Soft Landings User Group 19 January 2012 Chair: Gary Clark
Welcome 1. Welcome New members, SL logos, Resource Share 2. News Cabinet Office initiative: core principles, client requirements for Soft Landings, performance metrics etc 3. Training and competency scheme being devised 2 The built environment experts
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Soft Landings User Group Interdisciplinary user discussion Test the process Share the experiences Highlight the barriers Share data Address contractual implications Create database of case studies Define real examples of benefits 5 The built environment experts
User Group statement of commitment As a member of the Soft Landings User Group: “We are committed to ensuring that Soft Landings principles are applied on our new build and refurbishment projects, that operational outcomes match the design intentions, and that the expectations of the building’s end users are met” 6 The built environment experts
BSRIA User Group Member This is a Soft Landings project As JPG, TIF and EPS Also available in dark blue, and as a white-out-of-colour 7 The built environment experts
Soft Landings Resource Share www.bsria.co.uk/resource-share/projects/soft-landings
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Soft Landing Sub Groups • Group 1 Gateway process, being led by Nigel Anderson • Group 2 Standard Construction and FM clauses and KPIs Rod • Group 3 Skills, roles and responsibilities led by Gary Clark • Group 4 POE, led by Richard Hillyard UNCLASSIFIED
1. SL in construction Gateway Process Proposed outcomes 1. SL to be built into the Gateway process - Ensure that this is linked to BIM work, e.g., hotspots We also need to focus on methods of SL documentation, and e-documentation. - Early involvement of FM 2. SL to be recognised as capital costs through the gateway process - SL is recognised as a standard allowable capital / cost that needs to be considered as part of business case - Consideration of potential cost, e.g., 0.1% of total contract value is a good starting point suggested demonstration of this and business case
OGC GATEWAY PROCESS Review 1 Review 2 Review 3 Review 4 Review 5 Ongoing Operations Review Delivery Investment Readiness Strategic & Benefits Strategy Decision for Service Assessment Realisation Stage 1 Stage 2 Stage 3 Stage 4 Stage 5 Design Pre- Initial Years 1 to 3 Briefing & construct Handover Aftercare Aftercare SOFT LANDINGS GOLDEN THREAD D1 Review past experience A1 Resident on-site attendance D2 Design reviews A2 Provide datacomms links D3 Tender documentation and evaluation A3 Building usage guidance A4 Technical guidance A5 Communications B1 Define roles and responsibilities P1 Environmental / energy logging review A6 Walkabouts B2 Review past experience P2 Building readiness programme B3 Plan evaluations & reality checks P3 Commissioning records check Y1 Aftercare review meetings B4 Set performance targets P4 Maintenance contract Y2 Log env'l & energy performance B5 Sign-off gateways P5 Training Y3 Systems and energy review B6 Incentives for performance outcomes P6 BMS interface completion and demo Y4 Fine tune systems P7 Migration Planning Y5 Record fine-tuning and change P8 Aftercare team ‘home’ Y6 Communications P9 Compile Building User’s Guide Y7 Walkabouts P10 Compile Technical Guide Y8 Measure env'l & energy performance P11 O&M Manual Review Y9 End of year review SOFT LANDINGS INTERVENTIONS
2. Standard Construction and FM clauses and KPIs Proposed outcomes 1. Standard clauses developed for FM and Construction Contracts - Link to defects liability - Focus on NEC and JCT contracts 2. Develop set of standard SLA / KPIs for handover / aftercare - Needs to link to FM service standards - KPIs need to use what is currently available (such as energy benchmarks and BREEAM targets), but some new ones might be needed: measures of occupant expectation at design, and satisfaction at year 3.
Group 2 – Standard Construction , FM Clauses & KPIs • 12 members met 7 November at Birmingham City University • Discussed the wider topic to bring all up to speed • Split ourselves into four smaller packages of work: – Package A: Defining Soft Landings in client requirements – Package B: Core principles for Government – Package C: Contract process (clauses) – Package D: Process KPIs
Procurement guidance: a document that details where in each of the procurement phases Soft Landings would be included as a requirement. PQQ and ITT guidance: Further develop this based on the BSRIA version, and look at methods of evaluation Budget: identify possible budget requirement and look at where this could be included in project costs Roles and responsibilities: A couple of pages on who does what and at what stage in the procurement process. 16 The built environment experts
Group 3. Roles and Responsibilities Proposed outcomes 1. Contracting model for integrated roles and responsibilities - Post construction single point of contact - Who and what qualities are needed in project roles to deliver SL, e.g., FM, Client and Design 2. Clear operating / commissioning regime - Ensure that user expectations and operational realities are included as part of this, and cover distinctions on static commissioning, seasonable commissioning and SL fine-tuning 3. Users needs - To develop user guide, workshops and training for roles and responsibilities
Group 4: POE Vision: Provide the mechanisms to ensure that, once occupied, all buildings are operating to the best of their ability for the whole of their life span. Goals: Establish the policy and strategy for POE in public sector Establish ‘Building MOT’ for all buildings (including ‘retrospective’ soft landings) Define the enforcement processes (including links to rewards and penalties) Define training requirements (link to “roles and responsibilities” sub-group) Define timeline for when to undertake key activities in a project, and suggested timeline for phasing in requirements
Next Steps • RE to complete reporting template from today’s outputs – agreement from groups by 12 th Dec • Sub-groups to meet and start to deliver agreed outcomes –as above (Jan/Feb) • Sub-group leads programme meeting (Jan tba) • Arrange visit to demonstration projects, e.g., RCUK LMB • Confirm GCB cross group projects Meet BIM chair and set up Operational BIM subgroup (12 th Dec) • • Confirm consultant to deliver final policy documentation (Nick Shaw, Vinci) Report back to GCB (15 th Dec) Steering Group (Jan tbc) • Next Soft Landing Meeting 5 th March • Group Oct Nov Dec Jan Feb Mar April May June July Aug September Oct Nov Dec Case Studies GCB 15th 15th 14th 13th 13th SL Policy / identified process SL 5th 5th 5th 3rd 3rd SL X X or X X or X X or X X or X SGs
The programme’s primary outputs • A map of FM and client input required in all stages of the design and construction process • A handover Soft Landings process from construction to FM • A robust post-completion proving period • The FM Soft Landings Task Group will comprise Government FM practitioners, suppliers and industry bodies • The group will be run by the Government Property Unit and accountable to the Government Construction Board
A final report to be written by Nick Shaw of Vinci
soft landings core principles
The objective is to define a Soft Landings project by issuing a set of core principles. The principles must be adopted in their entirety in order for a construction project to be deemed a true Soft Landings project. The Core Principles have been developed by BSRIA working with the BSRIA Soft Landings User Group. They are aimed specifically at construction clients and their professional teams as guidance to inform Soft Landings project processes. In order to ensure that they are fulfilled, the Core Principles need to be upheld by the client, and owned by a project’s Soft Landings champions. These core principles could be expressed in a Soft Landings Code of Conduct drawn up for the project, similar to a considerate contractors’ set of statements, to which all parties would be willing signatories.
original The original 12 principles User Group Each principle, modified by the User Group members, blended and edited by Roderic Bunn Cabinet WP Each original principle as modified by the Cabinet office working party Final What we can agree today
The use of the term Soft Landings in connection with a construction project is valid only when : 1 The project has been procured as a Soft Landings project, and has explicitly original stated that the project will adopt the five work stages in the Soft Landings Framework User Group The project has been procured as a Soft Landings project, and project documentation explicitly states that the project will adopt the five work stages in the Soft Landings Framework Cabinet WP The project has been procured as a Soft Landings project will use the five work stages in the Soft Landings Framework as appropriate Final Agreed text
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