prepares the Environmental Impact
Statement, Part 8 Drawings and Public Notices and any
Compulsory Purchase Order documentation.
4 Conduct Project Review 3
The Design Team conducts Project Review 3 to assess if the
project as designed (together with its associated Outline Cost
Plan) is in line with the requirements of the Definitive Project
Brief and design standards.
For details of Project Review 3, see page 59.

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77
4.8 Planning Developed Stage B1 (Civil Engineering):
Preliminary Planning (Design), Continued

Preliminary Planning (Design) activities (continued)

Step Activity
5 Preliminary Discussions with statutory authorities
The Sponsoring Agency or its Design Team holds preliminary
discussions with the statutory authorities. The purpose of these
discussions is to establish the likelihood of the scheme obtaining
approval, and to explore any variations in the design and other
wider issues that might impact on the design and need to be
considered. These discussions may take place in parallel with
Project Review 3.
6 Conduct Project Review 4
The Design Team conducts Project Review 4 to assess if the
project design and the Outline Cost Plan (revised) are aligned
with the requirements of the Definitive Project Brief design
standards.
For details of Project Review 4, see page 60.
7 Preparation of proposals and application for
submission to statutory authorities
The Design Team prepares proposals and applications for
submission to the statutory authorities.
For more information, see page 83.
8 Conduct Project Review 5
The Design Team conducts Project Review 5 to assess the
outcome of the statutory approval process.
For details of Project Review 5 see page 60.
9 Preliminary Planning (Design) Sign-Off
On the conclusion of Project Review 5, the Sponsoring Agency
must sign off on the Preliminary Planning (Design) before the
project can proceed (after a waiting period agreed beforehand
with the Sanctioning Authority) to the Detailed Planning
(Design) stage.

Note: Project Reviews 3 and 4 may be combined into a single review in the
case of civil engineering projects.

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78
4.8 Planning Developed Stage B1 (Civil Engineering):
Preliminary Planning (Design), Continued

Documents for Preliminary planning requires a number of documents to be produced, which

Preliminary need to be approved by the Sponsoring Agency. The exact documents
Planning required differ from case to case, depending on the complexity and size of the
(Design) project The following is a non-exhaustive list of documents typically required
with indication of who is responsible for developing them. The following list
can be abridged or expanded to suit a project’s complexity.
Scale of Drawings
The scale of drawings may vary depending on the type and size of project (for
example, 20 kilometres of road versus a single site waste water treatment
plant) and the Design Team should decide on the appropriate scale of
drawings at the beginning of this project stage consistent with the statutory
authority’s approval requirements. Guidance on appropriate drawing scales is
available and some are prescribed in statutory documents for example, Part 8
drawings, CPO Maps, and so on.

Site Investigation
Part of the Site Investigation work may have been done already during the
Planning Initial stage. If not, it is done now to ascertain what the ground
conditions are so that realistic costs for underground design can be allocated
to key components of a project at the development of the Outline Cost Plan.
Investigation work may require to be carried out in different phases as total
access might not have been possible earlier. If additional work is necessary, it
should be carried out during this stage before any further design work done.

Document Description
Site It is important that an appropriate level of testing is carried
Investigation out in order to provide the designer with all of the
Tender for information necessary to safely design and specify the
extra scheme and to complete an accurate Bill of Quantities /
investigation Pricing Document. It will be necessary to appoint an
work appropriate specialist with the required plant to do this
work. The Public Works Investigation Contract should be
used for this purpose.
The requirements for a site investigation will need to be
specified in tender documents and a competition held so
that a suitable specialist can be found to do the work. The
standard Form of Tender and the standard Invitation To
Tender documents should be used for this purpose.
Following the appointment of the site investigation
contractor it is critical that an experienced geotechnical
engineer supervise the fieldwork.
Responsible: Engineer

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79
4.8 Planning Developed Stage B1 (Civil Engineering):
Preliminary Planning (Design), Continued

Documents for Preliminary Planning (Design) (continued)

Document Description
Topographical Accurate topographical information is critical for a
Survey Tender designer to design and specify a scheme safely and for an
accurate pricing document to be completed. In order to
obtain this information an expert in topographical surveys
should be employed. The Standard Conditions of
Engagement should be used for this service requirement.
The requirements for a topographical survey will need to
be specified in tender documents and a competition held so
that a suitable specialist can be found to do the work. The
survey should be carried out to the required tolerance
levels and should be to ordnance datum and Irish National
Grid coordinates. (The latter is only relevant to major road
projects).
Responsible: Engineer
Site This report is the product of the data that the site
Investigation investigation contractor (appointed under the tender
Factual Report competition referred to above) obtained from excavations
carried out on the site.
The report should be prepared following the completion of
all fieldwork and laboratory testing. It should give a full
description of all the relevant information in respect of the
location of trial pits, boreholes and slit trenches carried out
in the field and a full description of the results of all
laboratory testing.
Responsible: Engineer
Part 8 Part 8 Drawings / Public Notices should be prepared as
Drawings and necessary and as described in the relevant statutory
Public Notices instrument.
Appropriate back-up materials such as pamphlets or
handouts should also be prepared to present the scheme in
such a way that it can be easily understood by lay people.
Responsible: Engineer

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80
4.8 Planning Developed Stage B1 (Civil Engineering):
Preliminary Planning (Design), Continued

Documents for Preliminary Planning (Design) (continued)

Document Description
Environmental The Environmental Impact Study should be prepared as
Impact specified in the relevant statutory instruments, laid out as
Statement specified and properly scoped. The EIS should inform the
design process rather than being used as a tool to
rationalise a design that has already been determined. It is
likely that a number of specialist subconsultants will be
required to complete the EIS. However it is important that
a single editor takes responsibility for the EIS to ensure
that it is a coherent document.
Responsible: Engineer / Specialist subconsultants
Stage 1 Road The Stage 1 Road Safety Audit should be prepared by an
Safety Audit experienced independent expert (not the Engineer)
(Road approved by the National Roads Authority. Following the
Projects) receipt of the audit, a Designer’s Response should be
prepared and both documents should be submitted to the
Sponsoring Agency for approval.
Responsible: Independent Audit Expert
Compulsory CPO / Wayleave Mapping and Schedules should be
Purchase prepared in consultation with the Sponsoring Agency’s
Order (CPO) / Legal Agent. It is critical that the full footprint of the
Deposit and design including all drainage outfalls, junction sight
Land Transfer triangles and local road tie-ins be included in the CPO. A
Mapping and CPO Report should also be prepared for submission to An
Schedules Bord Pleanála in support of the scheme.
Responsible: Engineer / Sponsoring Agency’s Legal
Agent
Licences Effluent Discharge, Foreshore, or Abstraction Licence
applications should be made at the earliest possible date so
that progress on the project is not impeded.
Responsible: Engineer

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81
4.8 Planning Developed Stage B1 (Civil Engineering):
Preliminary Planning (Design), Continued

Documents for Preliminary Planning (Design) (continued)

Document Description
Preliminary The Preliminary Design Report should describe the project
Design Report fully. It should incorporate a Cost Plan presenting a cost-
including Cost benefit analysis of the scheme, and should be submitted to
Plan the Sponsoring Agency for approval.
For further information refer to Planning and Control of
Capital Costs (GN 2.2).
Responsible: Engineer
Design At this stage, the Design Programme should build on the
Programme design programme prepared for the Planning Initial stage.
It should indicate time scales (in weeks) for each of the
main stages of work up to Substantial Completion of the
project.
This programme should complement the time periods in
the Project Coordinator’s programme for the entire project.
Responsible: Engineer
Preliminary Update of earlier Preliminary Safety and Health Plan.
Health and In the case of design-and-build projects the Preliminary
Safety Plan Safety and Health Plan is to be prepared by the PSDP.

Responsible: PSDP

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4.9 Civil Engineering: Statutory Approval

Submission of Once the Preliminary Planning is signed off by the Sponsoring Agency, the
application for Sponsoring Agency should confirm to the Sanctioning Authority that
statutory Preliminary Planning is complete and should seek authorisation to proceed to
approval and the next stage. When authorisation has been given by the Sanctioning
other statutory Authority the Sponsoring Agency should proceed with obtaining statutory
consents approval and other statutory approvals and consents. This is not required
where the Sponsoring Agency has decided to transfer statutory approval risk
to the successful design-and-build Contractor who emerges from the tender
process.
The Part 8 Drawings / Public Notice, the Environmental Impact Statement
and the Compulsory Purchase Order / Wayleave Mapping and Schedules
Report prepared in the Preliminary Planning (Design) stage in accordance
with the relevant statutory instrument should be submitted to the appropriate
Statutory Authorities.
There are various other regulations and laws that apply to the design of civil
engineering projects so any design work should be done with the view that
approvals can be obtained from all relevant statutory authorities.
See Appendix B2 of Public Works Contracts (GN 1.5) for a checklist (non-
exhaustive) of consents and licenses that may be required.
At this stage, statutory approval / planning permission should be sought from
a planning authority or from An Bord Pleánala as a decision to proceed to the
next project stage is dependent on satisfactory permission being obtained. The
Sponsoring Agency should instruct its Design Team in writing to submit the
application for planning permission.

Receipt of When statutory approval is obtained the implications of any conditions

statutory attaching to that approval should be fully assessed by the Engineer, with the
approval Sponsoring Agency going so far, if warranted, as to consider whether the
project should be abandoned if the conditions are too onerous. Similar
considerations should apply to the requirements of various statutory codes
operated by local authorities and other bodies – for example, Air or Water
Pollution Licence, Waste Permit, or Integrated Licence from the
Environmental Protection Agency.
Under a design-and-build contract, responsibility for obtaining statutory
approval may be assigned to the successful contractor.

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4.10 Planning Developed Stage B2 (Civil Engineering):
Detailed Planning (Design)

Purpose The preferred design solution is developed further in the Detailed Planning
(Design) stage. Like the Preliminary Planning (Design) stage, this is a step-
by-step process that allows for design ideas to develop and be converted into
detailed drawings, specifications and schedules that can be used for
implementation. These steps are particular to the traditional, employer-
designed method of procurement. Where greater detail is added to existing
design information, this enables the scheme to be fully and comprehensively
designed, audited and specified, so that the facility can be efficiently
constructed without interruption due to changes or delay in design
information being provided.
The detailed design process takes account of the findings of previous reports
and of any independent audits or statutory process conditions that may have
arisen during the Preliminary Planning. This may include changes on foot of
the Part 8 planning process or conditions imposed by An Bord Pleanála
following oral hearings. In addition, the process takes account of any
conditions imposed on the granting of Effluent Discharge, Abstraction or
Foreshore licenses. It is essential that the detailed design be fully reconciled
against decisions of the any relevant statutory or audit process in order to
ensure the progress of the project without risk of future disruption.

Activities for Once statutory approval has been obtained, and Project Review 5 has been
Detailed Design satisfactorily concluded and provided there is no instruction from the
Sponsoring Agency not to proceed, the Detailed Planning (Design) stage
commences with a written instruction from the Sponsoring Agency to the
Lead Consultant to proceed with the work in accordance with Schedule B of
the Standard Conditions of Engagement. The written instruction is issued
after a waiting period (agreed beforehand with the Sanctioning Authority) at
the conclusion of Project Review 5.
In relation to the Stage Services outlined in Schedule B of the Standard
Conditions of Engagement, the Detailed Planning (Design) is:
§ The output from Sub-Stage (ii b) where Detailed Planning (Design)
follows Sub-Stage (ii a), Preliminary Planning; or
§ The output from a single Whole Stage that is not divided into sub-stages.
Detailed Planning (Design) by the Client is appropriate only to projects that
are following the traditional, Employer-design procurement strategy.
This stage is very important for the success of the project and requires
thorough re-evaluation of all components of the proposed works. All elements
of design must be agreed at this stage so that changes do not occur during
construction.
The documents produced at this stage form the basis of the tender
documentation.

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4.10 Planning Developed Stage B2 (Civil Engineering):
Detailed Planning (Design), Continued

Activities for The design activities that take place at this stage of a civil engineering project
Detailed Design are as follows:
(continued)

Step Activity
1 Production of detailed drawings and documents
The Design Team produces detailed drawings and documents
that further develop the design solution.
2 Preparation of a Detailed Design Report
The Design Team prepares a Detailed Design Report.
3 Preparation of Detailed Cost Plan
The Design Team prepares a Detailed Cost Plan, the
Environmental Impact Statement, Part 8 Drawings and Public
Notices and any Compulsory Purchase Order documentation.
4 Discussions with Statutory Authorities
The Design Team continue discussions with the statutory
authorities.
5 Conduct Project Review 6
The Design Team conducts Project Review 6 to approve the
detailed design solution and to conduct a pre-tender cost check
and risk review.
For details of Project Review 6, see on page 61.
This is a red light review and is the most critical design-related
review.

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85
4.10 Planning Developed Stage B2 (Civil Engineering):
Detailed Planning (Design), Continued

Documents for The Planning Developed (Design) stage requires a number of documents to
Planning be produced, which need to be approved by the Sponsoring Agency. The
Developed exact documents required differ from case to case, depending on the
(Design) complexity and size of the project.
The table below contains a non-exhaustive list of the documents typically
required for road works for a traditional contract – all or some of these might
be sought on a particular design-and-build project. For other specialist
engineering sector projects, such as marine works, different documents
specific to that sector would be required. This list can be abridged or
expanded to suit a project’s complexity. The scale of drawings may vary
depending on the type and size of project, and the Design Team should take a
decision on the appropriate scale for drawings at the beginning of this project
stage.
Documents to tender standard
The drawings, specifications, schedules and Bills of Quantities / Pricing
Document developed at this stage should be to such a standard that they
comprehensively and accurately define the scope of the project and are in
such detail that a Contractor can proceed to construct the works efficiently
without concern of being interrupted by excessive changes or by lack of
design information.

Document Description
Detailed The Detailed Design should be prepared to represent the
Design proposed scheme fully with all drawings clearly laid out
Drawings and annotated, including:
(Roadworks) § Site location § Layout
§ Plan and profile § Detailed structures
(Long Section) Drawings
§ Drainage § Services
§ Discharge locations § Junction details
§ Accommodation § Signage and
works details delineation
§ Lighting § Elevations
§ All reinforced § All mechanical and
concrete details electrical drawings
Responsible: Engineer

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4.10 Planning Developed Stage B2 (Civil Engineering):
Detailed Planning (Design), Continued

Documents for Planning Developed (Design) (continued)

Document Description
Stage II Road This audit should be carried out by an independent
Safety Audit experienced engineer approved by the National Roads
(Roadworks) Authority. On receipt of the audit a Designer’s Response
should be prepared and both documents should be
submitted to the Sponsoring Agency for approval.
Responsible: Independent Auditor
Detailed This report should describe the project fully and should be
Design Report submitted to the Sponsoring Agency for approval.
It should incorporate the Detailed Price Cost, a Full Life
Cost Review and Cost–Benefit Analysis.
For further information please refer to Guidance Note on
Planning and Control of Capital Costs (GN 2.2).
Responsible: Engineer
Design and This programme should build on the programme prepared
Construction earlier, It should indicate appropriate time scales (in
Programme weeks) for each of the main stages of work up to
Substantial Completion of the project. This programme
should complement the time periods specified in the
Project Coordinator’s programme for the entire project.
Responsible: Engineer
Specification For road projects the NRA Specification for Roadworks is
for Works the default specification. For other projects (such as water
services, marine projects etc.) there will be bespoke
specifications.
Responsible: Engineer
Preliminary Update of earlier Preliminary Safety and Health Plan. This
Health & document should be part of the tender documents for the
Safety Plan project.
Responsible: PSDP
Pricing This document should quantify the works in sufficient
Document detail and accuracy to allow the scheme be priced by
Contractors.
It must be in accordance with the Method of Measurement
approved by the Department of Finance
Responsible: Cost Adviser

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 5. Design at Tender Stage
5.1 Building and Civil Engineering

Introduction This section outlines design activities required during the tendering process.
Once all tender documentation is produced, checked and approved, invitations
to tender are issued. Tenders should, as appropriate, be invited in accordance
with national or EU procurement rules. See Tender Process (GN 2.4) for
details of the tendering process.

Purpose The purpose of tendering is to follow a competitive process to obtain a cost-

effective solution for the implementation of the project design. The design
activities at this stage relate mainly to design clarifications of tender
documentation, the appointment of Health and Safety Coordinators and the
assessment of proposed design schemes for design-and-build projects. There
are no significant differences in the procedures for building and civil
engineering projects at this stage.

Roles and The Sponsoring Agency is responsible for the assessment and award of the
responsibilities contract based on the most economically advantageous tender criteria. Prior
to issuing the invitations to tender, the Sponsoring Agency should decide the
criteria for the selection of the successful tender.
Designers and other specialists are responsible for answering any queries
raised by tenderers.

Tender The tender documentation consists of all of the information produced at the
documentation Detailed Design / Detailed Planning stage plus the Pricing Document and
other contract documentation, as produced by the Project Manager /
Sponsoring Agency.
Tender documentation should include all the information about the project to
enable prospective contractors to price the project as correctly as possible. All
information including the Detailed Design / Detailed Planning must be
checked for accuracy and consistency before the invitation to tender is issued.

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88
5.1 Building and Civil Engineering, Continued

Project Project Review 7 takes place at the end of the tendering process and its main
Review 7 aim is to review the tender returns before the contract is awarded.
If at this point the tender returns do not justify approval for the next stage of
the project, the proposal should be amended or the project should be stopped
altogether and referred back to the Sanctioning Authority for a decision.
Amendments may involve design changes if the cost of the building is higher
than expected or if contractors identify any flaws within the design. If this is
the case, consideration will have to be given to abandoning the procurement
procedure that was used (in a transparent way) and commencing a new
procedure. If the view at this stage is that the project should be abandoned
and if substantial amounts have already been spent on planning etc, the
situation should be analysed to determine why the project got to this stage and
had to be abandoned.
If the tender returns provide the basis for undertaking the planned project the
Sanctioning Authority should be formally notified of compliance. The project
should not proceed until approval is given by the Sanctioning Authority after
which approval should be given by the Sponsoring Agency to the Design
Team to proceed to the Implementation stage of the project.

Tender return The review carried out at Project Review 7 forms the basis of tender analysis.
assessment The following activities take place at this project review:
§ Checking if the tender returns provide the basis for undertaking the
planned project.
§ Tender analysis and report – this may involve design queries and
clarifications;
§ Selection of contractor (for design-and-build projects, the contractors’
ability to deliver a suitable design solution should have been assessed at
suitability assessment stage of the project); and
§ Assessment of risk for tender returns and contractor selection (for design-
and-build projects the quality of the built facility needs to be considered).
Although a large part of the tender return assessment relates to the cost of the
project (for example, review of outline rates), there may be situations where
design solutions need to be considered as well, including design solutions for
temporary works on traditional civil engineering projects.
For design-and-build projects an assessment of the detailed design solution
proposed by the contractor will be required.

89