| The aim of this article is to explain the importance | | | | - Furniture specification and space standards |
| of developing your requirements before even | | | | - Proposed drawing package |
| considering appointing a Contractor to undertake | | | | - Concept and detailed design proposals |
| the works and also looks at some of the tools | | | | - Form of tender |
| that are used to gain a thorough understanding of | | | | Too often the importance of Building Services are |
| your requirements. | | | | overlooked by Clients as these works are |
| You may be a board director or a senior manager | | | | concealed from view within ceiling and floor voids |
| and you have been tasked with the job of | | | | and can represent as much as 55% of the |
| arranging the refurbishment or fitting out of a | | | | contract value. This percentage could even be |
| commercial office on behalf of your employer. | | | | higher in business sectors that require specialist |
| You have been provided with an overall project | | | | services installation such as Laboratories. |
| budget and time frame when the works are to | | | | Project Champion |
| be completed. This task may appear a very | | | | It is important from the start of your project |
| daunting challenge given the possible pitfalls ahead. | | | | that a senior member of staff within your |
| The skill set required to undertake medium to | | | | company is appointed as project champion. Their |
| large projects is very specific to this business | | | | role will be to appoint the professional team and |
| sector. Just as you would refer to a solicitor for | | | | have authorisation to issue both financial and |
| legal advice, you need to appoint a professional | | | | non-financial instructions. They will also be |
| firm of project managers, such as Workplace | | | | responsible for identifying key personal that would |
| Concepts Ltd, who would manage all aspects of | | | | form an essential part of the work groups. |
| the project on your behalf. | | | | The project champion must have a thorough |
| There are lots of important considerations and | | | | understanding of your business and the |
| decisions to be made during the time line of your | | | | requirements of the project. |
| office refurbishment or fitting out project, some | | | | Work Groups |
| of which you may have knowledge of and others | | | | Work groups are normally identified by |
| you most probably have never even considered | | | | department, discipline or business sectors. Work |
| due to their technical nature, such as building | | | | groups are an effective medium to communicate |
| services. All major decisions can have a financial | | | | the business objectives to your staff and for |
| and non-financial impact on the performance of | | | | attaining buy in from employees during the |
| your business. So it is really important to afford | | | | process. Where it is applicable work groups should |
| sufficient time to understand what options are | | | | be provided with set objectives, which are |
| available so that you can begin to develop a | | | | measurable and time specific. |
| clearer understanding of your requirements. | | | | Work groups should be a good cross section of |
| It is fair to state that one of the most common | | | | the department/discipline and should be kept to a |
| reasons for Contract disputes between Clients | | | | minimum number of staff to ensure productivity. |
| and Contractors is a direct result of either party | | | | The aim of the work groups is to find ways of |
| not understanding what is required or what is | | | | improving your business performance by creating |
| going to be provided. Unfortunately, these types | | | | a working office environment that will meet the |
| of disputes happen far too often within the | | | | business objectives. The outcome of the working |
| industry and can prove very costly and time | | | | groups would then form an integral part of your |
| consuming for both parties. It is particularly | | | | Employer's Requirements. |
| disturbing when disputes of this nature do happen, | | | | This method of communication can be extremely |
| because they should simply not occur in the first | | | | effective if your business is wishing to implement |
| instance if your Employer's Requirements have | | | | new ways of working in an effort to improve |
| been fully set out before a Contractor is | | | | efficiency across the business. |
| appointed. | | | | Room Data Sheets |
| When the decision has been made as to whether | | | | If your business has several different |
| your are going to refurbish your offices or fit out | | | | departments and facilities, which have a high |
| new office space, it is then the right time to | | | | dependency on Building Services, the use of room |
| contact Workplace Concepts Ltd, who will add | | | | data sheets is a very effective means of collating |
| value to your forthcoming project. This is | | | | your requirements by either room or department. |
| achieved by working closely alongside you and | | | | The completed data sheets will record both |
| your colleagues in developing your requirements | | | | current and future facilities and would from an |
| or referred to within the industry as the | | | | integral part of your Employer's Requirements. |
| "Employer's Requirements". | | | | New Ways of Working |
| The purpose of the Employer's Requirements | | | | When contemplating your forthcoming |
| document is to set out precisely your | | | | refurbishment or fitting out project, it is an ideal |
| requirements to facilitate Contractors to price the | | | | opportunity to give careful consideration to the |
| works accurately. Whilst at the same time | | | | various options for new ways of working that are |
| removing any risk of unforeseen costs for | | | | available. These options could reduce your |
| elements of work that have not been accounted. | | | | requirement for office space, which could result in |
| The size of the project and the complexity of | | | | reducing annual operating costs. |
| your business requirements will be the driving | | | | Once all options have been duly considered and a |
| factor as to what your Employer's Requirements | | | | conclusion reached, the findings should be |
| should contain. | | | | embraced within your Employer's Requirements. |
| The Employer's Requirements document is | | | | Communications |
| developed for individual projects, but would | | | | Effective communication to your staff and |
| typically incorporate the following pre contract | | | | customers is an essential part of achieving a |
| information. Once completed these documents | | | | successful conclusion to your project. The |
| would form the basis of the Contract between | | | | participation and contribution from employees will |
| the Employer and the Contractor. | | | | play an important part in the development of |
| Employer's Requirements: | | | | your Employer's Requirements. However it must |
| - Project overview | | | | not be overlooked that the outcome of the |
| - Pre acquisition or survey reports forming part of | | | | consultation period with the work groups is |
| the building due diligence | | | | communicated at the appropriate stages. |
| - Building appraisal report | | | | As a result of adopting this process you will have |
| - Proposed form of Building Contract and | | | | a much greater chance of ensuring your |
| completed appendices | | | | Employer's Requirements fully embrace the |
| - Contract specific Terms & Conditions | | | | requirements of the business and your |
| - Proposed tender and construction programme | | | | employee's. |
| - Detailed scope of works, which would include: | | | | Conclusion |
| - Requirements for the works to comply with | | | | A great deal of emphasis must be placed on the |
| statutory requirements | | | | importance of developing your Employer's |
| - Health & Safety compliance | | | | Requirements, as the success of your project will |
| - Acoustic requirements | | | | be reliant on its ability to communicate your |
| - Mechanical & Electrical performance | | | | requirements to the contractor. Well-prepared |
| specification | | | | Employer's Requirements will result in tender |
| - Voice & data requirements | | | | returns being competitively priced, because |
| - Audio visual specification | | | | contractors have not had to price for risk and |
| - Wall and floor finishes schedules | | | | items of works not properly specified. |