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2012 Construction Commitments - Affordable Housing Providers
Section A - Procurement and Integration
TGP Sponsor- Danny Kaye
A successful procurement policy requires ethical sourcing, enables best value to be achieved and encourages the early involvement of the supply chain. An integrated project team works together to achieve the best possible
solution in terms of design, buildability, environmental performance and sustainable development.
Requirement KEY Action Who? Timescale Comments/Evidence
Procurement decisions will be TGP: MW/DK PT: XXX TGP: 1. Now implemented Encourage use of small, local and specialist BME organisations on suitable projects. Framework allows 40% flexibility -
transparent, made on best value 1. Implement and maintain framework agreement for 2R: XXX VAHT: XXX monitor % of work that falls into this catrgory on an annual basis. 2. MW leading on this work 3. Minutes of project planning and project meetings
Ongoing
rather than lower cost, use evaluation consultants and contractors BCHG: XXX GLOSHA: (or partnership company equivalent) will be on scheme files. 4. HQI scores gathered by BST from IMS 6. Implement through Policy/Procedure
criteria and where appropriate, XXX change with Partnership Company consultation. 7. 30 day payments to be agreed unless otherwise agreed or altered payment terms on an
specialist advisors, whilst TGP: MW/DK PT: XXX exception basis. This works both ways with unfair demands for payments (14 days) by contractors/consultants being govorned by this
encouraging the contribution of 2. Use of standardised evaluation criteria in the implementation - again with Partnership Company consultation. 8. Check annual total held with Finance and reduce % year on year. Note: it is not
2R: XXX VAHT: XXX
Fair Payment Policies assessment of contract tenders which will identify Dec-09 entirely clear what interelation is between unfair payment practices and defects free construction. Partnership Company monitoring will be more
smaller, specialist, or BME BCHG: XXX GLOSHA:
best value, rather then selection on price. complex as they have individual financial control.
organisations. XXX
3. Involve all stakeholders early in project through 9. It is important to ensure that key duties are negotiated and agreed to prevent confusion over roles and responsibilities later in the project.
TGP: RDM PT: XXX Documentation of project meetings to be on file and updated as project progresses. Ensure this good practice is Partnership wide. 10. RDM's or
project meetings. These should begin with clear
2R: XXX VAHT: XXX ADM's or equivalent to guide this process as necessary. Clear brief and method statement will also ensure that consultants and contractors are
All members of the construction team project brief, definition of success and clearly Ongoing
BCHG: XXX GLOSHA: focused on delivering our scheme rather than theirs. Ensure this good practice is Partnership wide. 11. Each Project Manager to assess risk and
will be identified and involved at an minuted with action points, responsibilities defined
XXX identify measures to manage and mitigate risk to each project at the various project stages (feasibility to completion) and have updated on file at
early stage, particularly during the and assigned to stakeholders.
all times. Ensure this good practice is Partnership wide. 12. The contract should have wording that ensures this mechanism is in place. DPM /
design process, and encouraged to TGP: RDM/BST PT: RDM or equivalent to ensure that we have evidence on the scheme file to this end, before arbitration processes are engaged as per contract.13.
work collaboratively. 4. Monitoring of HQI scores. Collate and review HQI XXX 2R: XXX VAHT:
Dec-09 Look specifically at now gaining supplier buy in to the same policy if they wish to work in conjunction with the Guinness Partnership. This can be
scores input onto IMS. XXX BCHG: XXX achieved by promoting the principals through the framework.
GLOSHA: XXX
TGP: MW PT: XXX 2R: PT:1. Due to size of Peabody’s development program Peabody will deliver transparent and best value procurement by procuring consultants on a
Collaborative Working
Supply chain partners will be required 5. Framework agreements to be revised to include XXX VAHT: XXX case by case basis. Or framework for Consultants only? 2. Tender evaluation process has been established in conjunction with Finance and
Dec-09 Procurement. 3. Project brief to be circulated to project team at tender stage. 4. HQIs into IMS. 5. N/A to Peabody yet 6/7. Look at how this can be
to demonstrate their competency, clear performance management criteria. BCHG: XXX GLOSHA:
their commitment to integrated XXX enforced. 8. 9. Duties of each project team member to be discussed at initial project inception meetings and at monthly site meetings. Meetings
working, innovation, sustainability TGP: BST PT: XXX are minuted. Appropriate insurance policies are outlined in Peabody’s CPPS and are a requirement within standard JCT contracts.10. Projects to
and to a culture of trust and commence with brief. 11. A risk matrix is compiled by Project Manager prior to SOS- when on site, risk register to be maintained by EA- updated
6. Introduce standard payment on time terms in 2R: XXX VAHT: XXX
Mar-10 monthly and circulated to project team. 12. All contracts to include a provision for dispute resolution. This is reinforced at project inception
transparency. supply chain BCHG: XXX GLOSHA:
meetings. 13. Peabody has an Equality and diversity policy. It is a requirement for suppliers, contractors and consultants who wish to be on
XXX
Peabody’s approved list that they provide a copy of their policy.
TGP: BST/JH PT: XXX
7. Clarify Payment on Time policy. Review
To ensure effective and equitable 2R: XXX VAHT: XXX
development procedures to include requirement to Mar-10
cashflow for all those involved, all BCHG: XXX GLOSHA:
pay within 30 days of receiving the invoice.
contracts will incorporate fair XXX
payment practices, such as payment
Early Contractor Involvement
2R:
periods of 30 days, no unfair
withholding of retentions, project TGP: BST/Fin PT: XXX
bank accounts, where practicable and 8. Ensure we have a policy to make sure that
2R: XXX VAHT: XXX
retentions monies are not held unfairly unless we Mar-10
cost effective, and will include BCHG: XXX GLOSHA:
have cited specific issues.
mechanisms to encourage defects XXX
free construction.
TGP: DK/RDM PT: XXX
9. Clearly minuted project meetings with action
2R: XXX VAHT: XXX
The duties of each project team points recorded on file setting out duties in relation to Dec-09
BCHG: XXX GLOSHA:
member will be identified and shared key areas of risk, such as project insurance.
XXX
at the outset of the project and
TGP: DK PT: XXX 2R: VAHT:
appropriate insurance policies, such
10. Create clearly defined project brief and delivery XXX VAHT: XXX
as project insurance, put in place. Dec-09
method statement at the outset of each project. BCHG: XXX GLOSHA:
XXX
Best Value
Risks will be clearly identified, 11. Create and implement a risk matrix from TGP: BST/DK PT: XXX
financially quantified and allocated in feasibility to form part of all approval gateways 2R: XXX VAHT: XXX
Dec-09
line with each party’s ownership and through to completion at identified stages. Ensure it BCHG: XXX GLOSHA:
ability to manage the risk. is used and documented on each project. XXX
BCHG:
Transparency
12. The contract documentation currently includes
All contracts will have an informal and provision for arbitration. Review this to ensure that it TGP: MW PT: XXX 2R:
non-confrontational mechanism to promotes dialogue in order to minimise confrontation. XXX VAHT: XXX
Mar-10
manage out disputes. Need to document on the scheme file that non- BCHG: XXX GLOSHA:
confrontational / informal methods have failed before XXX
going to arbitration
GLOSHA:
The client is expected to have an
TGP: MW PT: XXX 2R:
equality and diversity policy, promote 13. We have partnership wide buy-in on Equality and
XXX VAHT: XXX
its principles to its supply chain Diversity through group policy and this has been Mar-10
BCHG: XXX GLOSHA:
partners and monitor supply chain furthered through work on KLOE's
XXX
application.
2012 Construction Commitments - Affordable Housing Providers
Section B - Client Leadership
TGP Sponsor- Raj Upadhyaya
Client leadership is vital to the success of any project and enables the construction industry to perform at its best.
Requirement KEY Action Who Timescale Comments/Evidence
1. Provide structure charts that clearly identify the TGP: 1. Details of current project and staffing resources (project leaders and reporting staff for the project) should be captured. Details to be
The client structure and TGP: RDM PT: XXX 2R: XXX
project management chain of command and fall included on project files so audit can see who worked on any given project.2. This information is now available from the GDP pipeline in many
responsibilities will be clearly VAHT: XXX BCHG: XXX Dec-09
back cover positions should staff become ill or different cuts. 3. This process will take place under TOM and has already started on a Partnership wide basis for staged delivery until 2010. 4.
identified and adequately GLOSHA: XXX Partnership Intranet now operational. Policies and Procedures review at a Partnership level has begun and will continue over 2009 (Midsummer
Defects Policy
leave.
resourced to ensure continuity and then BST led). Intranet opened up to GDP? 5. Process underway - KPIs to be shared across TGP and GDP? 6. This information will
TGP: RDM/BST PT: XXX 2R:
in leadership for the duration of 2. Publish list of current projects and project compliment or possibly even feed into project meeting which takes place approximately a year after handover. Lessons learned can be fed back
XXX VAHT: XXX BCHG: XXX Ongoing
the project. leaders into Development Team Meetings and should be held on project file. 7. For Consultants Framework consultants this is done through KPI
GLOSHA: XXX
measurement and GP feedback on performance. The same will be implemented for Contractor Framework.
TGP: IMT/TOM PT: XXX 2R:
3. Implement group wide uniformity of Investment
XXX VAHT: XXX BCHG: XXX Ongoing
staffing structure and responsibilities
GLOSHA: XXX
There will be client commitment
8. All projects require PFR and only fully funded rented projects do not require PRG approval. Use of Hometrack to become ingrained, site
to best practice guidelines and
Flexible procurement policy
valuations, marketing reports etc all currently used. 9.Success for a project must be defined on an individual basis and project briefs should be
engendering cooperation with
4. Use of intranet to improve communications, TGP: GM/BST/MW PT: XXX written for internal and external use. Some offices currently produce briefs whilst others do not - move to a position of all producing briefs.
all organisations involved in the Financial checking and targeting surrounding projects are very thorough within GT and GP and do not require review.10. Champions have been
standardisation of policies and procedures and 2R: XXX VAHT: XXX BCHG: Mar-10
project. identified for design, team-working, innovation, health and safety, and sustainability. Introduce best practice guidelines for these areas (simple and
disseminate information on best practice. XXX GLOSHA: XXX
1/2 page of A4 for each). 11. Ensure consultants and contractors are vetted appropriately and performance monitored against KPI and lessons
learned docs.
5. Integrate KPIs across TGP and GDP? and TGP: BST PT: XXX 2R: XXX
monitor performance. Benchmark defects to drive VAHT: XXX BCHG: XXX Mar-10
A clearly expressed, well
reduction in defects GLOSHA: XXX 12. Ensure staff we appoint have appropriate experience / training and qualifications. As staff take courses, gain qualifications or exceed in certain
researched impact and financial
appraisal for the project will be 6. Create a 'lessons learned' report from individual areas we should identify this and keep a record of investment staff specialisations for appropriate focus of work and advice. 13. Liaise with Helen
TGP: RDM/DPM PT: XXX Anderson, Group Head of Procurement for stats and successes. Set up formal way of measuring how the Procurement team helps Investment. 14.
developed for major DPM's or equivalent which will comment on
2R: XXX VAHT: XXX BCHG: Dec-09 GT defects process will be impacted by TOM and as such, a wait and see approach is being adopted until impact of TOM understood. Interim
development proposals. contractor and consultant performance and other
XXX GLOSHA: XXX defects measures are in place. 15. Use information gained from analysis of defects problems, commonalities and lessons learned to feed into
issues learned from during the project.
framework contracts to stop defects at source. 16. Levered through strong relations with contractors
Clear financial objectives
A detailed brief with clear TGP: MW PT: XXX 2R: XXX PT: 1. EA to compile a contact chart and inception and updated throughout process 2. 3. 4. PT has a number of procedures within CPPs to
7. Review performance management of
financial objectives, programme VAHT: XXX BCHG: XXX Dec-09 ensure inter company communication. This is designed to engender co-operation throughout the organisation. External communication managed
contractors and consultants
and definition of what is meant GLOSHA: XXX by Project Manager. 5. 6. 7. 8. PT has standard appraisal model used on all schemes. This is managed by Finance with input from
by success will be developed by development and Sales and Marketing. The CPPs outline key stages where approval is required- a finanical assessment is required at all of these
the client before the design 8. Major developments to be discussed at Project TGP: ADM PT: XXX 2R: XXX stages. 9. Project Brief to be developed for all schemes at inception. 10. PT champions by appointing quality consultants. Internal training to
stage for all projects and this Review Group meetings or equivalent with full VAHT: XXX BCHG: XXX Ongoing ensure that staff are up to date on latest practices in development. Select staff to champion areas? 11. 12. Procurement strategy developed by PT
reports including marketing and financial info. GLOSHA: XXX assistant director for procurement and VFM. CPPs on intranet. 13. 14. PT - project manager to have input at project inception. ERs to be reviewed
will be shared at the outset with
all those involved. after each project- lessons learnt.
The client will champion best 9. Make sure that all projects have a detailed brief TGP: RDM PT: XXX 2R: XXX
practice in design, team- in place before the design stage that includes VAHT: XXX BCHG: XXX Mar-10
working, innovation, health and financial objectives and definition of success etc. GLOSHA: XXX
safety, and sustainability, and
TGP: IMT PT: XXX 2R: XXX 2R:
demand an appropriately trained 10. Identify champions for best practice for the
Champion best practice
VAHT: XXX BCHG: XXX Mar-10
and qualified workforce. different areas of work
GLOSHA: XXX
A clear, collaborative and TGP: MW PT: XXX 2R: XXX
11. Ensure we appoint appropriately trained /
flexible procurement policy will VAHT: XXX BCHG: XXX Ongoing
experienced consultants and contractors
be developed by the client. GLOSHA: XXX
TGP: BST PT: XXX 2R: XXX VAHT:
The client will work within the 12. Ensure that we have an appropriately trained
VAHT: XXX BCHG: XXX Mar-10
project team from the outset of workforce
GLOSHA: XXX
the project to identify and
TGP: Procure/BST PT: XXX
manage project risks.
13. Monitor procurement policies and strategy 2R: XXX VAHT: XXX BCHG: Ongoing
XXX GLOSHA: XXX
TGP: BST/RRD PT: XXX 2R: BCHG:
Clear Vision
14. Review defects procedures to achieve a
XXX VAHT: XXX BCHG: XXX Mar-10
The client will strive towards a consistent approach
GLOSHA: XXX
zero defects policy and ensure
TGP: RRD/MW PT: XXX 2R: GLOSHA:
that any defects which might 15. Apply results of defects analysis to new
XXX VAHT: XXX BCHG: XXX Mar-10
adversely affect the occupiers contracts
GLOSHA: XXX
enjoyment of the home are
rectified prior to handover. TGP: MW PT: XXX 2R: XXX
16. Consult & work with suppliers on how to
VAHT: XXX BCHG: XXX Dec-09
achieve zero defects
GLOSHA: XXX
2012 Construction Commitments - Affordable Housing Providers
Section C - Design Quality
TGP Sponsor- Stephen Lodge
The design should be creative, imaginative, sustainable and capable of meeting delivery objectives. Quality in design and construction utilising the best of modern methods will ensure that construction projects meet the
needs of all stakeholders, both functionally and architecturally, for 2012 and beyond.
Requirement KEY Action Who Timescale Comments/Evidence
TGP: SL PT: XXX 2R: TGP: 1. Design brief to be finalised and implemented. Design and specification should allow variations on a basic "theme" depending on
XXX VAHT: XXX what/where/etc. 2. Define training Programme for staff 3. Produce procurement and selection process. Appoint framework consultants. 4. Produce
1. Review or re-launch briefing requirements Mar-10
BCHG: XXX GLOSHA: re-fined architecture guide. 5. Project of awareness raising at all levels of the Investment team. 6. Further work on house types is attached to the
XXX design guidance work. 7. 8. Regular reporting of tenant feedback. Design questionnaires and process for administering them. Establish reporting
The client will produce a clear Communication Tools 2. Develop systems and amend development
and 'lessons learned' system. 9. Scope a project on benchmarking. 10. 11. Design and Tech working group. Define objectives and reporting
brief before design commences. TGP: SL PT: XXX 2R: mechanisms. 12.
checklist to provide guidance for staff and more
XXX VAHT: XXX
training for staff on the actual development process Mar-10
BCHG: XXX GLOSHA:
of design and construction and how to be a good
XXX
client.
PT: 1. a project brief is developed for all schemes at Inception. 2. 3. Designers are selected according to ability and quality, together with other
TGP: SL PT: XXX 2R: criteria appropriate to the scale and complexity of the project. Designers are taken from PT approved list to ensure they are of sufficient quality. 4.
3. Finalise new procurement & selection process XXX VAHT: XXX PT employs a full time landscape manager to ensure that every opportunity to encourage good landscaping and high quality public realm is taken
Designers will be selected Ongoing
procedures in relation to framework appointees BCHG: XXX GLOSHA: into account 5. The brief created at inception stage allows contractors and consultants to question and feed into the brief from the outset and
according to ability and quality, XXX ensures that the design meets the needs contained therein but is also build able and maintainable. This process is overseen by the appointed
together with other criteria
CDM co-ordinator. 6. The brief contains a section on targets and standards e.g. CSH and DQS. The brief is customised for each scheme to ensure
appropriate to the scale and
Encourage Visionary Design
TGP: SL PT: XXX 2R: the more specific requirements such prefabrication are properly applied. 7. 8. 9. 10. PT tests its design approach by involving contractors at the
complexity of the project. XXX VAHT: XXX
4. Production of new architecture guide Mar-10 earliest possible stage. 11.PT embodies a collaborative approach- the CPPs formalise this process by requiring sign off by stake holders at key
BCHG: XXX GLOSHA: points. 12.
XXX
TGP: SL PT: XXX 2R: 2R:
5. Produce check list to show that - at completion - XXX VAHT: XXX
Every opportunity will be taken to Dec-09
the built complies with the initial project brief. BCHG: XXX GLOSHA:
encourage visionary designs,
XXX
including green spaces, good
landscaping, art and sculpture, TGP: SL PT: XXX 2R:
6. Trial standard house types on a sample of XXX VAHT: XXX
and high quality public realm. Mar-10
schemes BCHG: XXX GLOSHA:
XXX
TGP: SL PT: XXX 2R:
The design must suit the needs
7. Review process & product from stakeholder XXX VAHT: XXX
outlined in the project brief and Mar-10
Design Quality Indicator
perspective & identify improvements BCHG: XXX GLOSHA:
ensure that whole-life value is
XXX
delivered by addressing
TGP: SL PT: XXX 2R: VAHT:
buildability, maintainability and
8. Implement tenant design satisfaction surveys and XXX VAHT: XXX
usability, whilst driving health Mar-10
review tenant feedback BCHG: XXX GLOSHA:
and safety throughout.
XXX
Project briefs will specify TGP: SL PT: XXX 2R:
performance criteria to 9. Benchmark design with other RSLs and share XXX VAHT: XXX
Dec-09
encourage innovation in order to information BCHG: XXX GLOSHA:
deliver cost-effective solutions, XXX
taking advantage of TGP: SL PT: XXX 2R: BCHG:
opportunities, where appropriate, XXX VAHT: XXX
10. Scope project and kick off Dec-09
Whole Life
for standardisation, BCHG: XXX GLOSHA:
prefabrication, off-site XXX
manufacture and adopting
The client should regularly test
TGP: SL PT: XXX 2R:
its design approaches by means 11. Identify best practice across the Companies and
XXX VAHT: XXX
of 3rd party design reviews and amend policies, procedures and performance tools to Dec-09
BCHG: XXX GLOSHA:
other tools for assessing design reflect best practice.
Clear Brief
XXX
quality.
GLOSHA:
The client should consider using
TGP: SL PT: XXX 2R:
collaborative tools and
12. Establish and maintain customer panels system. XXX VAHT: XXX
communication technologies on Mar-10
Establish system for learning from feedback. BCHG: XXX GLOSHA:
a regular basis.
XXX
2012 Construction Commitments - Affordable Housing Providers
Section D - Commitment to People
TGP Sponsor- Nigel Graham
Valuing people leads to a more productive and engaged workforce, facilitates recruitment and retention of staff and engages local communities positively in construction projects.
Requirement KEY Action Who Timescale Comments/Evidence
1. Include requirement for local labour policy/work TGP: DK PT: XXX 2R: 1. Need evidence of agreements we put in contracts that sets out our requirements for local training/employment/apprentices e.g. 10% local
experience/apprenticeships in selection process of XXX VAHT: XXX labour, NVQ4 on sites over 24 months. 2. show how we have/will include stakeholders in the selection of suppliers and review how we measure
Mar-10 this, having stakeholders on our selection panels for mini-competitions and use feedback in future use of suppliers and across all tenures. 7. Set
Local employment projects and local contractors and consultants BCHG: XXX GLOSHA:
Considerate sites and working practices
training initiatives will be utilised XXX up working groups in our supply chain [say contractor/design/cost consultancy] to identify good practice and training for staff esp that can show
wherever possible in order to create TGP: DK PT: XXX 2R: VFM. 8. Develop models for VE work, minimising/sharing risk in our work, use of warranties & guarantees. Training requirements to be led from
sustainable communities. XXX VAHT: XXX appraisal process and identify top 5 issues for staff to undertake wider training that we can do internally e.g. partnering contracts, bonds,
2. Include stakeholders in contractor/consultant
Dec-09 eliminating waste, energy efficiency and link this to personal and corporate attainment [include behaviours in this]. Need to roll out benchmarking
selection process BCHG: XXX GLOSHA:
in a consistent way across all staff. 12 identify good practice and exemplar projects in how we work with supply chain to deliver consistent service
XXX
and VFM e.g. handovers/defects management. 13. Considerate constructors scheme to operate on all sites where applicable. 14. We need a
TGP: DK PT: XXX 2R: system to measure the safety performance of our construction and landbanked sites to ensure compliance. Please see section F on Health and
3. Review stakeholder feedback mechanisms and XXX VAHT: XXX Safety
Mar-10
consult to agree systems BCHG: XXX GLOSHA:
Local communities will be fully XXX
involved and engaged from the outset
of all projects. TGP: DK PT: XXX 2R: PT. 1. 2. 100% of our contractors are required to be members of CCS. All decent homes contracts have resident liaison officers and internal
4. Develop systems for participant early involvement XXX VAHT: XXX points of contact. A range of communication methods are used including direct mail outs, consultation events and newsletters. 3. Larger project
Dec-09 have own consultation exercise. 4. 5. 6. 7. Training and Development is available to all staff, this ranges from internal training on new systems to
and implement on pilot projects BCHG: XXX GLOSHA:
XXX external training on the role o CDM coordinator. Training is also offered through our Partners such as Lewis Silkin. 8. 9. 10. Construction sites
monitored weekly by CoW, monthly by PM and independent third companies. This is reported through monthly meetings. Sites are monitored by
TGP: JC PT: XXX 2R: CC group. The PM also helps to ensure local communities are happy with the development. 12. 13.
5. Review design brief, ER's & Residents Handbooks XXX VAHT: XXX
Dec-09
Training and development will be every two years BCHG: XXX GLOSHA:
offered to all staff, including where XXX
Local Community Training and Development for Staff Commitment to supply chain
appropriate supply chain partners, to TGP: HPU/BST PT: 2R:
meet individual and project needs. XXX 2R: XXX VAHT:
6. Extend end user consultation to all tenure types Ongoing
XXX BCHG: XXX
GLOSHA: XXX
TGP: IMT PT: XXX 2R:
7. Develop Partnership training and development
XXX VAHT: XXX
plan in liaison with partners and suppliers. Promote Mar-10
BCHG: XXX GLOSHA:
Supply chain partners will be joint training programme internally & with suppliers
XXX
encouraged to offer opportunities for
TGP: BST PT: XXX VAHT:
apprenticeships and work experience.
8. Develop guidance and targets for implementing 2R: XXX VAHT: XXX
Mar-10
Value Management techniques BCHG: XXX GLOSHA:
XXX
9. Train & develop staff: Review effectiveness of TGP: BST PT: XXX
A policy of equal opportunities will be current approach & training requirements. Keep 2R: XXX VAHT: XXX
adopted to encourage a diverse Mar-10
reviewing traning and development of staff through BCHG: XXX GLOSHA:
workforce across all supply chain the appraisal process. XXX
partners.
10. Retain Investors in People Recognition.
BCHG:
Supply chain partners will be
11. Review construction projects to which CCS will TGP: DK PT: XXX 2R:
encouraged to regularly review and
be applied & define. Monitor compliance and obtain XXX VAHT: XXX
seek improvement through better Mar-10
feedback for DPMs. Review outcome of specifying BCHG: XXX GLOSHA:
employment practices, including
CCS in design brief/specification XXX
training as well as health and safety.
GLOSHA:
Construction sites will be regularly
12. Identify best practice & areas for improvement
monitored to ensure that they are TGP: MW PT: XXX 2R:
with supply chain. Use a demonstration project to
clean, tidy and provide good quality XXX VAHT: XXX
assess the merits of a wipespread use of a particular Dec-09
facilities, including catering, BCHG: XXX GLOSHA:
approach that leads to opportunities for supply chain
appropriate to the diverse needs of XXX
partners
the workforce.
13. Consult partners & suppliers. Amend procedures
Sites (inc. LAND IN OUR OWNERSHIP
and targets to make sure sites are being run
WHICH IS TO BE DEVELOPED) will be
considerately and consistently
regularly monitored to ensure that
they are run considerately without TGP: MW PT: XXX 2R:
14. introduce a policy good working practice to
causing nuisance to local XXX VAHT: XXX
ensure sites are run and maintained in accordance Dec-09
communities. BCHG: XXX GLOSHA:
with best practice.
XXX
2012 Construction Commitments - Affordable Housing Providers
Section E- Sustainability
TGP Sponsor- John Kiely
Sustainability lies at the heart of the delivery of communities in which people want to live and work. A sustainable approach will bring full and lasting environmental, social and economic benefits through regeneration and
legacy (see also Commitment to People).
Requirement KEY Action Who Timescale Comments/Evidence
1. Programme implementation of new practices TGP: JK PT: XXX 2R: 1. To be part of the overall procedure review. 2. GDP- Shortlist via Design and Technical Group (DTG). 3. Need to identify a group now One Living
The projects will be designed in across TGP and GDP XXX VAHT: XXX Products not operating. 4. MHA to share Sustainable policy with IMT - take feedback and provide guidance notes to all staff. 6. Identify one group
Mar-10 project. 7. individual teams to monitor and feed back to BST. 8/9/10. MHA to share Sustainable policy with IMT - take feedback and TGP to
accordance with the concept of "One BCHG: XXX GLOSHA:
Planet Living". One planet products XXX implement policy. 11. KPI monitoring targets and method to be be agreed with consultant. 12. Appoint energy consultant or in house "expert" to
are no longer operating - maybe we 2. Identify eco-friendly products and share across TGP: JK/Procure PT: identify opportunities. 13. sustainable reports and resident questionnaires
need to change the wording to "long TGP and GDP XXX 2R: XXX VAHT:
Dec-09
term sustainability) XXX BCHG: XXX
Local environment enhancement
GLOSHA: XXX
3. Obtain eco-products through clubs where cost PT: 1. all projects are developed in accordance with long term sustainability. All schemes meet the minimum CSH Level 3, and are reviewed by
effective to do so TGP: JK/Procure PT: the CDM Co-ordinator to ensure long term maintenance will be easy to deal with. 4. PT to work on Sustain Strat. Development plans seek to
XXX 2R: XXX VAHT: enhance the local environment. On most projects an environmental consultant is employed to ensure that local wildlife is not unduly disturbed and
Dec-09
XXX BCHG: XXX provisions are made to encourage wildlife on site. E.g. green roofs and gardens
An overarching Sustainable GLOSHA: XXX
Development Strategy will be
developed with relevant stakeholder. 4. Revise the Sustainability Strategy, including TGP: JK PT: XXX 2R:
guidance for development staff. Include minimising XXX VAHT: XXX
resource and materials waste reduction targets in the BCHG: XXX GLOSHA: Dec-09
strategy XXX
5. Review progress against Sustainability Strategy TGP: JK PT: XXX 2R:
Each major project will have a targets & report to Boards XXX VAHT: XXX
specific Sustainability Action Plan Mar-10
BCHG: XXX GLOSHA:
which will address environmental,
XXX
social and economic aspects, and aim
6. TZERO: Start to implement Tzero project across TGP: IMT PT: XXX 2R:
to attain the highest levels within
Action Plans
TGP. Disseminate results Tzero across the Group. XXX VAHT: XXX
relevant standards and include all Ongoing
Draft new procurement guidance for regen schemes BCHG: XXX GLOSHA:
aspects of the supply chain.
based on Tzero results XXX
7. Check and apply policy and practices to 50% all TGP: IMT PT: XXX 2R:
new build & maint. Projects. Include benchmarking XXX VAHT: XXX
KPIs Ongoing
BCHG: XXX GLOSHA:
Targets will be set and performance
XXX
will be monitored and appraised
8. Implement MMC Strategy for new build
Sustainable Development Strategy
regularly. TGP: IMT/BST PT: XXX
2R: XXX VAHT: XXX
Mar-10
BCHG: XXX GLOSHA:
XXX
9. Implement and create checklist of sustainability
targets on range of projects and monitor outcomes. TGP: IMT/BST PT: XXX
Internal audit to be carried out on use of 2R: XXX VAHT: XXX
Projects will incorporate best practice Mar-10
approaches to resource use, waste sustainability and environmental policies & measures BCHG: XXX GLOSHA:
XXX
minimisation, low-carbon
performance, employment, training 10. Best practice strategy & action plan developed by TGP: IMT/BST PT: XXX
and community engagement. NRIG & IMT 2R: XXX VAHT: XXX
Mar-10
BCHG: XXX GLOSHA:
XXX
11. Establish and quantify carbon savings for all new TGP: XXX PT: XXX
Development plans will seek to
build & maintenance projects 2R: XXX VAHT: XXX
enhance, create and protect the local Dec-09
BCHG: XXX GLOSHA:
natural environment.
XXX
One Planet Living
12. Conduct audit of energy use in offices and foyers TGP: JK PT: XXX 2R:
& recommend savings XXX VAHT: XXX
Dec-09
BCHG: XXX GLOSHA:
Projects will actively aim to enhance
XXX
the vitality and viability of local
13. Review resident, supplier and housing TGP: JK/IMT PT: XXX
communities.
management feedback and mechanisms & use to 2R: XXX VAHT: XXX
form sustainability targets Ongoing
BCHG: XXX GLOSHA:
XXX
2012 Construction Commitments - Affordable Housing Providers
Section F - Health and Safety
TGP Sponsor- Surinder Heer
Health and safety is integral to the success of any project, from design and construction to subsequent operation and maintenance.
Requirement KEY Action Who Timescale Comments/Evidence
1. Development Project Managers will ensure that TGP: DK PT: XXX 2R: TGP: 1. This should be undertaken as a matter of course as it is a statutory requirement. 2. This is being monitored and reported however there is
the requirements of the CDM Regulations are met XXX VAHT: XXX the question being raised that having this may deter reporting of accidents and therefore is of a greater risk to the organisation. 3. This should
using appropriately qualified CDM Co-ordinators. Dec-09
BCHG: XXX GLOSHA: ensure that checks are made at the onset of a project and during the construction process. 6. Consult with Partnership Health & Safety Manager.
XXX 7. Need to ensure that this assessment is embedded into our procurement procedures. 7. Set up monitoring and reporting system. 13. Include
All designs will address health and 2. Injury and accident free is an industry and H&S performance in management reports and public documents
safety issues and all projects will organisational business KPI which is being monitored
have a risk register. on a scheme by scheme basis and reported centrally TGP: MW/DK PT: XXX
to GT. This requirement can be formalised through 2R: XXX VAHT: XXX
Dec-09
localised procurement processes where this KPI BCHG: XXX GLOSHA:
becomes one of the requisite conditions of XXX
employment.
100% CSCS
3. CDM Co-ordinator to check that the requirement PT: 1. the PM takes responsibility for compiling a risk register. This is disseminated to the project tam prior to work commencing on site. When
for qualified first aider is being met and the TGP: RDM PT: XXX work commences on site the responsibility of the register falls to the employer’s agent. Again the register is disseminated to the team on a monthly
Employers Agent to undertake spot checks. 2R: XXX VAHT: XXX basis. A CDM co-coordinator is appointed on all projects to ensure H&S on site. 2. PT works with their contractors to achieve accident free sites. 3.
Dec-09
BCHG: XXX GLOSHA: The contractor is tasked with ensuring there is relevant H&S gear/kit etc on site 4. A CDM co-ordinator is appointed on all large sites and is tasked
Construction projects will aspire to be XXX with drafting the H&S plan and making sure it is out in place and maintained throughout build. 5. All staff to acquire CSCS cards.
injury and incident-free.
4. H&S risks to be communicated inception to design TGP: ADM/BST PT:
should be in CDM 2007 and should be part of
Health and Safety Code
XXX 2R: XXX VAHT:
appointment letter. Dec-09
XXX BCHG: XXX
GLOSHA: XXX
5. Awareness training for staff and supply chain TGP: MW PT: XXX 2R:
Every major project will have a partners. XXX VAHT: XXX
strategy to deal with occupational Mar-10
BCHG: XXX GLOSHA:
health and provide qualified medical
XXX
staff on site. Each project should
6. Compare to RfP best practice & produce Group- TGP: BST PT: XXX
ensure that at any time on site a
wide site conditions policy. 2R: XXX VAHT: XXX
member of the construction team is a Mar-10
qualified first aider. BCHG: XXX GLOSHA:
XXX
7. Embed H&S performance assessment in supply TGP: BST/JH PT: XXX
Occupational Health
chain management. Monitor & report H&S 2R: XXX VAHT: XXX
All health and safety risks, including performance to IMT & Board. Mar-10
BCHG: XXX GLOSHA:
those relating to occupational health,
XXX
will be assessed, managed, action
8. Regularly publicise policies, targets & performance TGP: BST/Fin PT: XXX
taken and communicated from
to staff and public. 2R: XXX VAHT: XXX
inception to design. Mar-10
BCHG: XXX GLOSHA:
XXX
9. Respect for People agenda: Implement Group TGP: DK/RDM PT: XXX
monitoring & review system on framework contracts. 2R: XXX VAHT: XXX
Mar-10
Supply chain partners will be BCHG: XXX GLOSHA:
encouraged to sign up to and XXX
Injury/Incident Free
implement the Strategic Forum Health 10. Review success and benefits of CSCS scheme TGP: DK PT: XXX 2R:
and Safety Code. annually XXX VAHT: XXX
Mar-10
BCHG: XXX GLOSHA:
XXX
11. Review project scoring system for health & safety TGP: XXX PT: XXX
issues 2R: XXX VAHT: XXX
Mar-10
All professional and site staff will be BCHG: XXX GLOSHA:
encouraged to hold Construction XXX
Skills Certification Scheme (CSCS) 12. Identify good practice and amend plans and TGP: BST/DK PT: XXX
cards or equivalent. policies 2R: XXX VAHT: XXX
Mar-10
Risk Register
BCHG: XXX GLOSHA:
XXX
13. H&S performance should be part of management TGP: XXX PT: XXX
General good practice (added by
reports/ business reports. 2R: XXX VAHT: XXX
Guinness Partnership). Dec-09
BCHG: XXX GLOSHA:
XXX
Reference
Acronym or Abbreviation
RDM Regional Development Managers TGP
BST Business Strategy Team TGP
ADM Area Development Managers TGP
DPM Development Project Managers TGP
IMT Investment Management Team TGP
Finance Central Finance Team in High Wycombe TGP
RRD Regional Repairs Desk TGP
HPU Housing Policy Unit TGP
PRG Project Review Group Commit to Invest Approval Gateway
PFR Project Feasibilty Report Commit to Construct Approval Gateway
People
MW Mike Watts Design and Technical Manager TGP Guinness Trust 01707 397210
JH Jonathan Hewlings Strategy and Innovation Manager TGP Guinness Trust 01707 397231
DK Danny Kaye Investment Director TGP Guinness Trust 01707 397204
HA Helen Anderson Group Head of Procurement TGP Guinness Trust
RU Raj Upadhyaya Group Investment Director TGP Guinness Trust 01707 397206
SL Stephen Lodge Head of Development TGP Guinness Hermitage 01245 395764
NG Nigel Graham Development and Divestment Manager TGP 0114
Guinness Northern Counties 228 9464
JK John Kiely Assistant Driector of Development TGP Guinness Midsummer 01908 544787
SH Surinder Heer Development Director TGP Guinness Hermitage 02392 714613
SECTION Action by TGP Action by GDP Y/N Comments
A - Procurement and Integration
http://gti.contentandcode.com/Groups/The+Guinness
+Trust/Functions/Investment/Consultants+Framewor
1. Implement and maintain framework agreement for
k/Home.htm Please insert policy
consultants and contractors
http://gti.contentandcode.com/NR/exeres/1CEC32BC-
177D-4E76-950E-DAAD96B8A62A.htm Please insert policy
2. Use of standardised evaluation criteria in the assessment of
contract tenders which will identify best value, rather then
selection on price.
3. Involve all stakeholders early in project through project
meetings. These should begin with clear project brief, definition
of success and clearly minuted with action points,
responsibilities defined and assigned to stakeholders.
Include minutes of project meetings in file Include minutes of project meetings in file
4. Monitoring of HQI scores. Collate and review HQI scores
input onto IMS. Input HQIs onto IMS Input HQIs onto IMS
5. Framework agreements to be revised to include clear
performance management criteria.
6. Introduce standard payment on time terms in supply chain
7. Clarify Payment on Time policy. Review development Check timeframe of all invoices and make sure
procedures to include requirement to pay within 30 days of payment is within the timescale. Give finance teams Check timeframe of all invoices and make sure
receiving the invoice. at least 5 working days to process. payment is within the timescale.
8. Ensure we have a policy to make sure that retentions monies
are not held unfairly unless we have cited specific issues.
9. Clearly minuted project meetings with action points recorded
on file setting out duties in relation to key areas of risk, such as
project insurance. Include minutes of project meetings in file Include minutes of project meetings in file
10. Create clearly defined project brief and delivery method
statement at the outset of each project. Creat Project brief and include within file Creat Project brief and include within file
11. Create and implement a risk matrix from feasibility to form
part of all approval gateways through to completion at identified
stages. Ensure it is used and documented on each project.
Create risk matrix and include within file Create risk matrix and include within file
12. The contract documentation currently includes provision for
arbitration. Review this to ensure that it promotes dialogue in
order to minimise confrontation. Need to document on the
scheme file that non-confrontational / informal methods have
If scheme goes into arbitration, please document If scheme goes into arbitration, please document
failed before going to arbitration
other methods on file other methods on file
13. We have partnership wide buy-in on Equality and Diversity
through group policy and this has been furthered through work Check suppliers/contractors have E&D policy- Check suppliers/contractors have E&D policy-
on KLOE's include within file include within file
B - Client Leadership
1. Provide structure charts that clearly identify the project
management chain of command and fall back cover positions
should staff become ill or leave. Include structure chart for team in file Include structure chart for team in file
2. Publish list of current projects and project leaders Keep cashflow and project log up to date Keep cashflow up to date
3. Implement group wide uniformity of Investment staffing
structure and responsibilities
4. Use of intranet to improve communications, standardisation
of policies and procedures and disseminate information on best
practice.
5. Integrate KPIs across TGP and GDP? and monitor
performance. Benchmark defects to drive reduction in defects
Update KPIs on SDS catalyst Update KPIs
6. Create a 'lessons learned' report from individual DPM's or
equivalent which will comment on contractor and consultant
Post Project review meeting or equivalent to be
performance and other issues learned from during the project.
Post Project review meeting to be held on file held on file
7. Review performance management of contractors and http://gti.contentandcode.com/Groups/The+Guinness
consultants +Trust/Functions/Investment/Policies/Consultants+c
ontractors+etc/Consultants+-+Review.htm Please insert policy
http://gti.contentandcode.com/Groups/The+Guinness
+Trust/Functions/Investment/Policies/Consultants+c
ontractors+etc/Contractors+Review.htm Please insert policy
8. Major developments to be discussed at Project Review
Group meetings or equivalent with full reports including Marketing report to be obtained. Valuation reports. Marketing report to be obtained. Valuation reports.
marketing and financial info. Include appraisal Include appraisal
9. Make sure that all projects have a detailed brief in place
before the design stage that includes financial objectives and Include Project brief. Define success and
definition of success etc. Include Project brief. Define success and objectives objectives
10. Identify champions for best practice for the different areas of
work
See framework selection above but also
11. Ensure we appoint appropriately trained / experienced http://gti.contentandcode.com/Groups/The+Guinness
consultants and contractors +Trust/Functions/Investment/Policies/Consultants+c
ontractors+etc/Contractor+and+Consultant+Selectio
n+and+Approval.htm Please insert policy
12. Ensure that we have an appropriately trained workforce
13. Monitor procurement policies and strategy
http://gti.contentandcode.com/Groups/The+Guinness
14. Review defects procedures to achieve a consistent +Trust/Functions/Investment/Policies/Handover+defe
approach ct+and+%28post%29+completion/Managing+the+De
fects+Process.htm Please insert policy
15. Apply results of defects analysis to new contracts
http://gti.contentandcode.com/Groups/The+Guinness
16. Consult & work with suppliers on how to achieve zero +Trust/Functions/Investment/Policies/Handover+defe
defects ct+and+%28post%29+completion/Zero+Defects+Qu
ality+Assurance.htm Please insert policy
C - Design Quality
1. Review or re-launch briefing requirements
2. Develop systems and amend development checklist to
provide guidance for staff and more training for staff on the
actual development process of design and construction and
how to be a good client.
3. Finalise new procurement & selection process procedures in
relation to framework appointees
OLD GUIDE:
4. Production of new architecture guide
http://www.guinnesspartnership.com/Utility/Publicatio
ns/Investment/planning+and+architecture+guide.htm
5. Produce check list to show that - at completion - the built
complies with the initial project brief. Fill in checklist Fill in checklist
6. Trial standard house types on a sample of schemes If relevant If relevant
7. Review process & product from stakeholder perspective &
identify improvements
8. Implement tenant design satisfaction surveys and review
tenant feedback
9. Benchmark design with other RSLs and share information
10. Scope project and kick off
11. Identify best practice across the Companies and amend
policies, procedures and performance tools to reflect best
practice.
12. Establish and maintain customer panels system. Establish
system for learning from feedback.
D - Commitment to People
1. Include requirement for local labour policy/work
experience/apprenticeships in selection process of contractors
and consultants
As required As required
2. Include stakeholders in contractor/consultant selection
process As required As required
3. Review stakeholder feedback mechanisms and consult to
agree systems
4. Develop systems for participant early involvement and
implement on pilot projects As required As required
5. Review design brief, ER's & Residents Handbooks every two
years
6. Extend end user consultation to all tenure types
7. Develop Partnership training and development plan in liaison
with partners and suppliers. Promote joint training programme
internally & with suppliers As required As required
8. Develop guidance and targets for implementing Value
Management techniques
9. Train & develop staff: Review effectiveness of current
approach & training requirements. Keep reviewing traning and
development of staff through the appraisal process.
10. Retain Investors in People Recognition.
11. Review construction projects to which CCS will be applied &
Make sure contractors sign up to Considerate
define. Monitor compliance and obtain feedback for DPMs.
Make sure contractors sign up to Considerate constructors scheme. Include the assesment on
Review outcome of specifying CCS in design brief/specification
constructors scheme. Include the assesment on file. file.
12. Identify best practice & areas for improvement with supply
chain. Use a demonstration project to assess the merits of a
wipespread use of a particular approach that leads to
opportunities for supply chain partners
13. Consult partners & suppliers. Amend procedures and
targets to make sure sites are being run considerately and
consistently
14. introduce a policy good working practice to ensure sites are
run and maintained in accordance with best practice.
E - Sustainabilty
1. Programme implementation of new practices across TGP
and GDP?
2. Identify eco-friendly products and share across TGP and
GDP?
3. Obtain eco-products through clubs where cost effective to do
so As required As required
4. Revise the Sustainability Strategy, including guidance for
development staff. Include minimising resource and materials
waste reduction targets in the strategy
5. Review progress against Sustainability Strategy targets &
report to Boards
6. TZERO: Start to implement Tzero project across TGP.
Disseminate results Tzero across the Group. Draft new
procurement guidance for regen schemes based on Tzero
results
7. Check and apply policy and practices to new build & maint.
Projects. Include benchmarking KPIs
8. Implement MMC Strategy for new build
9. Implement and create checklist of sustainability targets on
range of projects and monitor outcomes. Internal audit to be
carried out on use of sustainability and environmental policies &
measures
10. Best practice strategy & action plan developed by NRIG &
IMT
11. Establish and quantify carbon savings for all new build &
maintenance projects
12. Conduct audit of energy use in offices and foyers &
recommend savings
13. Review resident, supplier and housing management
feedback and mechanisms & use to form sustainability targets
F -Health and Safety
1. Development Project Managers will ensure that the Appoint CDM Co-ordinator
requirements of the CDM Regulations are met using
appropriately qualified CDM Co-ordinators. http://gti.contentandcode.com/Groups/The+Guinness
+Trust/Functions/Investment/Policies/Consultants+c
ontractors+etc/CDM+Regulations+2007.htm Please insert policy
2. Injury and accident free is an industry and organisational Input KPI Input KPI
business KPI which is being monitored on a scheme by scheme
3. CDM Co-ordinator to check that the requirement for qualified
first aider is being met and the Employers Agent to undertake
spot checks. To monitor To monitor
4. H&S risks to be communicated inception to design should be
in CDM 2007 and should be part of appointment letter.
As above As above
5. Awareness training for staff and supply chain partners.
6. Compare to RfP best practice & produce Group-wide site
conditions policy.
7. Embed H&S performance assessment in supply chain
management. Monitor & report H&S performance to IMT &
Board.
8. Regularly publicise policies, targets & performance to staff
and public.
9. Respect for People agenda: Implement Group monitoring &
review system on framework contracts.
10. Review success and benefits of CSCS scheme annually
11. Review project scoring system for health & safety issues
12. Identify good practice and amend plans and policies
13. H&S performance should be part of management reports/
business reports.
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