RIBA project quality

plan for small projects

Version for use with
2007 RIBA Outline Plan of Wor
!ompile" #y $eith %noo & %eptem#er 200'
Part of the RIBA (uality )ana*ement +oolit
,Version -ec 200' . with minor amen"ments/
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
"ection one # in!tructional
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
%R&AMB'&
The RIBA Quality Management "y!tem %roject Quality %lanning or !mall project! a"opts a process
approach an" has #een "e4elope" as a tool to #e primarily use" #y practices electronically3 +his
4ersion incorporates the 2007 4ersion of the RIBA Outline Plan of Wor3 It is an )% wor" "ocument
that is 4ery simple to operate an" will pro4i"e #enefits to the practice3 +he sequence is less rele4ant
to an electronic "ocument than to a paper one #ut for reference6information the or"er is as follows;
"ection one # in!tructional
+itle Pa*e
Pream#le
Intro"uction & e<planatory te<t;.
A Rose #y any other name
+he =noce" "own #y a #us> test
+he quality plan
:lements of a quality plan
8sin* the RIBA Project (uality Plan for small Projects
"ection t(o project relate) mo)el )ocument!
%hort form quality plan
(uality Plan
+itle pa*e
Project particulars
!onsultants
!ontractors6%uppliers
Pro*ramme
-esi*n re4iew report
Recor" of amen"ments to #rief6%che"ule of requirements
%che"ule of si*nificant meetin*s an" e4ents
Project responsi#ilities checlist
"ection three reerence material # !upport proce)ure!
!ommission
Project namin* an" num#erin*
-esi*n re4iews
Project "ocument protocols
"ection our reerence material )ata an) gui)ance
!onsultants & trac recor"
!ontractors6suppliers trac recor"
9ist of project 7um#ers
Procurement systems
RIBA Outline Plan of Wor
Worin* at Ris
+he presentation pro4i"es internal lins from enquiry points ,#oomars/ to reference points as necessary #y
way of hyperlins3 %ome lins to useful e<ternal sources are also pro4i"e" such as;
We#.site of !o.or"inatin* !ommittee for Project Information for access to the full te<t of the !o"e of
Proce"ure for Pro"uction Information3
We#.site of the 8sa#le Buil"in*s or*anisation for a"4ice on collection an" use of fee"#ac "ata
RIBA #ooshop & access for on line purchase of support "ocuments3
Buil"in* !ost Information %er4ice & an on line su#scription ser4ice a4aila#le to RIBA !hartere" Practices
for assistance in cost estimatin*
British %tan"ar"s Institution & reference to the International %tan"ar" ?B% :7 I%O @005 2000 (uality
)ana*ement %ystemsA
%imple instruction on a""in* your own internal or e<ternal lins are inclu"e" thou*h this "oes assume #asic
nowle"*e of )% Wor"3
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
RIBA # %R*+&,T Q-A'IT. %'A//I/0 1*R "MA'' %R*+&,T"
I/TR*2-,TI*/
3A Ro!e 4y any other name 567
+he RIBA Project (uality Plan for %mall Projects ,P(P%P/ is a useful mana*ement control mechanism an"
not to #e seen as ?a""itional "ocumentation require" for (AB3 It may e4en help in un"erstan"in* the concept
of the project quality plan to relate it to a ="esi*n plan> or some other more familiar term particularly ifC as you
rea".onC you reco*nise all the steps as something you do anyway . #ut un"er another name3 Dor
presentation purposes we ha4e esta#lishe" terms an" use" them consistently3 One a"4anta*e in our terms
is that where clients ha4e an interest in or nowle"*e of the su#ject they will un"erstan" them3 Eowe4er if
they really un"erstan" they will also now that the important thin* a#out quality mana*ement is that it is "one
. an" "one in the normal course of e4ents& not what le<icon it uses3
The 3knocke)#)o(n 4y a 4u!7 te!t
)ost of the requirements for project quality plannin* are pro#a#ly alrea"y satisfie" in a well.re*ulate"
practiceC for e<ample #y followin* the ?Architects Fo# BooAC an" the e4i"ence locate" somewhere in the
files3 In a properly operatin* quality systemC all the rele4ant information will #e rea"ily a4aila#le3 In pure ()
terms this is important in or"er to #e a#le to demonstrate compliance #ut this is of course not the reason for
"oin* it3 If it isC the system will quicly fail the practice3 A hypotheticalC test that may #e applie" is that it
shoul" #e implicit that in a practice operatin* *oo" systems that other technically competent people ,from
within or without/ shoul" #e a#le to tae o4er a project at short notice shoul" the nee" ariseC an" #e a#le to
maintain the specifie" pro*ramC ser4ice an" performance3 +he what happens if Fred is knocked-down by a
bus testG
The %roject Quality %lan
It is not too "ifficult to create a sequence of processes an" acti4ities that are lo*ical an" can #e followe" #y
others3 +he alrea"y familiar RIBA Outline Plan of Wor pro4i"es such a framewor for a project quality plan
for architecture an" in"ee" all #uil"in* "esi*n acti4ities3 It has stoo" the test of time an" has #een a"opte"
in whole or part #y other "isciplines an" the #asic sta*es A to 9 ha4e #ecome a "e.facto process map for
any #uil"in* "esi*n project3 It is also the intellectual property of the RIBA an" its "e4elopment is closely
line" to fee"#ac from the profession inclu"in* from its use for purposes such as this3 Dor these reasons it
is a"opte" in this mo"el as the framewor for the project process3
Projects are frequently intermittent in nature an" without a plan eepin* trac can #e "ifficult3 A commission
may initially #e for a =partial ser4ice> e* a feasi#ility stu"yC or to "etermine a #rief only an" su#sequently may
not #e e<ten"e"3 +his *i4es *oo" reasons for project quality plans to #e prepare" an" continually re4iewe"
an" up"ate"3
It may #e possi#le to stan"ar"ise some elements of a quality plan an" if responsi#ilities for particular tass
are "efine" elsewhere ,e* in written proce"ures/ the quality plan nee" only i"entify the tas an" the
personnel3 %imilarly information may e<ist elsewhere e* the schedule of requirements may #e file" in sayC
the client file3 +he quality plan nee" simply i"entify that file3 +he quality o#jecti4es of the practice may #e
common to all projects an" #e "efine" in a policy statement3 Eowe4erC those for a project ha4e to reflect the
4alues of the =client> ,fun"erC user an" others/ an" this may #e #est recor"e" in the quality plan3
&lement! * A Quality %lan6
(uality plans shoul";
a/ Recor) o the %roject 2etail! &
nameC a""ress an" #rief "escription of the projectH
nameC a""ress an" responsi#ilities of;
- the client
- other "esi*n team mem#ers
- specialist consultants
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
- contractors
- suppliers3
#/ 2einition o the client9! 4rie to inclu"e outline of the client>s requirements inclu"in*;
- any sche"ules of accommo"ation
- cost plan or limits
- pro*ram or time limits
- any ey "esi*n "e4elopment an" construction constraints
- a*ree" le4el of specification,cost6"ura#ility an"
- particularly "e4iations from norms or stan"ar"s3/
c/ 2einition o the "cope o "er:ice! to #e pro4i"e" #y the !hartere" Practice for the project
,*enerally #ase" on the RIBA Outline Plan of Wor/3
"/ Recor) o any critical proce!!e!/proce)ure! to #e followe"C particularly where they "iffer from
accepte" normal office practice3
e/ 2einition o appro:al/:eriication acti:itie! such as "esi*n re4iewsC "rawin* an" other "ocument
checsC su#missions to statutory authoritiesC client presentations an" appro4als3
f/ Recor) o ,hange! an) up)ate! on progre!! relatin* to
- the a*ree" project plan or client>s #rief
- team mem#ers
- any other 4ariations3
+he (uality Plan shoul" #e re4iewe" an" up"ate" at pro*ramme" inter4alsC usually relate" to plan of
wor sta*es an" at the time of any si*nificant in"i4i"ual chan*es3
*/ Recor) o any other !pecial action! necessary to meet the project o#jecti4es an" any unusual
circumstances or uncertainties a#out the project which require further in4esti*ations3
h/ Metho)! o mea!uring achie:ement in the "esi*n an" pro"uction processesC particularly on
project completion an" monitorin* client satisfaction throu*h the projectC Inclu"in* recor" of "ealin*
with any client complaint
+he a#o4e requirements may seem onerous when applie" to a jo# that may #e complete" #y one person in
a couple of wees3 Dor a small projectC the quality plan may just #e a few structure" notes ,which can #e
han" written/ in the front of the project file3 A su**este" format is pro4i"e" at the followin* lin P(P%hort3
(uality systems only require le*i#le6intelli*i#le "ocuments of the appropriate le4el of ri*ourC not necessarily
wor".processe" onesG
It may #e foun" useful if the other "ocuments for the project that "emonstrate that the quality plan has #een
followe" are file" withC or as part ofC the quality plannin* "ocument3 +hese may inclu"e the #rief an" #rief
chan*e control "ocumentsC statutory appro4alsC client appro4alsC "esi*n re4iew recor"sC checin* recor"sC
pro*ramsC pro*ress recor"s an" architect>s instructions3 Alternati4ely they may #e reference" usin* an office
filin* system3
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
-"I/0 T<& RIBA %R*+&,T Q-A'IT. %'A/ 1*R "MA'' %R*+&,T"
7B
A #asic worin* nowle"*e of )% Wor" operation is assume" an" it may #e helpful to refer also to )icrosoft
=Eelp> function3 Dollow lins for more "etaile" "efinitions3
-p)ate!
Drom time to time the system will #e up"ate" on the RIBA we# site
%roce)ure or u!e=
53 -ownloa" a copy from the RIBA we# site
23 !reate a template an" mae any *eneric a"justments to suit the practice3 +he #ase "ocument contains
internal an" e<ternal lins note that these may #e affecte" #y any amen"ment you may mae3
Dor project use;
03 Rename a copy usin* the file i"entifier for the project3 +he I"entifier is a project num#er an" short
4ersion of the project name e3*3 Fallingwater 35/133 :nter footer an" chec that the file is now
automatically re name"3
13 While in footer manually ey 4ersion status in"icator3 +he system in the toolit uses the "ate ""mmyy
with no spaces & you may ha4e your own way of "oin* this3 +he =printe" "ate> is simply automatically
line" to the computer cloc an" recor"s the "ate on any printe" 4ersion of the "ocument or part of it3
I3 +itle pa*e; Insert the name an" num#er of the Project an" a "ate of inception of the commission3
'3 +he ta#les for
Project particulars
!onsultants
!ontractors6%uppliers
are all )% Wor" ta#les an" cells will e<pan" to accommo"ate entries3
+hey are all relati4ely strai*htforwar"3 Jou may alrea"y ha4e this information in other files that you can
either import or use from that source ,instructions for such I+ operations are #eyon" the scope of this
section/3
73 +he same applies to the other ta#ular formats
!ommission6Pro*ramme
-esi*n Re4iew Report
Amen"ments to Brief
%che"ule of meetin*s
23 +he ta#le of acti4ities entitle" =Project responsi#ilities = may #e amen"e" to create a #espoe 4ersion for
the project3 %imilarly a new practice master list can #e use" to replace the one pro4i"e"3 A*ain it is a
simple )% Wor" ta#le3
-ownloa"6 Rename6
!ustomise K !omplete6
Dollow K etc3
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RIBA
Base
document
Your
Base
document
Project 1
Project 2
Project 3
The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
Amen)ing the link!
5 !reatin* new internal lins;
535 !reate a =Boomar> at the point to #e line".to either in the same or other accessi#le "ocument;.
Ei*hli*ht one wor"
!hoose =Insert> menu an" =!reate #oomar>
7ame #oomar in "ialo*ue #o< an" close an" re4ert to "ocument3
532 !reate a =Eyperlin> to that point
Ei*hli*ht the wor" to #e line".rom
!hoose =Insert> menu an" =!reate hyperlin>
In the "ialo*ue #o< #rowse for the name of the appropriate #oomar an" selectC close an" re4ert to
"ocument3
+est the operation of the lin3
2 !reatin* new e<ternal lins;
235 !reate a =Eyperlin> to that source
Ei*hli*ht the wor" to #e line".rom
!hoose =Insert> menu an" =!reate hyperlin>
In the "ialo*ue #o< type or otherwise insert the 8R9 for the lin require"3
+est the lin3
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
"ection t(o project relate) mo)el
)ocument!
)O-:9 -O!8):7+%
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
%roject Quality %lan or "mall %roject! "hort 1orm for use on qualifyin* projects only3
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
Q-A'IT. %'A/
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!utline pro-forma for you to ad"ust to your own
way of working and schedules
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
%R*+&,T %ARTI,-'AR"
()+6P(P%P6Particulars
%R*+&,T /AM& #$!%&'( )!
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&nter )etail! o the commi!!ion reerring to the agree) 4rie an) any corre!pon)ence or
other ile! a! nece!!ary !uch a! "esi*n re:ie( regime6
,2M Regulation! %roject /otiia4le . / /
'ocation o <H" %lan/1ile 56
/ote!=
Appointe) a! %lanning "uper:i!or . / /
,if =yes> see separate (uality Plan for this function/
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
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%reparation o ea!i4ility !tu)ie! an) a!!e!!ment o
option! to ena4le the client to )eci)e (hether to procee)6
!lient initial #rief
%cheme a"ministration &formalise appointment
commission
appointment
contract
Prepare Preliminary pro*ramme
programme
!ollect "ata supplie" #y owner6client
8n"ertae consultation with authorities
!hec if project notifia#le un"er !-) Re*ulaltions
CDM
Propose6o#tain6un"ertae sur4eys /list0
surveys
!hec economic 4ia#ility & confirm client #u"*et
BCIS
!hec position wrt scheme finance a4aila#ility
8n"ertae assessment of procurement metho"s
Procurement
!onsi"er6propose possi#le consultants
ConsultantTR
Prepare Inception #riefin* report
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procurement metho)B proce)ure!B organi!ational
!tructure an) range o con!ultant! an) other! to 4e
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A"ministration
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Surveys
!ollect further "ata supplie" #y owner6client
!hec a4aila#ility of ser4ices
Authorities; consultations with /list0
8n"ertae strate*ic "esi*n re4iew
Prepare Deasi#ility #riefin* report,s/
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
, ,oncept
Implementation o 2e:elope) Brie an) preparation o
a))itional )ata6
%reparation o concept )e!ign inclu)ing outline propo!al!
or !tructural an) 4uil)ing !er:ice! !y!tem!B
outline !peciication! an) preliminary co!t
plan6
Re:ie( o procurement route
A"ministration
8n"ertae materials research an" prepare outline
specification statements
Prepare initial architectural "esi*n
Prepare6procure structural "esi*n to respon" to a#o4e
Prepare6procure ser4ices "esi*n to respon" to a#o4e
Prepare6procure initial lan"scape an" e<ternal wors
proposals
!onsi"er access O transportation Issues
Prepare6procure cost plan
BCIS
8n"ertae co.or"ination an" checin*
8n"ertae "esi*n re4iew
-esi*n review
Prepare outline scheme report
O#tain owner6client appro4al
Prepare6su#mit application for outline plannin*
permission
planning
LLLLLLLLLLLLLLLLL33
2 2e!ign 2e:elopment
2e:elopment o concept )e!ign to inclu)e !tructural an)
4uil)ing !er:ice! !y!tem!B up)ate) outline
!peciication! an) co!t plan6
,ompletion o inal Brie6
Application for detailed planning permission
+he acti4ities in italics
may #e mo4e" to suit
project requirements
A"ministration
Prepare Architectural "esi*n
Prepare6procure %tructural "esi*n
Prepare6procure 9an"scape "esi*n
Prepare6procure %er4ices "esi*n
Prepare6procure Interior "esi*n
Prepare6procure !ost plan
B!I%
8n"ertae co.or"ination an" checin*
checking
8n"ertae -esi*n re4iew ,inclu"in* health an" safety
aspects of "esi*n/
EO%
Prepare %cheme "esi*n report
Pursue appro4als
LLLLLLLLLLLLLLLLLLL33
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
& Technical 2e!ign
%reparation o technical )e!ignF!G an) !peciication!B
!uicient to co#or)inate component! an) element! o the
project an) inormation or !tatutory !tan)ar)!6
A"ministration
Pursue Plannin* an" #uil"in* re*ulations requirements
!ollect further "ata supplie" #y owner6client
Prepare Architectural "esi*n
Prepare6procure %tructural "esi*n
Prepare6procure 9an"scape "esi*n
Prepare6procure %er4ices "esi*n
Prepare6procure Interior "esi*n
)ae preliminary arran*ements for contract
mana*ement
8n"ertae6procure cost checin* function
B!I%
8n"ertae technical re4iews
8n"ertae co.or"ination an" checin*
Prepare an" mae Presentations
LLLLLLLLLLLLLLL3
1 %ro)uction Inormation
11 %reparation o )etaile) inormation or con!truction6
Application for statutory approvals.
1$ Preparation of further information for construction
required under the building contract. Review of
information provided by specialists
+he acti4ities in italics
may #e mo4e" to suit
project requirements
A"ministration
Prepare !ontract "ocumentation an" ten"er information
Prepare6procure preparation of Bills of quantitiesC
sche"ules of rates or other pricin* information
Prepare Architectural . project information
,"rawin*s6specifications/
Prepare6procure %tructural en*ineerin* . project
information ,"rawin*s6specifications/
Prepare6procure 9an"scapin* . project information
,"rawin*s6specifications/
Prepare6procure %er4ices en*ineerin* . project
information ,"rawin*s6specifications/
8n"ertae !o.or"ination an" checin*
CPIC
Project information appraisal
0 Ten)er 2ocumentation
Preparation and/or collation of tender documentation in
sufficient detail to enable a tender or tenders to be
obtained for the project
+he acti4ities in italics
may #e mo4e" to suit
project requirements
Prepare Architectural . ten"er documentation
Prepare6procure %tructural en*ineerin* . ten"er
"ocumentation
)O-:9 -O!8):7+%
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
Prepare6procure %er4ices en*ineerin* . ten"er
"ocumentation
Prepare ten"er lists . main contract
!onsi"er "emolition an"6or ena#lin* wors contracts
LLLLLLLLLLLLLLLL3
< Ten)er action
Identification and evaluation of potential contractors
and/or specialists for the project.
Obtaining and appraising tenders submission of
recommendations to the client
+he acti4ities in italics
may #e mo4e" to suit
project requirements
A"ministration
!on4ene pre.ten"er meetin*s
Answer questions ,from ten"erers/
Apply a*ree proce"ure ,7F!!N/ for openin* of ten"ers
LLLLLLLLLLLLLLLL33
+ Mo4ili!ation
'etting the 4uil)ing contractB appointing the contractor6
I!!uing o inormation to the contractor6
Arranging !ite han) o:er to the contractor6
A"ministration
!hec any outstan"in* items relate" to the site
8n"ertae #riefin*s of ey participants ,consultantsC
*eneral contractorsC specialist contractors etc/
LLLLLLLLLLLLLLLL33
C ,on!truction to %ractical ,ompletion
A)mini!tration o the 4uil)ing contract to %ractical
,ompletion
%ro:i!ion to the contractor o urther Inormation a! an)
(hen rea!ona4ly require)6
Re:ie( o inormation pro:i)e) 4y contractor! an)
!peciali!t!
Issue all information6instructions
Where applica#le pro4i"e information for health an"
%afety file ,!-) Re*s/ an"6or for Buil"in* 9o* Boo
,Buil"in* Re*ulations part 92/
CDM
Prepare6implement quality control re*ime inclu"in* on.
site o#ser4ation6inspection
Prepare6implement !ost control re*ime
Issue !ertificates
!on"uct6atten" meetin*s
)onitor pro*ress an" pro*ramme
Respon" to enquiries from client6users
Respon" to enquiries from construction team
Atten" "esi*n meetin*s
LLLLLLLLLLLLLLLLLLL
)O-:9 -O!8):7+%
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
' %o!t %ractical ,ompletion
'1 A)mini!tration o the 4uil)ing contract ater %ractical
,ompletion an) making inal in!pection!6
'$ A!!i!ting 4uil)ing u!er )uring initial occupation
perio)
'3 Re:ie( o project perormance in u!e
A"ministration
Issue certificates an" final certificates
8n"ertae site inspection6o#ser4ation
Prepare materiel for archi4e
!ollect6analyse6act on client fee"#ac
Analyse6act on performance of complete" wors
,inclu"in* aspects of construction relate" to "esi*n/
Analyse6act on Performance of project "esi*n team
Analyse6act on Performance of construction team
Analyse6act on contractual relationships
Analyse6act on office costs
8n"ertae continuin* fee"#ac ,without preju"ice/
LLLLLLLLLLLLLLLLLLLLL
)O-:9 -O!8):7+%
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
"ection three
Reerence material # !upport proce)ure!
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
-"& *1 T<& "<*RT 1*RM Q-A'IT. %'A/ "1Q%
+his short form has two principal uses;
5 Where the characteristics of the commissionC particularly its 4ery limite" siPe an" scope
su**est that a full (P woul" #e unnecessary an" where other office proce"ures are
reasona#ly e<pecte" to #e set asi"eC mo"ifie" or otherwise compromise"3
2 Another use of the short form is for projects with an ill."efine" start or for ser4ices outsi"e
the normal scope of the "ocumente" proce"ures of the quality system ,whilst #ein* within
the scope of competence an" PII co4er of the practice/3 %ee also notes on =worin* at ris>
un"er the *eneral hea"in* an" lin enquiry3
,*MMI""I*/
%urpo!e
-efines what to "o on receipt of 4er#al or written instruction from a client to pro4i"e professional
ser4ices3
%roce)ure
5 Open file with;
a/ unique project nameH
b) a unique project num#erH
c) "ate of enquiryH
"/ clientQs nameC a""ress an" contact "etails3
2 Before enterin* into an a*reement re4iew;
a/ +he e<tent of the "uties an" scope of wor are clearly "efine" an" accepta#le3 +he
!on"itions of Appointment an" terms for payment of fees are a*ree"H
#/ +he statement of requirements ,?BriefA/ is a"equately "efine" an"6or there e<ists a means
for clarifyin* them as the "esi*n procee"sH
c/ +here are no o#4ious am#i*uitiesC contra"ictions or ina"equacies in the "ocumentationH
"/ +he pro*ram for the project is accepta#leH
e/ +he Practice has a"equate resources an" e<pertise to complete the project to pro*ramC
a""itional resources6e<pertise nee"e" to #e #rou*ht inH
f/ +he Practice has a"equate equipment a4aila#le ,inclu"in* computer software/H
*/ +he Practices PI insurance is a"equate
h/ +here are no other reasons for rejectin* the commissionH
0 Recor" re4iew
,lient Agreement
5 8se appropriate RIBA appointment or mae sure the followin* are co4ere";
a0 (erms of reference - comprising the terms set down in the client1s initial enquiry or letter of
in2itation3 together with any rele2ant comments3 clarifications of results of negotiation4
b0 'onditions of appointment - based on those established by the $,5* or agreed mutually with
the client6
c0 (he clients brief - ha2ing been checked for adequacy and completeness6
d0 #rogram - showing the e7tent and nature of the pro"ect3 dates of all key acti2ities3 including
obligations of the client3 and appro2al periods6
e0 $emuneration - defining clearly the terms of payment agreed by the client6
2 Where the a*reement has #een "rawn up #y6on #ehalf of the clientC chec the "etails an"
i"entify con"itions at 4ariance with those prepare" #y the RIBAC tain* le*al a"4ice as
necessaryC #efore si*nin* an" returnin* the a*reement to the client3 $eep a copy of the
a*reement si*ne" #y all parties on the commission file3
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
Amen)ment! To The ,ommi!!ion
5 -urin* the course of the worC minor amen"ments an" clarificationsC particularly the sche"ule
of requirements ,?BriefA/C frequently occur3 Recor" the chan*es in notes of
meetin*s6con4ersations an" sen" a copy to the client3
2 Where these chan*es constitute an amen"ment to the terms of the commission #y way of
chan*e in scopeC pro*ram or cost limitsC a*ree the chan*es with the client an" hol" a si*ne"
recor" in the commission file3
0 Dormally a*ree any si*nificant chan*es such as those which may affect the a#ility of the
Practice to comply with the client>s #rief in terms of specifie" requirementsC pro*rammeC capital
cost or professional fees3 Eol" a si*ne" recor" of the chan*es ,an" consequences thereof/ of
all such chan*es from the client>s ori*inal #rief inclu"in* those stemmin* from proposals #y the
clientC the Practice an" the consultants3
"peculati:e Iork
When in4ite" to #i" for wor or un"ertaes speculati4e wor it may not #e possi#le to satisfy all the
requirements of normal commission re4iew3
5 Recor" any am#i*uities or omissions in the "ocumentation an" mae efforts to o#tain
clarification3
2 Before su#mittin* the ten"erC un"ertae a commission re4iewC recor"in* unresol4e"
am#i*uities3
,2M Regulation!
Write to the client a"4isin* whether or not the project is notifia#le an" of their consequential
responsi#ilities un"er the !onstruction ,-esi*n an" )ana*ement/ Re*ulations 5@@13
%R*+&,T /AMI/0 A/2 /-MB&RI/0
%roject /aming
+he project name is unique for each commission3 If one project has two or more commissions
these must #e i"entifie" in the name3 +he name shoul" inclu"e one or more of the followin* such
as will achie4e a unique i"entity3 It shoul" also reflect as far as possi#le the client>s preferences3
Jou may ha4e a =full> an" =short> 4ersions an" it is #est to a*ree the nature of any short 4ersion as
there coul" #e confusion if "ifferent parties elect to use "ifferent short names3
!lient name or name of or*anisation ,an" i"entification of the client representati4e/
9ocation information ,e* townC street etc/
+ype of project ,e* offices/
A*ree" short name
%roject /um4ering
+he project num#er commences with the last two "i*its of the year followe" #y a sequential num#er
of 0 "i*its ,0I6520/3 A list of project num#ers is maintaine"
#y;LLLLLLL
at; LLLLLLL3
2&"I0/ R&AI&I"
Purpose
-esi*n re4iews i"entify an" anticipate pro#lem areas an" ina"equacies initiate correcti4e action to
ensure that the final "esi*n meets the client an" statutory requirements3 +he re4iews are
pro*ramme" in the quality plan an" normally occur towar"s the en" of plan of wor sta*es - an" :3
+he re4iew is to #e pro*ramme" to allow alterations to #e ma"e in response to the re4iew within the
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
project pro*ramme3 Participants at each "esi*n re4iew inclu"e all functions concerne" with the
"esi*n sta*e #ein* re4iewe"3
!hec list
+he "esi*n re4iews esta#lish that the "esi*n;
a/ satisfies the requirements of the #riefH
#/ taes account of fee"#ac from pre4ious similar projectsH
c/ satisfies re*ulatory requirementsC specifie" stan"ar"s an" Practice stan"ar"sH
"/ "rawin*s an" calculations ha4e #een chece"H
e/ has #een #ase" on the latest consultants informationH
f/ has #een su#mitte" for an" recei4e" appro4al where require" in the quality planH
*/ taes into account all special requirements i"entifie" in the quality planH
h/ is reasona#leC #uil"a#le an" maintaina#leH
j/ taes account of the fin"in*s of the pre4ious re4iewH
%R*+&,T 2*,-M&/T"
+he "ocuments referre" to in this section are those which constitute the output of the Practice in
response to the clientQs #rief3 +hey are usually in the form of "rawin*s an" project specifications3
+hey may sometimes #e reports an" stu"ies3 Project "ocuments may also #e prepare" an"
transmitte" #y electronic means3
%roject 2ocument /um4ering
All project "ocuments show the unique project num#er allotte" when the commission was accepte"
,see 235 !ommission/3 In"i4i"ual "rawin*s are num#ere" in accor"ance with the recommen"ations
in +he !onstruction Project Information ,!PI/ !o"e; Pro"uction Information; a co"e of proce"ure for
the construction in"ustry section 2303
All correspon"ence for the project shows the project num#er3
I!!ue * 2ocument!
-ocuments are only issue" after the appropriate appro4al has #een recor"e" ,see 230 -rawin* an"
"ocument checin*/3 All "ocuments are issue" with an issue sheet form DRRR3 It recor"s the
num#er of "ocument an" its amen"ment marC the num#er of copies an" to whom issue"3 A copy
of the issue sheet is file" in RRR3
Incoming %roject 2ocument!
All incomin* project "ocuments from mem#ers of the "esi*n team ,inclu"in* the clientC where
appropriate/ not accompanie" #y an issue sheet are recor"e" on form DRRRR inclu"in* num#erC
re4ision mar an" "ate3 :ach "rawin*6"ocument is "ate stampe" on receipt3
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
R:D:R:7!: )A+:RIA9
20''1'1203"oc 4ersion 2565260' printe" 02607651
$?/39
"ection our
Reerence material )ata an) gui)ance
The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
()+$6P(P%P6!onsultants+R
,*/"-'TA/T" track recor)
/ame H A))re!! o ,on!ultant ,ontact )etail! 2e!cription o Appro:e) "er:ice Ba!i! o A!!e!!ment
,omment! 4y=
2ate
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$9/39
The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
()+$6P(P%P6!onractors+R
,*/TRA,T*R" track recor)
/ame H A))re!! o ,ontractor ,ontact )etail! 2e!cription o Appro:e) "er:ice Ba!i! o A!!e!!ment
,omment! 4y=
2ate
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
'i!t o project num4er!
()+$6P(P%P6Proj 9ist
/um4er %roject name Flong/!hortG 2ate! i!!ue)/complete) %roject architect Archi:e location /ote!
6
6
6
6
6
6
6
6
6
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
()+$6P(P%P6Procurement Mui"e
%R*,-R&M&/T # I2&/TI1.I/0 .*-R %RI*RITI&"
The )ocument T<I/CI/0 AB*-T B-I'2I/0 (a! originally pu4li!he) 4y go:t ollo(ing re!earch
at the Buil)ing Re!earch &!ta4li!hment6 It (a! later a)opte) an) repu4li!he) 4y the
,on!truction Roun) Ta4le6 /o( 4oth :er!ion! are out o print 4ut thi! eKtract pro:i)e! a !imple
!tarter or ai)ing )eci!ion making on procurement 4a!e) on an analy!i! o client prioritie!6 F/B
)oe! not co:er %1I or it! )eri:ati:e!G
%riority
'ump !um
contracting
2e!ign H 4uil) 1ee con!truction 2e!ign an)
manage
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A Timing How important is earl completion to t!e
success o" our project#
!rucial 1
Important 2
$ot as important as ot!er "actors 3
B ,ontrolla4le
:ariation
%o ou "oresee t!e need to alter t!e project in
an wa once it !as be&un on site' "or e(ample
to update mac!iner laouts#
Yes )
%e"initel not *
, ,ompleKity %oes our buildin& +as distinct "rom w!at &oes
in it) need to be tec!nicall ad,anced or !i&!l
ser,iced#
Yes -
.oderatel so /
$o just simple 0
2 Quality le:el 1!at le,el o" 2ualit do ou see3 in t!e desi&n
and wor3mans!ip
Basic competence 4
5ood but not special 16
Presti&e 11
& %rice certainty %o ou need to !a,e a "irm price "or t!e project
construction be"ore ou can commit it to
proceed#
Yes 12
A tar&et plus or minus will do 13
1 ,ompetition %o ou need to c!oose our construction team
b price competition
7ertainl "or all wor3s contractors 1)
1or3s and construction mana&ement teams 1*
$o' ot!er "actors more important 1-
0 Management 7an ou mana&e separate consultancies and
contractors' or do ou want just one "irm to be
responsible a"ter t!e brie"in& sta&e#
7an mana&e separate "irms 1/
.ust !a,e onl one "irm "or e,ert!in& 10
< Accounta4ility %o ou want direct pro"essional accountabilit
to ou "rom t!e desi&ners and cost consultants#
$ot important 14
Yes 26
I Ri!k a:oi)ance %o ou want to pa someone to ta3e t!e ris3 o"
cost and time slippa&e "rom ou
$o' pre"er to retain control and t!ere"ore
ris3
21
Prepared to s!are a&reed ris3s 22
Yes 23
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
RIBA *-T'I/& %'A/ *1 I*RC $DD?
Iork "tage "equence! 4y %rocurement Metho)
+he "ia*rams illustrate "ifferent sequences for completion of wor sta*es for 4arious
procurement metho"sC #ut are not representati4e of time3
In arri4in* at an accepta#le timescale the choice of that metho" may #e as rele4ant as other
more o#4ious factors such as the amount of wor to #e "oneC the clientQs ten"erin*
requirementsC riss associate" with thir" party appro4als or fun"in* etc3
F ULLY DES IGNED P R OJ EC Ts ingle s tage tender
Select advisors --- A B Planning
Select / confirm consultants - C D E F1 F2 L2,
! " # $ L
F ULLY DES IGNED P R OJ EC T with des ign by C ntra! t r r S "e! ialis t
Select advisors --- A B Planning
Select / confirm consultants -- C D E F1 F2 F2
Pre-contract design %& S'ecialist !( "( F1 "2
Post contract design %& Contractor or S'ecialist F2 L2,
Com'etitive single stage tender ! "( # $ L
Two stage main contract tender G* H* F1 G H2
!( First stage documentation "( First stage tender ma& include Contractor)s Pro'osals "2 Second stage tender
DES IGN #ND $ UILD P R OJ EC T s ingle s tage tender
Select Advisors --- A B Planning Design revie*
Select / confirm consultants --- C D L2,
Em'lo&er)s +e,uirements ! " # $ L
Contractor)s Pro'osals E F
Note: Final design activity by Client may be at stage C D E or possibly F T!ese stages not repeated by contractor
DES IGN #ND $ UILD P R OJ EC T tw s tage tender %all des ign by ! ntra! t r&
A''oint consultants - A B design revie* L2,
Em'lo&er)s +e,uirements ! "1 "2 #/$ L
Contractor)s Pro'osals C D/E F
Planning
P #R TNER ING C ONT R #C T
-ut'ut s'ecification %& client
A''oint consultants - A B Planning
A''oint 'artnering team - " C D E F1 F2
Select S'ecialists ---- " E F1 F2 L2,
Agree !uaranteed .a/imum Price ----- !/" #/$ L
Design and constr"ction se#"ences may be as s!own $or %anagement Contract& Constr"ction %anagement
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The RIBA Quality Management Toolkit RIBA project quality plan or !mall project!
'#N#GE'E NT C ONT R #C T ( C ONST R UC TION '#N#GE'ENT
Select Advisors A B Planning
Select/confirm consultants C D
Select .C or C. ! " L2,
# $ L
S0ell and core 'ac1ages E F1 ! " F2 # $
Fit out 'ac1ages E F1 ! " F2
%C %anagement Contractor C% Constr"ction %anager
'pecialist Contractors s!o"ld be appointed by t!e %anagement Contractor or t!e Constr"ction %anager as appropriate
in time $or t!e delivery o$ any pre(constr"ction design services as re#"ired by t!e overall programme
Eac! pac)age will re#"ire *"ilding Control approval be$ore its constr"ction commences
P U$ LIC P R I)#TE P #R T NER S*IP S and P R I)#T E F IN#NC E INITI#T I)E
+++&+F, stages
Pre'aration 2enders/3egotiations Construction 4se
151 6nce'tion 251 1st %ids 51 Contract A*ard 7 After 0and-over
152 Pre-,ualification 252 2nd %ids 52 Construction 8 Commissioning / o'erations
15 -ut'ut S'ecification 25 Preferred Bidder to Financial Close 9 Evaluation
OGC + del !ate*a&s
Negotiations & *rie$ review Com'liance audit 8
Select Client Design Advisors 151- 251 252 25 7 9
8
Provider)s out'uts 152 251 252 25 7 9
Provider)s design 2eam C D:E F1 F2 -$ L L2,
Planning
S'#R T P F I )ariants
Select Client Design Advisors 15 15 revie* Negotiations&*rie$ review Com'liance audit 8
Select /develo' a design model Planning 7 9
8
Provider)s out'uts 152 251/2 25 7 9
Provider)s Design 2eam ;D:< E F1 F2 -$ L L2,
8 7 = 1 2
+6BA stages
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I*RCI/0 AT RI"C # 0-I2A/,& /*T&"
OP+I)I%)N
SWorin* for nothin*>C constantly the su#ject of comment an" "iscussionC often arises when
the optimistic meets the unscrupulous3
+he law "oes not *enerally support claims for payment for "oin* wor in the e<pectation of
o#tainin* a contract3 By "efinition #i""in* for wor is speculati4e an" the associate" costs are
not normally reco4era#le unless this is a prescri#e" term of the #i""in* process3
7e4ertheless an architect pro4i"in* preliminary ser4ices at the request of a clientC whether
#uil"in* ownerC "e4eloper or contractorC mi*ht in certain circumstances mae a successful
claim on a quantum meruit #asis3 In the a#sence of a contractC a claim woul" #e #ase" on
the principle that the law will require the client to mae restitution if the client has not pai" for
the architect>s worC which helpe" to achie4e the client>s o#jecti4es an"6or an anticipate"
su#sequent contract was not awar"e" to the architect3 AlsoC it certainly helps if the architect
has positi4ely in"icate" that payment is e<pecte"3
+he client>s o#jecti4e for requestin* the ser4ices mi*ht #e to o#tainC for instance;
plannin* permissionH or
appro4al in principle #y a fun"erH or
acceptance of a "esi*n an" #uil" ten"erH or
achie4ement of =preferre" #i""er> status in PDI6PPP type projects3 T7ote in pu#lic
sector wor the su#sequent appointment of the architect mi*ht #e su#ject to :8
requirements for competitionU3
Dor a claim to succee" it woul" #e necessary to "emonstrate that the architect>s contri#ution
was;
requeste" #y the client an" *i4en on the mutual un"erstan"in* that a contract woul"
followH an"
ma"e efficiently an" effecti4ely3
of #enefit to the client3
DA!+% OD 9ID:
Eowe4er *i4en that speculati4e or con"itional offers are a fact of commercial lifeC architects
must "eci"e on their practice strate*yC an" in each case mae a commercial ju"*ement a#out
the riss in4ol4e"3 It is implicit in a speculati4e offer that the architect is in effect sayin*; ?I will
wa*er achie4ement of your o#jecti4e a*ainst some Tor allU of my preliminary feeA3 It is
important therefore to recor" the terms on which the offer is ma"e3
Within the RIBA an" ARB !o"es are requirements that an architect must "efine the terms of
en*a*ement in writin* #efore ser4ices are pro4i"e" an" not to pro4i"e ser4ices unless in4ite"
to "o so3 +he profession feels that these requirements are necessary to uphol" professional
stan"ar"s an" safe practice3 IfC contrary to the !o"eC the architect just "oes whate4er is
require" an" hopes for the #est perhaps in the #elief that the client will #e ?#oun" to lie itAC
the ris to the architect>s rewar" will #e at its hi*hest3
An offer ,see in"icati4e specimen letter/ will pro4i"e the #asis for a contract an" shoul"
therefore;
#e as carefully consi"ere" as any other #i"H
#e a""resse" to the putati4e clientC state what the offer comprisesC the con"itions that
woul" apply on acceptance of the offer an" to any su#sequent appointmentC an" the
lia#ility for fees arisin*H
attempt to pre4ent e<ploitation of the architect #y the clientC particularly in respect of
copyri*ht3
Whilst a contract requires =offer an" acceptance> to #e complete it may #e reasona#le to
assume that a contract has come into force ifC after receipt of an offerC the client>s actions
imply acceptance3 If no response is recei4e" it will #e another matter for the architect>s
commercial ju"*ement on whether to procee" with the ser4ices3 If the response is; ?Please
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*et on with the ser4ices an" we can ne*otiateA the effect may #e to confuse the architect>s
position particularly o4er the terms of any future contract3
In)icati:e !pecimen letter # :er!ion or a pri:ate client
,talicised entries are pro"ect specific hypothetical e7ample te7ts
+e<t in square #racets TL3U ,whether or not italicise"/ are *enerally alternati4es for
selection3
%ear .
New Project
1e write to con"irm t!at ou !a,e as3ed us to prepare preliminary designs "or a new
building and to con"irm t!e terms o" our appointment.
8or our protection and to ensure clarit' et!ical and pro"essional codes t!at appl to
arc!itects pre,ent us "rom underta3in& wor3 wit!out a written a&reement as to t!e ser,ice
o""ered and t!e "ees to be c!ar&ed. 9!is letter pro,ides a basis to compl wit! t!ese
re2uirements to co,er t!e period until a more "ormal and e(plicit contract' as re"erred-to
below' can be e(ecuted.
You !a,e pro,ided an outline o" our re2uirements and as3ed us to
1 carry out feasibility studies for the project in particular to identify solutions (a)
suitable for a development adjoining the conservation area and (b) which will minimise
energy usage; and subsequently
2 to develop the preferred solution sufficient for the purposes of a full planning
application.
8or t!e abo,e ser,ices to be pro,ided e""ecti,el' ou !a,e a&reed we shall act as lead
designer and you will obtain structural and building services designs and cost advice to assist
us. e understand that a measured survey of the site! the e"isting services and the ground
conditions #is available$ #will be made available$
Per"ormance o" our ser,ices will be carried out #on a time charge basis$ #for a lump sum fee
of %&. $. I" ot!er preliminar ser,ices are re2uired t!ese will be c!ar&ed additionall on a
time basis. 9ime based ser,ices are c!ar&ed at t!e "ollowin& rates:
Principal ; < per !our =enior Arc!itect ; < per !our
9!ese preliminar c!ar&es include "or out o" poc3et e(penses but e(clude special presentation
material and an disbursements made on our be!al". An in,oice will be submitted on
completion o" our preliminar ser,ices. >A9 #is$ #is not$ c!ar&eable on t!e net ,alue o" our
"ees and e(penses.
1e will per"orm t!e preliminar ser,ices in accordance wit! RIBA "orm o" appointment
?=1@' ?7A@' ?=8A@ a cop o" w!ic! is enclosed' subject to t!e "ollowin&:
B "ees s!all be due w!et!er or not t!e project proceeds beond t!e preliminar ser,icesC
B i" we are not appointed to per"orm "urt!er ser,ices' a premium pament o" ; <'
w!ic! incorporates t!e licence "ee "or t!e cop and use o" our desi&n' s!all become
paable w!et!er or not t!e desi&n is adopted as t!e basis "or t!e project.
It is a condition o" t!is o""er t!at RIBA 8orm ?=1@' ?7A@' ?=8A@ is also t!e basis "or an
"urt!er ser,ices re2uired "or t!e project. 8ees "or "urt!er wor3 will be based on a percentage
of the construction cost.
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I" t!ese terms are acceptable' please si&n t!e enclosed cop o" t!is letter and return it to us.
1e s!all t!en be in a position to start wor3. 1e are loo3in& "orward to wor3in& wit! ou on
t!is project.
Yours "ait!"ull
9!e Arc!itect
ID1e con"irm t!at #the 'rchitect$ is to proceed wit! t!e preliminar ser,ices as set out abo,e.
#signed$
=i&nature o" 7lient. ?date@
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In)icati:e !pecimen letter # :er!ion or a contractor/)e:eloper client
,talicised entries are pro"ect specific hypothetical e7ample te7ts
+e<t in square #racets TL3U ,whether or not italicise"/ are *enerally alternati4es for
selection3
%ear .
New Project
1e write to con"irm t!at ou !a,e as3ed us to join your team preparing a tender submission
for this design and build project and to confirm the terms of our appointment.
8or mutual protection and to ensure clarit' et!ical and pro"essional codes t!at appl to
arc!itects pre,ent us "rom underta3in& wor3 wit!out a written a&reement as to t!e ser,ice
o""ered and t!e "ees to be c!ar&ed. 9!is letter pro,ides a basis to compl wit! t!ese
re2uirements to co,er t!e period until a more "ormal and e(plicit contract' as re"erred-to
below' can be e(ecuted.
You !a,e pro,ided an outline o" our re2uirements and a cop o" t!e tender documents and
as3ed us to
( carry out feasibility studies for the project in particular to identify solutions (a)
suitable for a development adjoining the conservation area and (b) which will minimise
energy usage; and subsequently
2 to develop the preferred solution sufficient for the purposes of the tender submission.
8or t!e abo,e ser,ices to be pro,ided e""ecti,el' ou !a,e a&reed we shall act as lead
designer and you will obtain structural and building services designs and cost advice to assist
us. e understand that a measured survey of the site! the e"isting services and the ground
conditions #is available$ #will be made available$
Per"ormance o" our ser,ices will be carried out #for a lump sum fee of %&. $ #on a time
charge basis$. I" ot!er preliminar ser,ices are re2uired t!ese will be c!ar&ed ?additionall@
on a time basis. 9ime based ser,ices are c!ar&ed at t!e "ollowin& rates:
Principal ; < per !our =enior Arc!itect ; < per !our ?etc.@
9!ese preliminar c!ar&es include "or out o" poc3et e(penses but e(clude special presentation
material and an disbursements made on our be!al". An in,oice will be submitted on
completion o" our preliminar ser,ices. >A9 #is$ #is not$ c!ar&eable on t!e net ,alue o" our
"ees and e(penses.
1e will per"orm t!e preliminar ser,ices in accordance wit! RIBA "orm o" appointment
?=8A@ ?7A@' a cop o" w!ic! is enclosed' subject to t!e "ollowin&:
B < E o" our "ees will become paable on t!e date set "or t!e tender submissionC
B t!e remainin& < E will become paable on acceptance b t!e buildin& owner o" t!e
submissionC
B additional "ees s!all be paid "or an ser,ices pro,ided a"ter submission and prior to
"urt!er appointmentC
B "ees s!all be due w!et!er or not t!e project proceedsC
B i" we are not appointed to per"orm "urt!er ser,ices' a premium pament o" ; <'
w!ic! incorporates t!e licence "ee "or t!e cop and use o" our desi&n' s!all become
paable w!et!er or not t!e desi&n is adopted as t!e basis "or t!e project.
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It is a condition o" t!is o""er t!at RIBA 8orm ?=8A@ ?7A@ wit! amendment %B2 "or
7ontractor Proposals is also t!e basis "or t!e "urt!er ser,ices re2uired +1or3 =ta&es 7' %' A'
8' F and G) to complete t!e project "or w!ic! our "urt!er "ees will amount in total to ) o"
t!e 7onstruction 7ost.
Additionall' out o" poc3et e(penses' includin& printin&' reproduction and tra,ellin& costs
will be c!ar&ed #at net cost plus .. ) handling charge$ #by the addition of .. ) to of the gross
fees payable$. =pecial presentation material and an disbursements made on our be!al" will
be c!ar&ed at net cost plus .. ).
I" t!ese terms are acceptable' please si&n t!e enclosed cop o" t!is letter and return it to us.
1e s!all t!en be in a position to start wor3. 1e are loo3in& "orward to wor3in& wit! ou on
t!is project.
Yours "ait!"ull
9!e Arc!itect
ID1e con"irm t!at #the 'rchitect$ is to proceed wit! t!e preliminar ser,ices as set out abo,e.
#signed$ =i&nature "or 7ontractor 7lient #date$
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