Fillable Printable Project Brief Sample

Project Brief Sample

PROJECT BRIEF

Version – (insert number)

1 Project Name

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1.1 The Project

Project Address

Nature of Work

Location

1.2 DCC Client for Project

Name

Address

1.3 NPS Project Manager

Name

Address

1.4 CDM Coordinator or Health & Safety Adviser

Name

Address

( Note: Cross reference corporate advise note on clients duties relating to CDM regulations 2007 )

( Note: Cross reference appendix F of this brief re Clients Responsibilities under the CDM

1.5 Other Key Project Members (if applicable)

Generic Project Brief

2 Background

3 Key Objectives / Vision Statement (if appropriate)……….

4 Supplementary information (if appropriate)……….

5 Scope of Work (mandatory)……….

5.1 CDM Clients Duties (Health and Safety information )

The client has identified the

following Health and Safety

information held on file relating to

the proposed area of works –

Responsible person for providing

safety information….

Responsible person for safety information:-

The CDM Checklist attached at

Annex B will be used for all CDM

Notifiable Projects of more than

30 days on site or 500 person day

The CDM Checklist attached at

Annex C will be used for all CDM

Non Notifiable Projects of less

than 30 days on site or 500 person

day

CDM checklist to be organised by following

person as client representative:-

On completion of the project the

following person will forward the as

built Health and Safety file to the

premises manager together with a

covering letter explaining the

significance of the file under the

CDM regulations 2007 –

Responsible Person……….

Responsible person for providing Health &

Safety file:-

6.0 Specialist Internal Spaces

Schedule of accommodation requirements in internal rooms

Function

Location

Fittings

Finishes

Ceiling

Walls

Generic Project Brief

Floor

Openings

7 External Area Requirements

External Building

Requirements

Access Requirements

Landscaping

Requirements

8 Timescale / Milestones

8.1 Timescale / dependencies e.g. external funding and timescales

It is a requirement of the

brief that the project

should be completed by

Is there a fixed date and

if so why?

8.2 Budget

The total budget available for this scheme is £…….., comprising

Item

Allocation

Available

Construction works Y/N

Professional fees including

disbursements

- NPS Standard Fee

- NPS Additional Services

- Surveys

- Planning/ Building Regs

- Other fees

Y/N

Loose furniture and equipment inc

moving expenses

Y/N

Land acquisition costs including

legal costs associated with land

transaction

Y/N

Plaque for opening ceremony Y/N

Design drivers / quality standards Y/N

Environmental preferences Y/N

Design guides/specialist legislation

Y/N

Procurement preferences Y/N

Total

NB…The architect / surveyor / property consultant must allow for all of the above

to be contained within the available budget.

8.3 Risk Register

The following risk items have been

identified by the client team at the

time of drafting the brief

Generic Project Brief

8.4 Project Planning

The NPS project manager shall produce a project plan setting out how the project

will be undertaken and the expected dates for completion of the key elements of

the project……….

The consultant’s attention is drawn to the following milestones/targets which

should be included within the project plan (if applicable) :-

Land survey work

CDM appointment of CDM

coordinator and compilation of

Health & Safety Plan period

Detailed design period (including

building/electrical/mechanical and

other disciplines)

Target dates for

Planning/LBC/Building Control

applications etc

Out to tender date and tender period

Tender analysis period

CDM Evaluation of Principal

Contractor’s Health & Safety Plan

Pre contract meeting date

Procurement period

Commencement of work on

site/contract period and completion

date

Handover date

Defects period

NB - This brief is indicative and not exhaustive, therefore the project manager is to

bring any omissions or anomalies to the attention of the Client team at the earliest

opportunity, in order to receive further instructions

8.5

Surveys – a range of surveys may be required to carry out the project please identify

surveys that are believed to be available and which may be required.

Title Survey require (Y/N) Currently Available (Y/N)

Asbestos

Structural

Topographical

Environmental

Hydrology

Archaeological

Generic Project Brief

Annex A

Specifications

All specifications will be drafted in GENERIC form and will allow for equal and

approved products

The only permissible exceptions to the above will be in the case of nominated sub

contractors or ‘named’ domestic sub contractors, where a previous tendering

exercise will have been carried out

Forms of Contract

All works will use one of the following forms of contract

DCC Standard Conditions of Contract for Smaller Maintenance & Construction

Works

(usually for lower value projects that are not too complex)

JCT Minor Works

(For intermediate value works)

NEC 3 (Options to be agreed, normally options A to be used)

( for higher value works)

Planning Guidance

The designer is to seek guidance from and is to submit a planning application to the

County Councils Development Management Group based at Lucombe House

County Hall , Exeter

For specific planning advice contact the local area planning officers

General Items

1 The designer/architect is to apply for and obtain all necessary planning/listed

building/conservation area or ancient monument consents as required for the

proposed scheme.

2 The design/lead consultant/architect is expected to apply for and obtain Building

Regulations approval prior to the commencement of work.

3 The design/lead consultant/architect is to be responsible for financial control of

the project during both the design and contract administration stages.

4 The design/lead consultant/architect is to advise the client team of any changes

during both the design and construction process using the Change control

procedure, complete with estimated additions / omissions and any effect on

programme, quality or price.

5 The design/lead consultant/architect is to liaise with and advise the client of any

technical amendments that may be required to the brief due to the availability of

new products and materials.

6 The design/lead consultant/architect is to ensure that only suitable products and

materials are specified, for example, avoiding the use of bespoke product

descriptions.

Annex B

Construction (Design &

Management)

Regulations 2007

–

Client Responsibilities Checklist

NOTIFIABLE PROJECTS

Are projects that last more than (a) 30 working days or (b) 500 person days e.g. 50 people working for 10 days

Name & Location of Site

Description of Project

(100 words max)

Does the building contain Asbestos?

(see note 1)

Y N

CDM Duty Holders Organisation Name of Duty Holder

Date Appointed

& Initials

Client

(see note 2)

CDM Co-ordinator (CDMC)

Designer

(Dsnr)

Principal Contractor (PC)

Design Phase Pre-construction phase

& construction phase

Post-construction

Date phase commenced Date phase commenced Date phase commenced

Client Responsibilities

Appoint a CDMC that is competent and

adequately resourced at the initial/early

design stage (not later than RIBA

Stage C)

(see note 3)

Client-

CDMC-

Appoint Designer that is competent

and adequately resourced and has

adequate time/resources and

information

(see note 4)

Client-

CDMC-

Dsnr-

Appoint Principal Contractor that is

competent and adequately resourced.

(CDMC able to demonstrate

competence to Client)

(see note 5)

Client-

CDMC-

Confirm with the Designer / Principal

Contractor that the Pre Construction

Information has been prepared for the

project

Client-

CDMC-

Client-

Dsnr-

PC-

Check that CDMC has submitted

notification form F10 to the HSE

(see

note 6)

Client-

CDMC-

Client-

CDMC-

Check with CDMC that the Designer /

Principal Contractor have adequate

levels of co-operation & co-

ordination to carry out required duties.

To be reviewed at design team

meetings

Client-

CDMC-

Dsnr-

Client-

CDMC-

Check with CDMC that adequate

Construction Phase Plan is in place

including welfare facilities

Client-

CDMC-

Check with CDMC that the Health &

Safety File is being prepared prior to

handover

(see note 7)

Client-

CDMC-

Ensure system is in place to retain

Health & Safety File & copy issued to

future Building Manager

(see note 8)

Client-

If you are unsure of what is required in relation to any of the Client Responsibilities listed above please contact a CDMC for advice

Guidance Notes for the CDM Notifiable Projects Client Checklist

To be used for projects that last more than (a) 30 working days or (b) 500 person days e.g. 50 people working for 10 days

This guidance is to assist you (the Client) to use the attached checklist. It is your responsibility to ensure the checklist is completed.

A Client is an individual within a commissioning organisation for whom a construction project is carried out. Clients only have duties

under the Construction (Design and Management) Regulations 2007 (“the CDM Regulations”) when a project is associated with a

business or other undertaking (whether for profit or not). This can include for example, local authorities, school governors, insurance

companies and project originators on Private Finance Initiatives (PFI) projects. Domestic clients are a special case and do not have

duties under the CDM Regulations. Within Devon County Council the Client is the officer responsible for the Project.

As the Client you cannot delegate your duties to others, for example your CDM Co-ordinator, Architect / Designer, Building Surveyor or

other professional. The CDM Regulations clearly place duties on the Client who instructs the work.

This checklist is designed to ensure that you are carrying out your duties as a Client, as set out in the CDM Regulations. It provides an

audit trail that you have been sufficiently involved with the project to dispense your Client duties.

As the Client you must ensure that others co-operate and assist with the completion of the checklist, which should remain in your

possession during and following the construction project. You must ensure that this checklist is retained for a minimum of three years

after project completion or longer if a Health & Safety incident has occurred that may call into question the role of the Client.

Note (1): If the building is known or believed to contain Asbestos Containing Materials (ACMs), the Control of Asbestos Regulations

2006 (Regulation 7) identifies a specific requirement to remove, as far as is reasonably practicable, all ACMs prior to major

refurbishment or final demolition. Removing ACMs is also appropriate in smaller refurbishment situations which involve structural or

layout changes to buildings (e.g. removal of partitions, walls, units etc). Existing asbestos information for a building may not include

sufficient information about all the buildings components including voids, ducts and other non accessed areas including elements of

composite construction, heating and electrical plant and any equipment that has been used within the building. Therefore for buildings

built before 2000 an invasive asbestos survey (a “Refurbishment and Demolition Survey”) should be undertaken by a competent

asbestos surveyor. This will require access into the fabric of the building and destructive and disruptive surveying techniques will be

required and may also involve the attendance of Gas Engineers and Electricians to provide safe access to equipment. Safety

enclosures may also be necessary during the survey to allow access through already identified asbestos containing materials such as

ceiling tiles or into flooring ducts known to contain asbestos. The survey information should be used to help in tendering for removal of

ACMs from the building before work starts. The survey report should be supplied by the client to designers and contractors bidding for

the work, so that asbestos risks can be addressed. The Client should assist the surveyor by providing all relevant information, including

any existing asbestos surveys or registers and any building plans where available. The survey should be planned well in advance of

any works to provide as much information as possible and may include additional surveying closer to the works to complete the

inspection of areas once a building or area has been vacated. Further guidance is available within HSE document HSG264

Asbestos: The Survey Guide.

Design Phase

The Client will need to ensure that the CDM Co-ordinator and Designer are asked the questions set out on the checklist and ensure the

duty holders initial the relevant boxes to confirm they are in agreement that appropriate processes are being followed.

Note (2): Clients duties are:

• Check competence and resources of all appointees

• Ensure there are suitable management arrangements for the

projects

• Allow sufficient time and resource for all stages

• Provide pre-construction information to designers and

contactors

• Appoint CDM Co-ordinator

• Ensure there are suitable welfare facilities and construction

phase plan in place before construction work starts

• Retain and provide access to the H&S file

Note (3): In the case of Corporate buildings the CDMC should be appointed from NPS South West Ltd; otherwise ensure the CDMC is

competent, qualified and adequately resourced (the CDMC should be able to demonstrate their competence to the Client).

Note (4): The CDMC should be able to demonstrate the Designer’s competence to the Client. Check with the Designer that they have

sufficient time and resources to properly carry out your project. HSE would regard good practise as being to ensure that sufficient time

is allowed for planning the project and for the mobilisation period and this should be accurately recorded on the F10 notification form.

Pre-Construction Phase and Construction Phase

The Client will need to be in contact with the CDM Co-ordinator and Principal Contractor and undertake at least one site visit to ensure

that the project is being properly initiated and executed and to obtain assurances that appropriate processes are being followed

(ensure they initial the checklist to confirm that this is the case). The Client may need to contact these parties more than once and

undertake more than one site visit if the project runs over an extended period of time.

Note (5): Devon County Council’s expectation is that you will use contractors from the SLoAC approved list. If there is a good reason

for not using a SLoAC contractor consult your CDM Co-ordinator who will do a competency check for you.

Note (6): Obtain written communication (e.g. emails) from your CDM Co-ordinator that the construction phase plan is adequately

complete and in place prior to commencement of works.

Note (7): The CDMC will prepare Health & Safety Files to include the Electrical and Mechanical Operating Manuals and information on

cleaning, maintenance and long term use of the building. They should provide one hard copy and one CD copy.

Post Construction Phase

Note (8): The Client’s main duty post construction is to ensure the Health & Safety file is issued by the CDM Co-ordinator and passed

to the future building manager. The person in control of the building must have a system to keep the H&S file safe and accessible and

updated if further works are carried out. The Client should initial the checklist to confirm this activity has been completed.

The Client must ensure that a form ASB3 is completed and passed to the Asset Planning Manager at NPS South West Ltd in order to

notify the asbestos data base of changes to asbestos condition, removal etc.

Generic Project Brief

Annex C

Construction (Design & Management) Regulations 2007

–

Client Responsibilities Checklist

NON - NOTIFIABLE PROJECTS

A project that last less than (a) 30 working days or (b) 500 person days e.g. 50 people working for 10 days

Name & Location of Site

Description of Project (100

words max)

Does the building contain Asbestos?

(see note 1)

Y N

CDM Duty Holders Organisation Name of Duty Holder

Date Appointed

& Initials

Client

(see note 2)

Health & Safety Advisor (Adv)

Designer (Dsnr)

Contractor (Cntr)

Pre-works phase Works phase Post works phase

Date phase commenced Date phase commenced Date phase commenced

Client Responsibilities

Identify a suitable source of Health &

Safety advice e.g. a CDMC

Client-

Check with the relevant property

consultant* that they have a designer

that is competent and adequately

resourced and has adequate

time/resources and information (not

later than RIBA stage C)

(see note 3)

Client-

Adv-

Appoint Contractor that is competent and

adequately resourced, ideally from the

SLoAC list

(see note 4)

Client-

Adv-

Check with the designer that the design

complies with all Health & Safety

Legislation

Client-

Adv-

Confirm with the designer / contractor

that the Pre Construction Information has

been prepared for the project.

Client-

Adv-

Client -

Dsnr -

Cntr -

Check with dutyholders they have

adequate levels of co-operation & co-

ordination throughout the project

Client-

Dsnr-

Client-

CDMC-

Confirm with dutyholders they consider

an adequate Written Health & Safety

Plan and / or Risk Assessments and /

or Method Statements are in place prior

to commencement, check through with

your Health & Safety advisor e.g. a

CDMC

Client-

Adv/Dsnr-

Client to ensure and confirm adequate

welfare facilities are in place at the

start & throughout the construction phase

Client-

Client to ensure that the Health & Safety

File is revised to incorporate any relevant

information

(see note 5)

Client-

If you are unsure of what is required in relation to any of the Client Responsibilities listed above please contact a CDMC for advice

Generic Project Brief

Guidance Notes for the CDM Non-Notifiable Projects Client Checklist

To be used for projects that last less than (a) 30 working days or (b) 500 person days e.g. 50 people working for 10 days

Proper planning and consultation should ensure that the length of the project is accurately estimated

beforehand. If through unforeseen circumstances the Project appears likely to exceed 30 working days the

Client must complete the blue Notifiable Projects form and in particular must ensure that Notification Form F10 is

submitted to the HSE.

This guidance is to assist you (the Client) to use the attached checklist. It is your responsibility to ensure the checklist is completed.

A Client is an organisation or individual for whom a construction project is carried out. Clients only have duties under the Construction

(Design and Management) Regulations 2007 (“the CDM Regulations”) when a project is associated with a business or other

undertaking (whether for profit or not). This can include for example, local authorities, school governors, insurance companies and

project originators on Private Finance Initiatives (PFI) projects. Domestic clients are a special case and do not have duties under the

CDM Regulations. Within Devon County Council the Client is the officer responsible for the Project.