Leisure Centre Complex and Bu us Station Project Project Delivery - - PowerPoint PPT Presentation

Leisure Centre Complex and Bu Project Delivery Level Governan Establishment of Project Workin Presentation to Steering Group 5th March 2018 us Station Project nce ing Groups p and Programme Board

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1) What are we changing ? 2) Why are we changing ? 3) How will we change ? 4) Confirmation of Project Manager Authorisation L 5) Programme Board approvals required

Contents

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Levels

Full Cou

g Group

Programm Steering Group

gramme emain as

Project Deliv

What are we changing

Executive uncil

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me Board

ivery Level

1) The Number of Workstreams / Projects within the

Leisure Centre Operator Procurement Leisure Centre Build

2) Complexity of projects and forthcoming activities 3) Recognise the need to create project specific envi 4) Preserving the role and efficient functioning of the

Bus Station Build Bus Station Lease Arrangements

Why are we changing

e Programme

Interim Bus Arrangements Remaining Site

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s in the projects vironments to focus on delivery & detailed progress e Programme Board

Long Distances Coaches

Programm Full Co Steering Group

g Group

• gramme

emain as

Programme & S Operator Procurement Remaining Site Leisure Bu me Board Executive

• uncil

How are we changing

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e Manager SRO Interim Bus Stat Bus Station Build

(incl Bus Station Lease and Long distances coaches)

Centre uild

Project Manager : Andrew Goulbourne Client Lead : Jo Yelland

Operator Procurement Remaining Site

Project Manager : Mike Carson Client Lead : Karime Hassan Programme Manager : Justin Pickford Invited Members : Cllr Edwards Cllr Bialyk Cllr Denham Cllr Pearson Programme Manager : Justin Pickford Invited Members : Cllr Edwards Cllr Sutton

How are we changing

Leisure Centre Build Interim Bus Station

Project Manager : Phil Lewis Client Lead : Jo Yelland Programme Manager :

Project Manager : Iain McNeill Client Lead : Karime Hassan

Programme Manager : Justin Pickford Invited Members : Cllr Bialyk Cllr N Vizard

Programme Manager : Justin Pickford Invited Members : Cllr Bialyk Cllr Wardle Bus Station Build (Incl Bus

Station Lease & Long distance coaches)

PM & Prog Man : As above

(Supported by Mike Carson)

Client Lead : Karime Hassan Invited Members : Cllr Bialyk Cllr Wardle

Objective of the Project Working Group The working group is a tool for the Project Mana within their authority levels. The working group w

• ptions and the undertaking of actions required to su

The working group will also act a means for reportin identification of matters to be elevated to Programm identification of matters to be elevated to Programm Constitutional Authority of the Project Working G The project working group itself does not have a

• authority. The decisions undertaken at project wor

levels and approvals of the Project Manager. The Programme Board provides delegated authority delegated authority. Should any matters fall outside ‘exceptional’ matters arise outside the delegated au Programme Manager for consideration at the Progra

Project Working Group : Terms of Referenc

ager to proactively drive progress of the project, will promote the discussion & consideration of delivery successfully deliver the project. ng progress to the Programme Manager and the me Board for consideration / approval / resolution.

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me Board for consideration / approval / resolution. Group any constitutional powers or delegated rights / rking group level are those within the delegated autho ty to the Project Manager, who is to deliver within such e the authority levels of the Project Manager or uthority, the Project Manager is to report such to the ramme Board.

Attendees of the Project Working Group The working group will comprise a ‘core’ membersh attendees as deemed appropriate by the Project M Core attendees :

• Project Manager
• Client Lead
• Programme Manager
• Invited Members

Additional attendees :

• Specialist Consultants as required
• ECC Estates
• ECC Communications
• ECC Legal

ship as noted below, supplemented by ‘additional’ Manager during the course of the project life cycle.

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• ECC Procurement
• ECC Finance
• ECC Development
• ECC HR

Chair, Agenda and Meeting Notes The Project Manager will Chair the meetings, se

• actions. The Agenda is to be issued 5 working day

the meeting also issued at the same time. Frequency of Meetings It is initially the intention that the project working gro meetings may alter over the life cycle of the project Reporting to Programme Board In addition to planned approvals being sought from a monthly progress report, which will be issued to th consultation with the Project Manager) will consider need to be brought to the attention of the Programm Should any ‘conflicts’ arise due to differing requirem Programme Manager may bring such to the Progra

Project Working Group : Terms of Referenc

et the Agenda and issue any meeting notes / ys before each meeting, with any reports required for

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roup meets monthly, although the frequency of ct. Programme Board, the Project Manager will produce the Programme Manager. The Programme Manger (in r if any exceptional matters within the progress report me Board for consideration / approval / resolution. ments of projects within the programme, the amme Board for resolution.

Confirmation of Project M

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Manager Authorisation Levels

Leisure Centre and Bus Station authorisations received

1. the procurement of the main contractor/builder presentation to proceed, (Programme Board 30

This will include:

• The use of the SCF framework to engage with contractors
• The use of the SCF framework to engage with contractors

design

• To obtain, in the professional opinion of the PM, the best v

available in the current market (including entering into a P to collaboratively agree outputs) as deemed necessary by

• To prepare a recommendation to Board in Oct 2018 to ent

required contingency, risks and programme

• Any proposed changes to the building designs previously

exercise and agreed interface works, will need to be broug

n Build - Project Manager

r in accordance with the strategy outlined in this 0th Jan 2018)

s to procure the Bus and Leisure Centres based upon the agreed s to procure the Bus and Leisure Centres based upon the agreed value cost, programme and risk profile for the construction Pre Construction Activity Agreement with the preferred contractor y the PM. ter into a build contract highlighting cost, potential cost and tendered, as subsequently amended by the previous tender ght to the Programme Board for consideration and approval.

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Leisure Centre and Bus Station authorisations received

• 2. placing orders as necessary to progress the ‘Ena

site to proceed. (Programme Board 30th Jan 2018)

Enabling works objective is to reduce the risks associated with the likely to be, but not limited to the following:

• Tree felling
• Tree felling
• Installation of a new electrical substation
• Provision of services to site and diversions of existing
• Potential de-contamination and archaeological works
• Further site and ground investigation
• Engineering design and management of the above works
• Demolition of the waiting room

The final scope of enabling works will be those deemed necessary deliverable within the programme. The PM will then return to Progr construction contract award.

n Build - Project Manager

abling Works’ for the Leisure Centre & Bus Station

e project for both the Client and the contractor. Identified works are y by the PM to reduce significant risk within final contract scope, ramme Board in October with recommendation for final

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Remaining Site - Project Manag

) To explore and consider what could be possible an

• Market Conditions
• Commercial Viability

[ The possibilities and options reviewed shall be tho

• pinion of the Project Manager – unless direction fo

Programme Board on 5th March 2018 ] ) Appoint consultants and specialists as necessary to identification of potential values / gains which could ) Return to Programme Board in Autumn / Winter 20 a) Recommendation on the way forward for the re b) Outline of the Next Steps at that stage. ) Undertake the above within the budget allocated to such budget as may be adjusted from time to time approved by Council)

ger Authorisation Levels

nd viable on the remaining site, taking into account :

• se considered appropriate in the professional

for specific opportunities / uses is provided at

• help build an understanding of the viability and

be achieved on the remaining site. 018 with : remaining site

• the workstream by the Chief Finance Officer –

by the Chief Finance Officer (all within the budget

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Interim Bus Arrangements - Pro Levels

) To deliver the closure of the Bus Statio Executive, Leader and Portfolio Holde ) To ensure that the interim arrangement continuous bus service, as well as bus distance and touring coaches and othe the acceptable operation of the highwa the acceptable operation of the highwa ) Tie in changes to the interim arrangem works, including ‘de-risk’ and advance ) Undertake the above within the budge Chief Finance Officer – such budget a the Chief Finance Officer (all within the

• ject Manager Authorisation
• n to a date agreed between the Chief

er. ts are in place to provide for a s layover spaces, facilities for long er highway works as are necessary for ay network. ay network. ments with the programme for other site ce works as well as the main contract. et allocated to the workstream by the as may be adjusted from time to time by e budget approved by Council)

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Leisure Operator Procurement Authorisation Levels

Devise and deliver a programme to procure a leisure operato portfolio, in accordance with the requirements of PCR 2015 Inclusive of the following elements, using the professional ju Establish the key deliverables Design and deliver the procurement programme in coordination Lead on the identification and management of project risks, liais Manage the delegated budget for the project, and maintain a cos control Appoint consultants and legal advisors as necessary to deliver Oversee the drafting of a bespoke high quality leisure contract, stakeholder expectations (based upon the SE template, as best Produce the tender documentation to accompany the tender, inc methodology and appointment of individuals to the tender evalu

t - Project Manager

• r for St Sidwells Point and the existing ECC leisure facilities

udgement of the project manager: n with other PM’s and the Project Coordinator ising with colleagues/risk owners as necessary st plan, whilst remaining accountable for effective financial the project, in accordance with ECC procurement rules , inclusive of a detailed service specification, in line with t practice) nclusive of baseline commercial terms, tender evaluation uation process.

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Leisure Operator Procurement Authorisation Levels

• Act as lead negotiator on behalf of ECC during
• Seek to add additional value for ECC from the s

energy efficiency and capital investment at Riv

2) Return to Programme Board in Summer 2018 for 3) Update the steering group regarding the progres gateways, or as otherwise necessary 4) Return to the Steering Group/ Programme Board

• utcome of the procurement exercise, in order to

bidder 5) Lead on the deliver of the point appointment pro establishing baseline positions, handovers, fac

t - Project Manager

g the dialogue stage of the procurement exercise. successful leisure operator in terms of improving verside Leisure Centre

r consent to go to the market, with the draft tender pack ss of the multi stage procurement exercise, at project d (Programme Board/Executive/Council) with the

• obtain the necessary approval to appoint the preferred
• cesses, mobilisation plans, communications processes,

cilities inductions etc.

Programme Board

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d Approvals Required

The following approvals are being sought from P

• 1. That the Project Managers are authorised to prog

Authorisation Levels tabled in this presentation a Programme Board meeting

• 2. That the Leisure Centre and Bus Station Comple

as and when required to suit the needs and dema Programme Board : gress with their respective projects, as per the

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and any further clarifications obtained during the ex Steering Group and Programme Board shall meet ands of the projects within the programme.