CONFERENCE AND WORKSHOP ACHIEVING BEST VALUE THROUGH A COLLABORATIVE APPROACH – TUESDAY 29TH JUNE

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					                            CONFERENCE AND WORKSHOP

        ACHIEVING BEST VALUE THROUGH A COLLABORATIVE APPROACH –
                            TUESDAY 29TH JUNE



                             FEEDBACK FROM WORKSHOP




Delegates were asked to provide a list of the most important issues that emerged from each
mini workshop.
These have been organised under key headings on the subsequent pages


The Issues most raised were (leading issues in bold)

   •   Getting the Planning and design right early (x3 groups)
   •   The importance of the right form of contract (x5 groups)
   •   Early involvement: stakeholders, contractor, end user (x5 groups)
   •   Collaboration and communication (x4 groups)
   •   Performance measurement and continuous improvement
   •   Benefits to the community
   •   Whole life value
   •   Sustainability Built in
   •   Long term relationships
                                  Group 1 – Cowbridge School
Cost/             Early                  Form of            Getting the        Importance      Maintain
Quality           Involvement            Contract           Brief Right        of Refurb       Working
                                                                                               Environment
Holistic view     Retaining end          Efficiency of      Client to give     Sustain         Maintaining a
of costs and      client knowledge       costs form of      well delivered     through         working
programme         after build finished   contract           brief that         refurb          school
                                                            responds to                        environment
                                                            vision for
                                                            teaching and
                                                            learning
Maintain          Early contractor       Getting the        Lateral thinking   Good that       Project
quality at cost   involvement            right              in use &           the school      programme:
certainty         But was it early       framework in       utilisation of     were ok with    Flexible
                  enough?                place              space              refurb – very   Sensitive to
                  Best as part of a                                            economical      time table
                  framework
FF + E incorp     Early school           Integrated         Stakeholder        Re-use of       Flexible
into budget       communication          and open           consultation       buildings       school
after value                              approach is                                           practices
eng                                      key, contract
                                         from NEC
                                         helps
Challenging       Early team ethos       NEC option         Innovate           Utilise
BB standards      (client LED)           C                  construction       existing
                                                                               assets
                  Early consultation     NEC allowed        Enlightened        Refurb is
                  with stakeholder       client             head teacher       often viewed
                                         flexibility with                      as risk but
                                         FF+E                                  has benefits
                  Buy-in from school
                  involvement from
                  staff, pupils etc
                  Consultation with
                  school & architect
                  is key
                  Single team
                  approach
                  Stakeholder
                  involvement
                  Logistics
                  sequence of work
                  Early contractor
                  involvement
                  Embraced change
                  ECI &
                  Collaborative
                  working
                  Working warmly
                  as a team
                                      Group 2 - Penyrheol
Need to           Cost              ECI              Procuremen       Collaboration &     Allow
change            certainty                          t Strategy       communication       time
                  through
                  early
                  consultation
Willingness to    Cost certainty    Contractor in    ‘leap of faith   Collaborative       Programm
change            – key driver      at day one       New              approach through    e & project
learning a new                                       procurement      KPIs                delivery
process                                              system           On time & budget
Overcoming        Cost + pros       Trust in         JCT Contract     Personal            Time for
institutional     certainty         contractor to                     relationships key   design
criteria                            preserve                                              and
                                    design                                                consult
Demonstration     Process was       Best 4Cs         Open to new      Communication       Change in
project from      kept in line by   outcomes:        contractor       open & honest       approach
outset            a fixed           Client           approaches                           and ethos
                  budget            Contractor
                                    Children
                                    Community
Outcomes are      Public            Early &                           Communication
qualitatively     consultation      continued
beneficial i.e.   – buy-in –        involvement
socially          need & want       was key to
                                    success
Flexible          Early buy-in      Benefit from                      Good
design                              early                             communication
process                             contractor                        through KPI
                                    involvement –                     reporting
                                    quick
                                    response
                                    following fire
Council           Budget            Effective                         Stakeholder &
having to         certainty and     relationships                     staff engagement
change the        priority
way they
operate –
build org
capacity both
council and
community
                                                                      Deputy head
                                                                      liaison officer
                                                                      Continuous
                                                                      improvement fed
                                                                      by KPI reporting
                                                                      Good use of KPIs
                                                                      during project in
                                                                      addition to post
                                                                      completion
                                                                      Collaborative
                                                                      working
                                                                      Communication
                      Group 3 - Queen Elizabeth High School
Early planning &      Community benefits         Client leadership             Innovation &
design                                                                         collaboration
Design team on        Inclusive community        Collaboration approach.       Defined vision from
board at very start   asset                      Teamwork                      council
Detailed              Unclear of wider           Integrated budget             Clear ambition of
consultation must     community benefits                                       client – driven by CH
start early enough                                                             executive
                                                                               Co-ordinated 3 LA
                                                                               Dept’s
                                                                               Framework
                                                                               contractor
Lengthy briefing      How did communication      Integration of SEN            Client big picture
process               occur with local           inclusively                   buy-in essential
                      community?
Plenty of time for    Community involvement      Live site                     Clear brief and
framework                                                                      overall targets
Design framework      Stakeholder involvement    Efficiency of collaboration   Council leadership
Mixed funding         Integration with the       Benefits come from client     Major benefits and
value engineered      community                  co-and at joint benefits      multiuse +
                                                 between                       community
                                                 leisure/education/community   involvement
Link sustainability   Community benefits         Design changes                Joint dept working
to design and
curriculum
Design framework      Early community            Consultation                  Strong community
good for early        involvements               Council                       engagement
start design                                     Contractor
                                                 Whole project
Community asset       Multiple end users         Maintenance training to       Community involved
                                                 manage running costs. FM      throughout
                                                 involvement
                      Involving                  Communication PR              Community benefits
                      children/community in                                    facilities
                      discussions/stakeholders
                      past & present standards
                                                 ‘next step’ newsletters
                                                 useful for community
                                                 contact
                                                 Management agreements +
                                                 structures
               Group 4 - Newport High School/ Hartridge High School

Local         Early             WLC           Contract      End user          Sustainability            Waste
Contractors   involvement                     Statistics    feedback          BREEAM                    Planning
Engagement    Early             Whole life    80/20         Pupil             BREEAM excellence         Early waste
of local      involvement of    costing       certainty     achievements      ½% cost                   management
SMEs          all                             80%           have improved                               plan
              stakeholders                                  and absence
                                                            levels
Local         Early             Whole life    80/20         End user          BREEAM                    Waste
              contractor        cost                        feedback          sustainability,           management
              involvement       approach                    Lessons           community use
                                                            learned
                                                            seminar
              Early             Whole life    80% quality   Continuity        BREEAM early              Collaboration to
              involvement of    costing       20% price     taking forward    involvement               achieve waste
              contractor &                                  best practice                               reduction
              BREEAM
              assessor
              Benefit of        Whole life    Best value    Lessons           Location and              Site waste
              contractor/clie   costing       not lowest    learned –         BREEAM                    good BREEAM
              nt consultant                   cost/price    carried forward                             point
              relationship
                                Lifecycle     Tender                          BREEAM                    Waste
                                cost is a     High                                                      management
                                useful part   weighting                                                 planning
                                of value      quality 80%                                               construction
                                eng                                                                     site
                                              NEC                             BREEAM not bought
                                              contract                        in
                                              NEC is                          BREEAM excellence
                                              good tool                       at minimal extra cost
                                                                              Waste molestation
                                                                              credentials
                                              Cost                            Gas boiler?
                                              certainty                       Is this the sustainable
                                                                              approach
                                              Cost                            Early identification of
                                              certainty                       BREEAM targets
                                              High                            Quality ethos drives
                                              emphasis                        BREEAM excellence
                                              on quality
                                              elements
                                                                              Don’t let BREEAM
                                                                              back you into a
                                                                              corner! No biomass
                                                                              BREEAM vs Best
                                                                              value is an issue
                                                                              Early BREEAM
                                                                              considerations
                                                                              Early involvement of
                                                                              BREEAM assessor
                               Group 5 - Monmouthshire Schools Programme

Performance                      No Diversity             Long Term                 Cost/Value         Outcomes
Measurement                                               Relationships                                Educational
EIM- Collaboration               Closed shop!             Continuity of team        Increasing cost    Vision/brief DQI
relationships                                                                       efficiency         weighting
EIM – could be used by all       Loss of diversity and    Sole contractor           Reduced cost/m2    Better outcomes
other LA’s                       innovation of ideas if   arrangements needs        demonstrated
                                 use single point         trust!
                                 benchmark across
                                 LAs
EIM report                       Not NEC Contract         Continuous relationship   Demonstrate
                                                          – trust                   better value
EIM user friendly                How does knowledge       Long term association     Design & build
measure/tool                     transfer work with
                                 single point
                                 contractor?
                                 Benchmark across
                                 LA’s
Measured outputs &               Visibility & risk to     Long term engagement
improvements                     challenge to             is key
                                 procurement – prove
                                 – V.F.M
Focussed KPIs                                             Long term association     Local supply
                                                                                    chain
Sole contractor – bespoke                                 Continuity of key         Very client
KPIs                                                      personnel                 specific project
                                                                                    management
Specific KPIs                                             Supply chain              Using KPI from
                                                                                    an early stage
Performance measurement                                                             Educating the
– KPIs DQI’s                                                                        users
                                                                                    ‘opportunities’
                                                                                    open to them
KPIs highlight blips as well                                                        Educational
as positives                                                                        outcomes
Reliance on KPIs                                                                    Organisational
                                                                                    dissemination –
                                                                                    learning
Benchmarks for best value
                                        Group 6 – Ty Gwyn School
End User               Thorough Planning &            Sharing &        Early               Form of
Consultation           Design                         Collaboration    Consultation        Contract
End user LED           Establish the brief through    Collaboration    Ownership due       JCT
- Child needs most     listening and engagement       with all         to early            Contract
important                                             stakeholders     consultation
Children as            Proper project planning and    Shared           Recognition of      Flexibility of
customers              programming                    knowledge        bespoke nature      contractor
                                                                       of project and
                                                                       developing
                                                                       design around
                                                                       this
Teachers involved in   Unified approach to meet a     Integrated       User.               Correct form
classroom/hygiene      non-unified solution:          team             stakeholder         of contract –
area concept           End user, Council, Contract                     engagement          JCT suitable
development            & Consultants, Stake
                       Holders
                       Children & Parents
Personal Hygiene       Great collaborative design     Must share       Early               No
issues                 but not collaborative design   knowledge        consultation        framework
                       build                                           with                in place –
                                                                       specialists/staff   project
                                                                                           traditionally
                                                                                           procured
User driven brief      Heavy investment in design     Continuity       Clean               Innovation
                       time to ensure stakeholders                     approach to
                       needs met prior to                              stakeholder
                       construction                                    consultations
Consultation with      High level design resolution   Community of     Time for
staff                  appropriate for procurement    team/brief       consultations
                       – minimise risk & cost
Special needs – lack   Keep decision making to a      Continuing
of precedent by CCC    minimum                        through design
                                                      & construction
Care needed not to     Very Bespoke design
‘value engineer’ out
special requirement
of school
Parking from           Integrated design team
regulations
Users needs come       Design team listens & acts
  st
1 before design i.e.
staff, children etc
End user               Design team lead
consultation and
engagement
End user               Early detailed design and
involvement            planning
throughout
                       Bespoke design
                       Bespoke form follows
                       function
                       Clearly defined brief an
                       design before procurement
                       Very specific design
                       objectives, requirements
                       without much design
                       guidance

				
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