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					ACHIEVING EXCELLENCE FOR NORTHERN IRELAND
INFORMATION FOR REPORT TO THE PROCUREMENT BOARD AND PERMANENT SECRETARIES DATE: dd/mm/yy

RETURN FROM

AE CHAMPION:

A N Other (Name)

ON BEHALF OF:

________ ________________ (Dept/ Business Area)

Date:

dd/mm/yy

1

Report Sections
1. ACHIEVING EXCELLENCE CHAMPION’S ROLE 2. ACHIEVING EXCELLENCE 2ND GCCG ACTION PLAN

Page No 3 4 9 12 17 18 20

3. ACHIEVING EXCELLENCE 2ND GCCG ACTION PLAN – SUSTAINABILITY ACTION PLAN 4. NIAO REPORT - PSG ACTION PLAN 5. CONSTRUCTIONLINE 6. BUILDSAFE-NI 7. SUSTAINABLE CONSTRUCTION GROUP GUIDANCE

Guidance Notes: 1. AE Champions are not required to report on sections shaded in grey. 2. Responses should be in sufficient detail to allow the Procurement Board and Permanent Secretaries to assess progress. You may find it helpful to expand the table sections accordingly.

2

1. Achieving Excellence Champion’s Role
Item 1.1 Policy/Initiative Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

AE Champion to provide „stewardship statements‟ in relation to compliance Letter to PSG with all aspects of construction 10 Nov 2005 procurement policy. AE Champion to represent the Department or Agency on the Letter to PSG Government Construction Clients 10 Nov 2005 Group. Senior Responsible Owners to ensure construction procurement policy and Letter to PSG AENI is implemented at the project 10 Nov 2005 level.

PSG

Nov 2005

1.2

PSG

Nov 2005

1.3

PSG

Nov 2005

3

2. Achieving Excellence 2nd GCCG Action Plan
Item 2.1 Policy/Initiative GCCG Representation Departments are to review their GCCG representation with their Permanent Secretary. All significant spending areas identified in ISNI are to have a nominated GCCG representative. 2.2 Maintenance of 1st GCCG Action Plan requirements GCCG to report twice yearly to the Procurement Board on the maintenance of „Achieving Excellence for Northern Ireland - Implementation Programme‟. 2.3 PB(2005)26 PB GCCG CoPEs An AE Champion has been nominated for all significant spending areas identified in ISNI. Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

PB(2005)26

Oct 2005

Complete

PB GCCG CoPEs

May 2002

CPD to report to Procurement Board following receipt of these progress reports from each AE Champion.

Complete

Senior Responsible Owners for construction projects to attend an PB(2005)26 „Achieving Excellence in Construction‟ Masterclass. Construction projects to have trained Project Sponsors. Projects to be delivered by the application of best practice project management. PB(2005)26

PB GCCG CoPEs PB GCCG CoPEs PB GCCG CoPEs

Oct 2005

2.4

May 2002

2.5

PB(2005)26

May 2002

4

2. Achieving Excellence 2nd GCCG Action Plan
Item 2.6 Policy/Initiative Standard KPIs (as defined in GGCG paper P10, Nov 2002) to be calculated for all projects over £250k and results reported biannually to CPD. Project performance to be assessed by using post-project implementation reviews. Supplier satisfaction to be maintained at 90%. Departments to apply standard practices, for example: - procurement decisions based on value for money, not lowest cost; - risk and value mgt used on all projects in a structured manner; - output/performance specification used on all projects; - whole-life costing used to make VFM decisions; - robust change control mechanisms in place; and - standardised contract documents. Reference Document PB(2005)26
GCCG(02)P10

Endorsed By PB GCCG CoPEs PB GCCG CoPEs PB GCCG CoPEs

Date commitment first introduced

Status by the end of August

Forecast of Position at March 2008

May 2002

2.7

PB(2005)26

May 2002

2.8

PB(2005)26

May 2002

2.9

PB(2005)26

PB GCCG CoPEs

May 2002

5

2. Achieving Excellence 2nd GCCG Action Plan
Item Policy/Initiative Reference Document Endorsed By PB GCCG CoPEs PB GCCG CoPEs Date commitment first introduced Status by the end of August Forecast of Position at March 2008

2.10 Departments to use recommended technology, for example:- e-procurement systems; and - construction collaboration software.

PB(2005)26

May 2002

2.11 Departments to use lean project and financial approval chains. PB(2005)26 2.12 Departments to adopt partnering and team working as appropriate, for example:PB(2005)26 - use of integrated supply teams; and - use of incentives to improve VFM. 2.13 Departments to adopt procurement strategies based on best value in whole PB(2005)26 life costs and integrated supply chains. 2.14 Sustainability Action Plan Achievement of targets set in the „Achieving Sustainability in Construction PB(2005)26 Procurement – Sustainability Action Plan‟ (SAP) as extended to March 2008.

May 2002

PB GCCG CoPEs

May 2002

PB GCCG CoPEs

May 2002

PB GCCG CoPEs

May 2002

Detail in Section 3 of this report

Detail in Section 3 of this report

6

2. Achieving Excellence 2nd GCCG Action Plan
Item Policy/Initiative Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

2.15 Policy Framework for Construction Procurement The Procurement Board and PSG have committed their continuing support for the „Policy Framework for Construction Procurement‟. GCCG members will strongly promote the policy framework within their areas of responsibility and report progress twice yearly to the Procurement Board on the application of the policy. 2.16 Procurement & Contract Strategies Departments to work with CPD/SIB to develop procurement and contract strategies for the delivery of ISNI and make this information available to the construction market place. Departments should also work with SIB and CPD to improve client capability. PB GCCG CoPEs PB GCCG CoPEs CPD to report to Procurement Board following receipt of these progress reports from each AE Champion.

PB(2005)26

May 2004

Complete

PB(2005)26

Apr 2005

7

2. Achieving Excellence 2nd GCCG Action Plan
Item Policy/Initiative Departments will implement the recommendations of „Achieving Excellence in Construction – Procurement Guide 06 – Procurement and Contract Strategies‟. In particular, all Government Construction Clients will develop procurement and contract strategies aligned to the preferred integrated procurement routes (PFI, Prime Contracting or Design & Build). Traditional procurement routes will only be used if they demonstrably add value in comparison to the three recommended routes. 2.17 Additional activities Departments to assess their construction management capability by assessment against the Maturity Grid included in NAO report, “Improving Public Services through Better Construction” and agree Action Plans to improve the required level of competence as a Construction Client organisation. Departments to seek third party surveillance of progress against the Action Plan, e.g., by Internal Audit. Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

PB(2005)26

PB GCCG CoPEs

Apr 2005

PB(2005)26

PB GCCG CoPEs

Oct 2005

PB(2005)26

PB GCCG CoPEs

Oct 2005

8

3. Achieving Excellence 2nd GCCG Action Plan – Sustainability Action Plan
Item Policy/Initiative Achievement of targets set in the „Achieving Sustainability in Construction Procurement – Sustainability Action Plan‟ (SAP) as extended to March 2008. 3.1 Re-use existing built assets 100% of projects to use „whole life cost‟ assessment as part of the technical appraisal for decision to build new or refurbish/re-use existing assets. 100% of projects to have criteria for evaluation of sustainability included in procurement procedures. 3.2 Design for minimum waste All projects to have plans to meet targets in line with the Waste Management Strategy for Northern Ireland. 100% of projects measure performance and report as part of post project reviews against construction industry benchmarks where established. 3.3 Minimise energy in construction and in use All new projects to set targets for „in use‟ energy consumption which meet at least current best practice for construction type. PB(2005)26 SAP PB GCCG CoPEs PB GCCG CoPEs PB GCCG CoPEs PB GCCG CoPEs Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

PB(2005)26 SAP PB(2005)26 SAP

Nov 2003

Nov 2003

PB(2005)26 SAP

Nov 2003

PB(2005)26 SAP

Nov 2003

PB GCCG CoPEs

Nov 2003

9

3. Achieving Excellence 2nd GCCG Action Plan – Sustainability Action Plan
Item Policy/Initiative 100% of projects to measure and report as part of post project reviews, performance against established energy consumption benchmarks. 3.4 Do not pollute 100% of projects include in the specifications performance criteria for contractors in relation to pollution. 3.5 Preserve and enhance bio-diversity Government bodies to take due account of the „Biodiversity in Northern Ireland – Recommendations to Government for a Biodiversity Strategy‟. In planning new construction take all reasonable measures to protect habitat and species. Report actions taken in post project reviews. 3.6 Conserve water resources Set targets for water consumption that meet at least current best practice for construction type. 100% of projects to measure and report as part of post project reviews, performance against water consumption benchmarks. PB(2005)26 SAP PB(2005)26 SAP PB GCCG CoPEs Nov 2003 Reference Document PB(2005)26 SAP Endorsed By PB GCCG CoPEs PB GCCG CoPEs Date commitment first introduced Status by the end of August Forecast of Position at March 2008

Nov 2003

PB(2005)26 SAP

Nov 2003

PB(2005)26 SAP

PB GCCG CoPEs

Nov 2003

PB GCCG CoPEs

Nov 2003

PB(2005)26 SAP

PB GCCG CoPEs

Nov 2003

10

3. Achieving Excellence 2nd GCCG Action Plan – Sustainability Action Plan
Item 3.7 Policy/Initiative Respect for People 100% of projects to have procedures for procurement which include criteria for the evaluation of competence, resources and commitment of designers and contractors in relation to health and safety, training and engagement with local communities. 100% of projects to monitor user satisfaction following occupation. 3.8 Set targets Review and up-date targets in Sustainability Action Plan at six-month intervals and report biannually as part of AENI updates. All new projects to carry out environmental assessment using BREEAM or equivalent. All new build projects to achieve an „excellent„ rating. (Refurbishment Projects to achieve at least „very good‟). Use existing and new Performance Indicators (for sustainability and respect for people as they are developed) to monitor progress and continuous improvement. PB(2005)26 SAP PB GCCG CoPEs Nov 2003 PB(2005)26 SAP PB GCCG CoPEs Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

Nov 2003

PB(2005)26 SAP

PB GCCG CoPEs

Nov 2003

PB(2005)26 SAP

PB GCCG CoPEs

Nov 2003

PB(2005)26 SAP

PB GCCG CoPEs

Nov 2003

11

‘Modernising Construction Procurement NI’ (NIAO 161/03, 3 March 2005) 4. NIAO Report - PSG Action Plan
Item CENTRAL INITIATIVE/ BEST PRACTICE Information on Construction Procurement Spend NIAO REPORT RECOMMENDATION/COMMENTS Accurate and comprehensive management information is essential to inform procurement policy. The Report recommends that CPD gives priority to putting in place processes to gather information on construction procurement spend. The Report also recommends that information on expenditure on grants is also compiled. PROPOSED ACTION Status by the end of August Forecast of Position at March 2008

4.1

CPD is to request Finance Directors CPD will request details of grant to provide returns for all construction spending on construction annually. spend including grant funding. Procurement and contracts strategies for most market sectors are in place. CPD will work with SIB and the The remaining sector strategies are at Departments to develop processes an advanced stage and Departments are working with CPD and SIB to that support the delivery of ISNI. review progress on ISNI I and develop strategies for the delivery of ISNI II. CPD has the approval of the Procurement Board to extend AE by 3 years. CPD is to discuss proposals to re-invigorate and extend AE with the Procurement Board in April 2005. The Procurement Board approved the 2nd GCCG Action Plan at its meeting in October 2005, extending AE to March 2008.

Complete

Complete

4.2

Achieving Excellence for Northern Ireland

The Report is very critical of the lack of reporting by Departments on progress on their Action Plans and Implementation Programme. The Report recommends that CPD and GCCG take a more proactive role in pushing the initiative forward. The Report is also critical of GCCG‟s monitoring of key performance indicators. The Report further recommends that the initiative should be extended in time.

Complete

GCCG to report through CPD twice CPD to report to Procurement Board yearly to the Procurement Board on following receipt of these progress AE Implementation Targets and KPIs. reports from each AE Champion.

Complete

12

‘Modernising Construction Procurement NI’ (NIAO 161/03, 3 March 2005) 4. NIAO Report - PSG Action Plan
Item CENTRAL INITIATIVE/ BEST PRACTICE Achieving Excellence for Northern Ireland Contd.. The Report notes that grants account for 27 per cent of the total construction spend, most notably in terms of grants to Housing Associations and voluntary and maintained schools. The Report recommends a review of the status of grant-giving and recommends specific consideration is given to how the benefits of „Achieving Excellence‟ could be extended to grants given for the purpose of construction procurement. 4.3 Achieving Sustainability NIAO REPORT RECOMMENDATION/COMMENTS PROPOSED ACTION Status by the end of August Forecast of Position at March 2008

The Procurement Board approved the Proposals for new GCCG Action Plan nd 2 GCCG Action Plan at its meeting in and Implementation Programme to be October 2005 which extends AE to submitted to the Procurement Board. March 2008. CPD is currently developing guidance CPD is addressing this issue with the on those aspects of Achieving Procurement Board. The Report Excellence for NI that should be notes this progress. extended to grants.

Complete

Complete

Departments with significant grant spending on construction (DSD, DE DEL and DCAL) to work with CPD and SIB to develop a procurement strategy for their market sector that will follow the AE agenda.

The Report welcomes the CPD is reviewing the Action Plan development of the Sustainability against OGC Achieving Excellence in Action Plan. Construction – Procurement Guidance 11 – Sustainability. It is proposed to incorporate the Action Plan into the extended „Achieving Excellence for NI‟ initiative.

The Procurement Board endorsed the extension of the Sustainability Action Plan to March 2008 at its meeting in October 2005. This extension is aimed at driving further development of sustainable construction processes.

Complete

13

‘Modernising Construction Procurement NI’ (NIAO 161/03, 3 March 2005) 4. NIAO Report - PSG Action Plan
Item CENTRAL INITIATIVE/ BEST PRACTICE Gateway Review Process NIAO REPORT RECOMMENDATION/COMMENTS The Report notes that no construction projects had been submitted to the Gateway Controller for review. The Report recommends that Departments should fully participate in the Gateway Review process both in terms of carrying out reviews on projects and providing staff for review teams. PROPOSED ACTION Status by the end of August Forecast of Position at March 2008

4.4

CPD has commenced a review of the implementation of the Gateway Review Process and will discuss proposals with the Procurement Board in April 2005.

Further proposals are being prepared by CPD to focus the application of the Gateway Review process. Proposals, Reapplication of Gateway Review policy for consideration by GCCG, include complete establishing a financial threshold of £10m above which all projects will be subject to Gateway Review.

Risk Potential Assessments (RPA) to (Please attach any outstanding RPA be calculated for all projects and data previously requested by CPD to Gateway Reviews undertaken for all this report) The Report recommends that DFP projects scoring 31 or more, or at take a proactive role in encouraging least one at 25 per Dept. per year. participation. GCCG members to prepare Gateway (Please attach a copy of your project Review strategy (including process review/ management procedures) for management of low risk projects) for their Department/sector. The Report is critical of the proposals for projects classified as low risk under the Risk Potential GGCG and PPG will review proposals Assessment. The Report Proposals for low risk projects to be for low risk projects on receipt of GCCG recommends that proposals for low agreed by GCCG & PPG. members‟ strategies. risk projects are reconsidered.

Proposals agreed

14

‘Modernising Construction Procurement NI’ (NIAO 161/03, 3 March 2005) 4. NIAO Report - PSG Action Plan
Item CENTRAL INITIATIVE/ BEST PRACTICE Rethinking Construction Initiatives NIAO REPORT RECOMMENDATION/COMMENTS The Report notes the decision by DFP to focus on NI participation in the Movement for Innovation (M4i) initiative only. The Report is critical of the non-participation in the Housing Forum given that although 3,000 houses were built by Housing Associations in three years only one housing project was submitted to M4i. PROPOSED ACTION CPD will engage with DSD who will bring forward proposals on this issue. CPD notes that social housing attracts the second largest spend in ISNI and are currently discussing the procurement strategy for social housing with DSD. The feasibility of using supply chain frameworks social housing projects considered as part procurement strategy. integrated to deliver is being of the Status by the end of August Forecast of Position at March 2008

4.5

The Report recommends that consideration is given to Northern Ireland‟s participation in the Housing Forum. 4.6

DSD to prepare strategy for engagement with Housing Forum and the Constructing Excellence Centre for NI (CENI). Complete

Integration of The Report recommends that CPD CPD to seek further endorsement of Integrated procurement routes have Design ensures that all CoPEs are made fully preferred integrated procurement been repeatedly promoted through aware of preferred integrated routes from Procurement Board. Procurement Board, PPG and GCCG. procurement routes.

15

‘Modernising Construction Procurement NI’ (NIAO 161/03, 3 March 2005) 4. NIAO Report - PSG Action Plan
Item CENTRAL INITIATIVE/ BEST PRACTICE NIAO REPORT RECOMMENDATION/COMMENTS PROPOSED ACTION Status by the end of August Forecast of Position at March 2008

CPD to ensure Procurement Board The second GCCG Action Plan endorsement is understood by endorsed by the Procurement Board CoPEs. specifically requires Government Construction Clients to develop procurement and contract strategies aligned to the preferred integrated procurement routes (PFI, Prime Contracting or Design & Build). All CoPEs have been advised. 4.7 Performance Measurement OGC is to carry out further work on the definition of methodology for calculating VFM gains. The Report recommends that DFP monitors the outcome of this work and considers it for incorporation in any future guidance. Produce VFM measurement toolkit and guidance. Implement reliable systems to report VFM gains to CPD using guidance and ensure adequate training given. CPD Guidance Note 01/05 Issued Aug 05 Web based reporting database in place and training provided for CoPEs

Complete

Complete

Complete

CoPES to implement reliable systems (Please confirm that VFM gains are The Report recommends that to measure and report VFM gains to being proactively identified and the reliable systems are in place to CPD. CPD database is up to date) produce KPIs and VFM gains and adequate training given. CoPEs to implement reliable systems to measure and report KPIs on all projects above £250k.

Detail in section 2.6 of this report

Detail in section 2.6 of this report

16

5. Constructionline
Item 5.1 Policy/Initiative Constructionline pre-qualification to be used for all contractors and consultants tendering for Public Sector works contracts under EU Threshold (includes grant-funded projects). Extension to include pre-qualification and selection of contractors for projects <£30k (Consultants under £5k) and second tier suppliers by specification. Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

GCCG/ CoPEs

Oct 2002

5.2

CoPEs

Oct 2006

17

6. Buildsafe-NI
Item 6.1 Action 2 Include contract condition that all operatives possess evidence of appropriate H&S training. 6.2 Action 3 (Supersedes Action 1) Include requirement that all contractors seeking to tender for public sector contracts (under EU Threshold) have third party accreditation of their H&S management system. Include requirement within specification for public sector contracts (above EU Threshold) that contractor is required to achieve third party accreditation of H&S management system. Complete rigorous assessment of H&S as part of procurement process. Policy/Initiative Reference Document GCCG First Buildsafe-NI Action Plan GCCG First Buildsafe-NI Action Plan Guidance Note GCCG First Buildsafe-NI Action Plan Guidance Note GCCG First Buildsafe-NI Action Plan Guidance Note GCCG Second Buildsafe-NI Action Plan Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

GCCG/ CoPEs

Dec 2004

GCCG/ CoPEs

Apr 2006

GCCG/ CoPEs

Apr 2006

GCCG/ CoPEs

Apr 2006

6.3

Action 4 Include condition that the Principal Contractor provides a report on H&S at each site meeting.

GCCG/ CoPEs

Apr 2005

18

6. Buildsafe-NI
Item 6.4 Action 5 Selection criteria for consultant to require a rating of not less than 2 in all categories of the HSENI‟s SelfAssessment of Commitment to Duties under the CDM Regulations. 6.5 Action 6 To ensure that public sector construction staff possess evidence of appropriate health and safety training. GCCG Second Buildsafe-NI Action Plan GCCG/ CoPEs April 2005 Policy/Initiative Reference Document Endorsed By Date commitment first introduced Status by the end of August Forecast of Position at March 2008

GCCG Second Buildsafe-NI Action Plan

GCCG

April 2005

19

7. Sustainable Construction Group Guidance
Item 7.1 Policy/Initiative Roles and Responsibilities of CPD, GCCG, and CoPEs in relation to sustainable construction. A minimum of 10% of the material value of the project should derive from recycled or reused content. Minimisation and proper disposal of construction, demolition and excavation waste in public procurement contracts and requirement for Site Waste Management Plans. Promote the reuse and recycling of bulk inert materials in construction in order to reduce consumption of natural resources, energy, transport costs and waste going to landfill and report biannually to CPD reused/recycled content. Considerate Constructors Scheme All sites above £200k to be registered with Considerate Constructors' Scheme SCG GN 5 Reference Document SCG GN 1 Endorsed By PB GCCG CoPEs PB GCCG CoPEs PB GCCG CoPEs Date commitment first introduced April 2006 Status by the end of August Forecast of Position at March 2008

7.2

SCG GN 2

April 2006

7.3

SCG GN 3

April 2006

7.4

SCG GN 4

PB GCCG CoPEs

April 2006

7.5

GCCG CoPEs

Oct 2006

20

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