Asset Management will nominate a Project Administrator (normally from your Area Team) who will ensure that all necessary approvals are secured to enable the project to progress.  For new-build and remodelling schemes this will include the appointment of a Design Team on which the school will be represented.  A meeting with the Head Teacher will normally take place at the outset to discuss design issues and how the scheme is to progress.  For Repair and Maintenance schemes, as these are more straightforward, this meeting is normally led by the consultant with the Project Administrator role being to secure necessary approvals and to provide advice, guidance and support to schools relating to specific issues.

School managed schemes

School managed schemes will be managed by the Governing Body and their nominated consultant.  The school must ensure that all standing orders and financial regulations are complied with and necessary approvals obtained.

Planned actions

When undertaking a construction project involving new build or remodelling of accommodation detailed reference should be made to the technical guidance booklets referred to on the Scheme Development page.  There is a RIBA plan of work which breaks the scheme down into a sequence of activities, including:

• Briefing

• Sketch Plans
• Working Drawings
• Site Operations:

Briefing

The briefing will include:

• Establishing Client requirements

• Sharing all known building information with your consultant such as Construction ( Design and Maintenance) Regulations (CDM) files, Asbestos reports, Restrictive Covenants.
• Informing client of possible implications of proposals
• Advising client of his/her role in the construction process
• Developing brief with client
• Establishing budget available / required
• Ensuring functionality of proposals and technical and financial viability
• Potential timetable for project
• Likely contract procedure

Sketch Plans

Client is provided with outline proposals and any alternatives.  Client should normally approve one solution at this point so that detailed drawings may then be produced.  This is a critical part of the process as any subsequent alterations are likely to incur abortive fee cost and delay the project.

Working Drawings

Detailed drawings, specifications, Health and Safety plans and contract documentation are produced. All statutory approvals are also sought at this stage such as Planning Permission and Building Regulation.

Potential tenderers should be chosen (the City Council does have an Approved List of Contractors from which tenderers can be chosen).

Standing Orders and Financial Regulations must be complied with when accepting tenders.

Site Operations

The Health and Safety Plan must be developed with the successful contractor.  A start and completion date agreed and the contractor should prepare a programme of works.  This is particularly important for schools having to manage classroom changes or examination timetables.

The opportunity should also be taken to involve pupils in the building activities both as a safety issue and for curriculum enrichment.

Regular meetings should take place between the School Management Team representative and site foreman.  This should be in addition to formal contractor meetings between client, consultant and contractor.  This will vary depending upon the type and size of contract.

Variations to the contract should only be issued via your consultant.  Acceptance of the completed project will be made by your consultant (e.g. that workmanship is satisfactory and all works have been carried out in accordance with the contract documentation.  It is important to establish any defects and how defects that occur subsequently will be managed.  There should usually be a clause establishing how remedial works will be carried out.

It will be important to also ensure that the CDM Health and Safety file is updated including all service manuals, maintenance schedules and as-built plans are produced.  Any changes to the existing plans for your school held in the Asset Management Plan must be shared with Asset Management, preferably by AutoCAD.