BG 45/2014 How to Procure Soft Landings

Cover_Soft Landings cover.qxd 25/02/2014 09:40 Page 2

www.softlandings.org.uk

how to Procure Soft Landings Specifications and supporting guidance for clients, consultants and contractors

By Roderic Bunn

www.bsria.co.uk BSRIA BG 45/2014 soft Landings procurement update 200214_Layout 1 24/02/2014 13:40 Page 1

Acknowledgements

How to Procure Soft Landings was authored by BSRIA’s Roderic Bunn with assistance from members of the Soft Landings User Group.

BSRIA would like to give special acknowledgement to individuals and organisations who served on the Soft Landings Procurement Working Group and who provided specific content and technical assistance:

Ashley Bateson, Hoare Lea Gavin Lang, Buro Happold Mark Savage, The Energy Solutions Group Howard Tinkler, Sir Robert McAlpine Tamsin Tweddell, Max Fordham LLP James Warne, Boom Collective Ant Wilson, AECOM

BSRIA also acknowledges the input from members of the BSRIA Soft Landings User Group, an industry network of Soft Landings practitioners:

AECOM Hampshire County Council AEDAS Heriot Watt University ARUP Hoare Lea & Partners Balfour Beatty Kier Western BDP Max Fordham LLP Buro Happold Mitie Castleoak Morgan Sindall End Systems N G Bailey E-Documents Sir Robert McAlpine The Energy Solutions Group Skelly & Couch Engineering Services Consultancy Wates Essex County Council Willmott Dixon Fulcrum Mott McDonald Zisman Bowyer & partners

BSRIA also thanks other organisations and individuals who contributed ideas and concepts reproduced in this guide with their kind permission. BSRIA acknowledges the assistance from Architype and Lisa Pasquale with examples of Soft Landings aftercare documentation.

Developed with the SOFT LANDINGS USER GROUP

how to PROCURE SOFT LANDINGS Specifications and supporting guidance for clients, consultants and contractors

All rights reserved. Although this work in its entirety is subject to the publisher’s copyright, permission is granted to users to reproduce and modify extracts for practical use in project documentation

BSRIA BG 45/2014 March 2014 ISBN 978-0-86022-729-8 Printed by Imagedata Group soft Landings procurement update 200214_Layout 1 25/02/2014 12:25 Page 3

Contents

Introduction 5

Soft Landings essentials 7 Soft Landings Core Principles 7 The client’s role 8 Principles of procurement and tendering 9 Performance criteria 10 Human factors 10 Pre-qualification 10 Invitation to tender 11 The tender interview 12 Budgeting for Soft Landings 12 Setting roles and responsibilities 14 Key sub-contract packages 15 Procuring aftercare services 15 Aftercare contracts 16 Post-occupancy evaluation 17 Expert advice 18 Alignment of Soft Landings with the RIBA Plan of Work 2013 19

Clients appointing design professionals 21 Stage 1: Inception and briefing 21 Stage 2: Design development and review 23

Clients appointing main contractors 26 Stage 1: Inception and briefing 26 Stage 2: Design development and review 31 Stage 3: Pre-handover 33 Stage 4: Initial aftercare 39 Stage 5: Extended aftercare and POE 43

Main contractors appointing sub-contractors 46 Core requirements 47 Stage 2: Design development and review 48 Stage 3: Pre-handover 48 Stage 4: Initial aftercare 49 Stage 5: Extended aftercare 50 Specific sub-contractor requirements: BMS and controls 50

Co-ordinating Soft Landings 52

The role of the commissioning manager 55

Post-occupancy evaluation 58