Developing Your Project From Concept to Completion


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Developing Your Project From Concept to Completion

  1. 1. Developing a Project From Concept to Completion Sources of Grant Aid and Funding for Cricket Clubs 1
  2. 2. Contents Developing a Project – From Concept to Completion Section Page Introduction 1 1 Geting Started 2 When embarking on the development of a facility 2 Project Development Team 2 project, careful consideration and planning is required to ensure the final product meets the original concept. 3 Successful Clients 3 4 Getting Support 4 The purpose of this document is to set a clear project 5 Local Communities 4 development methodology in taking any new facility 6 Consultant Services 5 from concept to completion. 7 Technical Compliance 9 This document will assist any type of facility project 8 RIBA Design Work Stages 9 meeting the requirements of potential partners/funders 9 Planning Consent 10 and the aspirations of people engaged as deliverers 10 Competitive Tendering 11 of sport. 11 Tender Analysis 12 “Developing a Project” provides advice and guidance 12 FFU Contact Details 13 with a series of useful links and contacts to support 13 Design Work Stages 14 you throughout the process. The document has been written in conjunction with the England and Wales Cricket Board’s Funding Programmes Guidance Notes which are available to download from 2 Sources of Grant Aid and Funding for Cricket Clubs Developing a Project – From Concept to Completion 1
  3. 3. 1 Getting Started 3 Successful Clients Think about the aims of your project and The Commission for Architecture 4. Develop and communicate a ways to accommodate the current and and the Built Environment (CABE) clear brief future needs of the club/organisation, publication “Creating Excellent 5. Make a realistic financial including how often the facility will be Buildings” describes how to be a commitment from used on a weekly and seasonal basis. successful client. the outset It is important that you consult within Each development project is unique, your membership as widely as possible 6. Adopt integrated processes with special local conditions for site, use about the aims and objectives of your patterns and social context. However, 7. Find the right people for the job club/organisation. all projects need well structured project 8. Respond and contribute to the management and can benefit from the context ten key ways the client can help achieve design quality. 9. Commit to sustainability 2 Project Development Team 1. Provide strong client leadership 10. Sign off all key stages 2. Give enough time at the right time All work stages require sign-off so allow It is strongly recommended that you remove themselves from the committee time to review the drawings and reports form a project development team and until the completion of the project. 3. Learn from your own and other prepared by the design team, carefully appoint a team leader who should successful projects The project team should be established checking your requirements against the remain consistent throughout the design. prior to starting any design work and duration of the project. The project team remain operational until final completion should consist of individuals with skill of the works. NB: the size and skill sets sets that are relevant and appropriate required to drive the project may change for the project. throughout the lifespan of the works. When forming the project team, do not limit its composition to the club/ organisation members unless the members can clearly evidence that they have the relevant experience and qualifications to compliment the planned project work. It should be noted if a member of the club/organisation is engaged to carry out any works on the project and they are current members of the committee, this would be seen as a conflict of interests. Therefore, any members who find themselves in this position should 2 Developing a Project and Funding for to Completion Sources of Grant Aid – From Concept Cricket Clubs Developing a Project –and Funding forto Completion Sources of Grant Aid From Concept Cricket Clubs 3
  4. 4. 4 Getting Support 6 Consultant Services The ECB Funding and Facilities Funding and planning permission are If the appropriate skills are not available 2 Structural Engineer Unit (FFU) should be your first point two important hurdles in the preparation within the project team, you may need Structural engineers design and of call for advice. You should make and design stages of a project. The ECB to engage the services of specialists, calculate the building structure and contact with the FFU during work stage Regional Funding and Facilities Manager as follows: foundations. They sometimes also A, as outlined in section 8, and show will assess the proposals for technical Building Projects (including renovation design below ground drainage. them your project (refer to contacts compliance, sports development and and refurbishments) Refer to page 13). Consulting the ECB at the financial affordability. earliest opportunity allows their input to 1 Architect 3 Mechanical and Electrical (M&E) be more valuable. Services Engineer Architects design new buildings, the spaces around them and M&E services engineers design and alterations to existing buildings. coordinate the services of buildings 5 Local Communities They also advise on the restoration including gas, electricity, heating, and conservation of old buildings, lighting, ventilation, water and layouts for groups of buildings renewable energy. They sometimes Good communication with the local club arranged temporary contractor’s and most of what is referred to as also design the drainage. They community is important. Potentially it access through adjacent land which the built environment. They liaise calculate the proposed energy use could lessen objections to your planning made larger deliveries possible and with current users, clients, and of the buildings. application and help towards a smooth shortened the construction period. construction specialists and their Refer to relationship with neighbours before, Good links with the local community designs take account of information during and after construction. People also provides the opportunity to make 4 Quantity Surveyor about cost, safety and social can be sensitive to change so it’s contact with new members. One way of factors from other specialists in Quantity surveyors measure, worth finding ways to keep neighbours communicating is to develop a master the team. They advise clients on estimate and advise on the cost of informed. This could have surprising plan of the site inclusive of all your future the practicality of building projects the designs produced by architects, and beneficial results, for example one plans (see example below). and seek permission and approval structural engineers and services to see if the proposals can be put engineers. into practice. Once building starts 5 Construction Design they can coordinate and administer Management the building contract through (CDM) Coordinator to completion. Refer to RIBA Commissioning Architecture leaflet CDM coordinators advise clients on and website health and safety issues, risks and the competency of the design team. UseAnArchitect. This is applicable across all project themes. They must be appointed by work stage C/ concept design, as outlined in section 8. 4 Developing a Project – From Concept to Completion Developing a Project – From Concept to Completion 5
  5. 5. 6 Consultant Services (continued) 6 Consultant Services (continued) 6 Other Specialists • eritage and conservation H • roject managers take P Fine Turf Projects specialists advise on preserving responsibility for planning and Some projects might also As this type of work carries high levels historic buildings and restoration. facilitating a project. They can act require further specialist input of risk regarding climate and tight on the client’s behalf providing during the design stage which • ighways engineers design and H timescales, ECB advises that extremely advice and be given responsibility will become apparent during the advise on new roads or alterations tight control of all phases of work is for making key decisions. preparation stage: to the public highways. maintained by a qualified professional. • ccess consultants advise on A • andscape architects design the L To minimise risk within the supply designing inclusive buildings for spaces and landscape around the Fine Turf Projects (including new chain contracts scheduled for late people of all abilities. buildings including details for hard construction and renovations) and summer / early autumn should be and soft areas, trees and pitches. Non Turf Projects contracted by the end of February • nvironmental consultants E of the year the work is planned. and ecologists advise on • lanning consultants provide P The design, construction and project environmental issues which might specialist advice when preparing management of new facilities requires Larger scale schemes will require a be required if the site is a natural planning submissions or appeals specialist consultants who in turn development period of up to two years. habitat for protected species. in areas with sensitive have access to high quality survey and planning issues. analysis technology. Fine turf consultants will offer a range of services at different costs. Please Non Turf Projects ensure you confirm what service you are Larger scale schemes will require a receiving and that the price is fixed. development period of up to 12 months. While projects may be less complex than most building projects the club/ organisation should follow the same methodology as the RIBA work stages as outlined in this document. It should be noted that the ECB can advise of the type of services and support you may require. 6 Developing a Project and Funding for to Completion Sources of Grant Aid – From Concept Cricket Clubs Developing a Project –and Funding forto Completion Sources of Grant Aid From Concept Cricket Clubs 7
  6. 6. 6 Consultant Services (continued) 7 Technical Compliance Technical Guidance Notes – Each whichever is the higher quality Useful Contacts project’s design and specification design specification. should comply with, as a minimum, Designers of projects should consult Sport England Technical Guidance Sports & Play Construction Sports & Fitness Equipment with the relevant organisations and Notes ( or Association (SAPCA) Association (SAFEA) technical specifications throughout the ECB Technical Guidance Notes design stage. Federation House Federation House ( - Stoneleigh Park Stoneleigh Park Warwickshire Warwickshire CV8 2RF CV8 2RF Tel: 024 7641 6316 Tel: 024 7641 4999 8 RIBA Design Work Stages Website: Website: The Royal Institute of British The Royal Institute of Chartered The Royal Institute of British Architects Preparation for work stage A: Architects (RIBA) Surveyors (RICS) (RIBA) uses a plan of work to set out 1. Business plan 66 Portland Place RICS Contact Centre five main stages for building projects: London Surveyor Court preparation, design, pre-construction, 2. The site including address, details of W1B 1AD Westwood Way construction and use. The main stages the boundary and any rights of way Coventry are sub-divided into smaller work stages Tel: 020 7580 5533 3. Details of the freehold or leasehold, CV4 8JE A to L as summarised in table one Website: length of lease and security of (refer to page 14). These are usually Tel: 0870 3331600 tenure – in some cases this can take carried out in sequence. This is Website: a while to obtain applicable across all project themes. Institute of Groundsmanship (IoG) 4. Information about the existing In preparation for work stage A, as 28 Stratford Office Village buildings or facilities, mains services outlined in table one you should, Walker Avenue and utilities, pitches and ground assemble some useful information Wolverton Mill East conditions, asbestos survey plan about your club/organisation, the Milton Keynes existing facilities and the 5. Contact details for key club/ MK12 5TW proposed project. organisation members Tel: 01908 312 511 6. Existing and future match fixtures Website: and programme of use 7. Sports development It should be noted that legal and professional fees will not be supported by the England and Wales Cricket Board’s Funding Programmes. 8 Developing a Project and Funding for to Completion Sources of Grant Aid – From Concept Cricket Clubs Developing a Project –and Funding forto Completion Sources of Grant Aid From Concept Cricket Clubs 9
  7. 7. 8 RIBA Design Work Stages 10 Competitive Tendering 8. Other events or sports use (if the 11. Records of early consultation Careful project planning requires that and for projects over £25k three facilities are shared with other with the local authority planning your proposals have been properly competitive quotes must be provided. sports then refer to the appropriate department, previous planning costed at an early stage in order to A Tender Analysis should be conducted guidance notes from the other applications, review of planning set a budget for the project. These (see section 11). sports governing bodies) guidance documents costs should be revisited and updated Each quote should be independently throughout the project life cycle to 9. Outline schedule of accommodation obtained and should relate to a specific ensure that the project remains project brief outlining your requirements. 10. Facilities for car parking and public on budget. You must be able to compare each transport links Many of the funding streams quote like for like. administered by the ECB draw from To ensure that there is no conflict of public funding, as such they are subject interests, you must indicate whether to the EU procurement requirements as a potential contractor or consultant is a commitment to best value. It should 9 Planning Consent be noted that this does not solely relate associated with the club/organisation, its directors or employees. to price. For projects up to £25k two competitive quotes must be provided Written confirmation on the status of The importance of planning permission Planning Consent of the Project must is easy to overlook and should be one of be evidenced. Failure to do so will delay the first things you consider when you the Project. begin to plan the project. Planning permission (or ‘consent’ or Further information can be found at: ‘approval’) is the legal authority you require to carry out development, so it is making_a_planning_application_-_ important at the outset of any project to a_guide_for_sports_clubs.pdf clarify what constitutes ‘development’ and whether or not you need to make a formal planning application. 10 Developing a Project – From Concept to Completion Developing a Project – From Concept to Completion 11
  8. 8. 11 Tender Analysis 12 ECB FFU Contact Details A tender analysis is defined as a to interview a short list of tendering comparative exercise assessing companies and invite them to explain the quality and cost of each tender their submission and any areas Dan Musson John Huband submission. To do this effectively there of ambiguity. Regional Funding & Facilities Manager Regional Funding & Facilities Manager must be consistent assessment criteria ECB require a tender analysis to be (North) (Midlands) and clear sections for comparative submitted with each application. The England and Wales Cricket Board England and Wales Cricket Board analysis. A quality assessment is purpose of the analysis exercise is to c/o County Cricket Ground c/o County Cricket Ground conducted on the company, its past evidence best value (a combination of Old Trafford Edgbaston performance and its adherence to quality and cost) and to explain why Manchester Birmingham the design criteria whilst a cost sum the club/organisation has preferred a M16 0PX B5 7QU analysis or bill of quantities will clarify particular contractor or supplier. cost. Where there is little difference in Tel: 0161 877 6834 Tel: 07500 992 659 tender submissions you may choose Email: Email: Tim Nicholls Chris Whitaker Regional Funding & Facilities Manager Regional Funding & Facilities Manager (London & East) (South) England and Wales Cricket Board England and Wales Cricket Board Lord’s Cricket Ground Lord’s Cricket Ground London London NW8 8QZ NW8 8QZ Tel: 020 7432 1176 Tel: 020 7432 1206 Email: Email: Fiona Prescott ECB Website Links Research and Development Manager (Applications across Wales only) England and Wales Cricket Board c/o County Cricket Ground Old Trafford Manchester M16 0PX General Enquiries Tel: 07785 527 105 Email: 12 Developing a Project – From Concept to Completion Developing a Project – From Concept to Completion 13
  9. 9. 13 Table 1 – Design Work Stages Main Stage Work Stage Brief Description The applicants needs and objectives are identified along with the business case and any possible constraints on the development Feasibility studies should be prepared and the options assessed A Appraisal by the applicant to enable them to decide whether to proceed. Documenting some ideas and options with approximate costs can be done relatively inexpensively. Preparation At this stage key requirement, constraints, procurement methods and consultants are identified. B Design Brief The range of professional consultants and skills required will depend on the project size and its complexity, as outlined in Section 6 of this document. The design stage is divided into three: stage C, Concept Design is where outline proposals, C Concept specifications and cost plans are prepared and the procurement route is reviewed. The design is developed further in stage D and this is when planning applications are typically (but not always) submitted. Stage E is when the technical designs and specifications are developed sufficiently to Design D Design Development coordinate all the different elements of the project. Once a project is underway the lead consultant will guide you through the subsequent work stages which all require client sign-off. Allow time to review the drawings and reports prepared by the design team, checking your requirements against the design. Early changes and requests are much easier to accommodate whereas late E Technical Design changes can have cost implications out of scale with the amendments. The pre-construction stage is also divided into three: F/ Production Information is when detailed F Product Information information for construction is prepared and submitted to building control for approval. G/ Tender Documentation is the preparation and collation of sufficient information to enable tenders to be obtained. In this instance, a tender is an offer by a contractor to execute the work at Pre-Construction G Tender Documentation a fixed price. H/ Tender Action are when potential contractors and specialists are identified and evaluated, then invited to prepare tenders. Once tenders are obtained and appraised, the design team will submit their recommendations to the client. Compiling the list of potential contractors will H Tender Action often start well in advance of the tender period. The construction stage is divided into two: J/ Mobilisation are when the contract is let, the I Construction Mobilisation contractor appointed, construction information is issued to the contractor and the site is handed over by the client. The contractor will need time to prepare before starting on site, for example, Construction they will organise their construction team, place orders for materials and arrange sub-contracts. K/ Construction are when the contract is administered and the project is built (or refurbished). J Construction to Practical Completion The design team will issue further information to the contractor if required and also review information prepared by the contractor or any specialists. The final stage is using the new facilities. The completed project is handed over to the client and the contractor leaves site. Some contract administration takes place after practical completion Use K Post Practical Completion including making final inspections after the defects liability period. The clients might require some assistance during initial occupation period, for example, maintenance. 14 Developing a Project and Funding for to Completion Sources of Grant Aid – From Concept Cricket Clubs Developing a Project –and Funding forto Completion Sources of Grant Aid From Concept Cricket Clubs 15
  10. 10. Sources of Grant Aid and Funding for Cricket Clubs 17
  11. 11. England and Wales Cricket Board Lords Cricket Ground London NW8 8QZ T: 020 7432 1200 F: 020 7289 5619 E: From playground to Test arena August 2009 18 Sources of Grant Aid and Funding for Cricket Clubs