SHEFFIELD DESIGN & PROJECT MANAGEMENT CLIENT GUIDANCE PACK CONTENTS. 1.0 Practice Profile, Contacts and Areas of Expertise

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2 SHEFFIELD DESIGN & PROJECT MANAGEMENT CLIENT GUIDANCE PACK CONTENTS 1.0 Practice Profile, Contacts and Areas of Expertise 2.0 Project Start Up and Outline Client Briefs 3.0 Client Engagement and Feedback

3 Welcome to the Sheffield Design and Project Management (SDPM) Client Guidance Pack. It is the product of the Scores on the Doors client consultation exercise conducted at the end of 2005 between SDPM and its key clients. The pack includes information on the services available from SDPM, together with details of who to contact. In addition, it contains guidance notes on starting a project and how you, as a client, can engage in the processes within SDPM. This pack is a live document and will be continually developed. Therefore, if you have any suggestions or amendments that you would like to make please contact Ian Peck on or Ian.Peck@sheffield.gov.uk

4 Section 1 Practice Profile, Contacts and Areas of Expertise

5 SHEFFIELD DESIGN AND PROJECT MANAGEMENT: PRACTICE PROFILE Sheffield Design and Project Management (SDPM) is the construction design consultancy of Sheffield City Council. Operating as an independent trading organisation, it provides services to both public and private sector clients. It is a multi-disciplinary practice providing architectural, quantity surveying, building services engineering, structural engineering, landscape architectural, planning supervisor and project management services. The staff at SDPM have extensive experience of successfully delivering construction projects. Our current and recent workload includes the design and delivery of a number of new and refurbished primary and secondary schools for the Sheffield Children and Young Peoples Service, the Church of England Diocese of Sheffield and North Lincolnshire Council. In addition, we have also been responsible for the provision of the restoration of the Sheffield Botanical Gardens, the refurbishment of the Sheffield Peace Gardens, the design of The Centre in the Park at Norfolk Park and the project management of the Sheffield Millennium Gallery & Winter Garden. The SDPM Management Team consists of Mr I G Taylor MRICS Head of Design & Project Management Mr I G Peck BSc, MBA, CEng, MIStructE Project Management & Engineering Services Practice Manager Mr J D Breakey DipArch, MA, RIBA Architect s Practice Manager Mr I M Hepworth BSc. MRICS MAPM Chief Quantity Surveyor Sheffield Design and Project Management 2-10 Carbrook Hall Road Sheffield S9 2DB Tel: Fax: Website Contact Mr I G Peck

6 SHEFFIELD DESIGN & PROJECT MANAGEMENT Contacts Ian Taylor Maria Robinson Head of Sheffield Design & Project Management Secretary Ian Peck Project Management & Engineering Services Practice Manager Jim Breakey Architects Practice Manager Idris Hepworth Chief Quantity Surveyor Project Management Engineering Services Architects Building Services Quantity Surveyors Dave Brown Principal Project Manager Peter Mallinder Principal Engineer Sue Williams Principal Architect Pete Ibbotson Principal Engineer Electrical Neil Stanley* Principal Quantity Surveyor Steve Benn Principal Quantity Surveyor Andrew Whiteley Assistant Project Manager Richard Cubison Principal Engineer L Mitchell Principal Landscape Architect Steve Guest Principal Engineer Mechanical Alan Ellis** Principal Quantity Surveyor Andy Marsh Principal Quantity Surveyor Phillip Wray Assistant Project Manager Peter Marriott Principal Engineer Maureen Skellum Principal Architect Tim Rogers Principal Engineer Energy Chris Jackson Principal Quantity Surveyor Margaret Andrews Senior Administrative Officer Peter Hearnshaw Land Surveyor * Cost Planning & Project Management **Contract Documentation & Post Contract Tracy Martin Administrative Officer Richard Benson Property Surveyor

7 SHEFFIELD DESIGN & PROJECT MANAGEMENT Areas of Expertise Ian Taylor Maria Robinson Head of Sheffield Design & Project Management Secretary Ian Peck Project Management & Engineering Services Practice Manager Jim Breakey Architects Practice Manager Idris Hepworth Chief Quantity Surveyor Project Management Engineering Services Architects Division Quantity Surveyors Project Management Structural & Bridge Advice Architectural Design Quantity Surveying Client Relations Structural & Bridge Surveys Landscape Design Estimating Council Procedures Structural & Bridge Design Feasibilities Cost Planning Procurement Site Inspections Building Surveys Financial Contract Management Programming Geo-technical Surveys Planning Supervisor Duties Contractor Negotiations Professional Fees Land & Property Surveys Historic Buildings Performance Management Power Lighting Emergency Lighting Fire Alarms Intruder Alarms Access systems Pete Ibbotson Electrical Services ICT CCTV Lightning Protection Lifts Advice & Design Steve Guest Mechanical Services Heating, Ventilation, Air Conditioning, Gas & Water Services Systems Advice & Design Tim Rogers Energy Energy Advice Policy & Strategy Procurement & Contract Management Energy Audits Energy Management & Advice Graham Spurr Clerk of Works Construction Quality Inspections and Advice

8 Section 2 Project Start Up and Outline Client Brief

9 Purpose To ensure that a clear understanding of the project is established by both the commissioning client and the consultant. To build consistent quality relationships between the client and the consultant to ensure joint ownership of the project. Methodology A number of commissioning clients have established procedures and pro formas for defining project requirements, briefs and proposals. These existing procedures are all very similar and cover: Project Aims and Objectives Project Scope Roles and Responsibilities Timeframes and Constraints Service Requirements Finance and Constraints Related Issues and Projects Risks and Assumptions Communication Health and Safety The attached Sheffield Design and Project Management Outline Brief pro forma can be used in one of two ways. As an aide memoir for those commissioning clients that have their own procedures in place or As a commissioning document for those commissioning clients that do not have their own procedures in place.

10 SHEFFIELD DESIGN & PROJECT MANAGEMENT Scheme Commissioning Document Outline Client Brief Project Title:

11 Aims and Objectives of the Project Include a broad description of the project and its key outcomes Scope of the Project Include information that defines the scale and extent of the project, being clear about what is and isn t included Client Team Provide the names and roles of the key/lead members of client team Timescales Include timescales for the duration of the project in terms of ongoing milestones and overall completion

12 Service Requirements This section should set out the broad description of the services required in terms of professional disciplines and stages of activity. Design and Project Management can offer advice to formulate service requirements based on standard documents such as the SCALA Agreement for the Appointment of Consultants. Financial Constraints Include any financial information about the project e.g. value of the work; specific issues arising from the proposed funding stream; any cash limit on the fee etc Related Projects Include information about any inter-dependent project or other activity that needs to be taken into account Risks and Assumptions Identify any risks or assumptions that need to be taken into account

13 Communication Requirements Include details of the communication requirements throughout the duration of the commission. This will cover, for example, the quality and quantity of material provided; the communication channels; the frequency of reports during the project etc Health and Safety Requirements This is a precursor to the Pre-start H+S plan and should include details of any specific issues that need to be taken account of. Prepared and submitted by Date Request for Services Reference No NB If you require any assistance in completing this pro-forma please contact Ian Peck on tel: Ian.Peck@sheffield.gov.uk

14 Section 3 Client Engagement and Feedback

15 The following section contains details of how you, as a client, can engage in a project and provide feedback. Two methodologies are given. These are Project Workshops Project Client / User Satisfaction Surveys

16 METHODOLOGY FOR PROJECT WORKSHOPS 1 Definition Workshop: Noun 1: a room or building in which goods are manufactured or repaired. 2 - a meeting at which a group engages in intensive discussion and activity on a particular subject or project. (Source: OED) 2 Purpose To engage the whole client/user/designer/constructor team in discussion and understanding of the aims and process of the project. To build a culture of trust and ownership of the project. 3 Timing Workshops can be held at critical times throughout the project. These can be: 1 Brief formulation: Client/User 2 Design Initiation: Client/User/Designer 3 Construction Initiation: Client/User/Designer/Constructor 4 Cost Reduction: Client/Designer/Constructors 5 Project Recovery: Client/Designer/Constructor 6 Dispute Resolution: As required 4 Methodologies 4.1 For large workshops or complex projects the use of a facilitator independent of the team should be considered. 4.2 For design initiation workshops various methodologies should be considered to engage as clients/users who have no experience of construction projects such as: 1 Listing words such as "warm" or "welcoming" that would describe aspirations for the finished building. 2 Sorting images of buildings cut from recent magazines into likes and dislikes. 3 Annotating a plan of the site with users observations e.g. trees to be kept, local short cuts. 4 Listing client and user's aspirations for the building.

17 5 Clients/end users drawing their own designs for the building. 6 Building/altering models. 4.3 Brief Formulation Workshops should examine: 1 Client/User aspirations. 2 Suitability of standard briefs. 3 Lessons learnt from previous projects. 4.4 Construction Initiation Workshops should discuss: 1 Client/User aspirations 2 Project communications 3 Project decision making processes 4 Project Risks and remediation measures 5 Specific Project challenges

18 PROCEDURE FOR PROJECT CLIENT/USER SATISFACTION SURVEYS 1 The survey use a standard questionnaire covering various issues of satisfaction each of which will be marked on a scale of The survey will be carried out between 2 and 10 weeks of handover of the completed building to the client/users. Further surveys may be carried out at other project milestones such as completion of defects (typically 12 months after handover). 3 The survey will take the form of interviews with the client and/or representative of the users. The interviewer will be a member of Design and Project Management staff without previous direct involvement in the project. 4 The results of surveys will be recorded and collated significant learning points will be added to the Agenda of the Design and Project Management Team Meeting for action. Results of the survey and actions taken will be reported to the client/end user.