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TABLE OF CONTENTS
INTRODUCTION 1. 2. Purpose Scope 2 2 2 2 2 2 2 2 3 3 3 3 3 4 4 4 4 4 4 5 5 5 5 6

PROCEDURE 3. The Manual 3.1 3.2 3.3 4. 5. HARD COPY OF THE MANUAL ELECTRONIC COPY OF THE MANUAL UPDATING THE MANUAL

The Format of Each Chapter The Structure of the Manual 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 CHAPTER 1 OVERVIEW CHAPTER 2 ASSESSMENT OF NEEDS CHAPTER 3 PROJECT QUALITY PLAN AND PCS CHAPTER 4 FINANCIAL MANAGEMENT CHAPTER 5 CONSULTANTS BRIEF CHAPTER 6 APPOINTMENT OF CONSULTANTS CHAPTER 7 STATUTORY PROCESS CHAPTER 8 PRELIMINARY REPORT CHAPTER 9 CONTRACT DOCUMENTS - PPP PROJECTS

5.10 CHAPTER 10 CONTRACT DOCUMENTS -TRADITIONAL CONTRACTS 5.11 CHAPTER 11 OPERATION, MAINTENANCE AND TRAINING 5.12 CHAPTER 12 OTHER PROJECTS 5.13 CHAPTER 13 POST PROJECT REVIEW REFERENCED AND RELATED DOCUMENTS

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INTRODUCTION

1.

Purpose

The purpose of this manual is to collect in one document the key information and guideline material contained in the DEHLG Circulars that are relevant to the planning and implementation of Water Services Projects. The manual should be of assistance to a Local Authority Project Leader, especially one relatively new to the management of Water Services Projects, as it contains guidelines on the various activities and statutory requirements that might be encountered in the course of one of these projects. The Procedures Manual shall be followed using the Project Control System (PCS) and the Performance Monitoring System (PMS). The three documents together provide a powerful tool to assist in the successful execution of projects from first consideration through to either a commissioned plant or the end of the operational life, depending on the scope of the contract.

2.

Scope

The manual covers the requirements for all stages of a Water Services project, from Assessment of Needs through to handover and Post Project Review. It relates to all forms of contract whether Traditional, Design & Build or Design Build and Operate. The manual also refers to the application of the polluter pays principle to water services in the context of the Governments Water Pricing Policy Framework on this issue. The manual is written on the assumption that the person managing the project is competent, but may require reminding of the important issues that must be addressed at each stage of project planning and implementation. PROCEDURE

3. 3.1

The Manual
Hard Copy of the Manual

The Manual is not available in hard copy.

3.2

Electronic Copy of the Manual

An electronic copy of the Manual is accessible through the Water Services National Training Group (WSNTG) website. Contained on the website will be the text and all of the circulars referenced in or related to the chapters of the Manual. Users will be able to navigate from any section of a chapter to its related circulars.

3.3

Updating the Manual

The electronic version of the Manual will be updated centrally and will thus always contain the correct upto-date material.

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Where hard copies are made, each copy should be issued to a nominated holder, who will be responsible for removing obsolete material and replacing it with new material each time a changed version is issued by the DEHLG.

4.

The Format of Each Chapter

All chapters have the same format: Introduction Purpose Scope - comprising two parts: - outlining the relevance and purpose of the particular chapter. - Indicating the areas and material the chapter deals with, and, by inference, those areas which this chapter does not deal with.

Procedure - This section indicates the key steps and issues that must be considered or addressed during the stage of the project described by the chapter. Referenced and Related Documents - This section contains a list of all the circulars from which extracts have been taken in preparing the chapter or which may be relevant or related to the material. Relevant European Union legislation and documentation may also be included in this section.

5.

The Structure of the Manual

As far as possible the chapters have been arranged to follow the chronological sequence of a typical Water Services project. The thirteen chapters are arranged as follows:

5.1

Chapter 1 Overview

This chapter describes briefly the purpose and general structure of the Manual.

5.2

Chapter 2 Assessment of Needs

This chapter relates to the periodic Assessment of Needs exercisewhich every County/City must implement. It includes reference to the possibility of nominating a Lead Authority in a region, the possibility of grouping smaller projects based around a single catchment, the necessity for review by the Strategic Policy Committee, and the requirement for public consultation. The general contents of an Assessment of Needs document and the requirements for funding applications are also described.

5.3

Chapter 3 Project Quality Plan and PCS

The Project Quality Plan is the responsibility of the Local Authority Project Leader. It is a live document and should be reviewed, revised and reissued for every phase of the project. The Quality Plan has a number of important functions:

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On the one hand it records key project information such as the Project Leader, the Scope, the Consultant and the Schedule of Project Meetings. On the other hand, it is also a vehicle for encouraging the Project Leader to identify the risks and opportunities, the critical execution issues and the various review processes that must be planned to ensure that the project is implemented successfully. It also provides the direct link to the Project Control System (PCS), which must be used for reporting of all Water Services Projects. The Quality Plan may be updated manually in an Appendix as issues arise. One noteworthy feature of the Quality Plan is that it also acts as a repository for recording project incidents, both positive and negative that need to be flagged for the Post Project Review.

5.4

Chapter 4 Financial Management

This chapter describes the different types of funding that might be provided for a Water Services project, the means of financial control that must be applied during the course of the project, and the manner in which payment claims must be made. The chapter also details how the polluter pays principle is applied in practice to water services. The chapter concludes with details on the submission of the Final Report to the DEHLG and the way in which Final Accounts must be submitted to the DEHLG.

5.5

Chapter 5 Consultants Brief

The Consultants Brief is a short document intended to brief the Consultant on the project scope and supply him with enough information to enable him to develop a Preliminary Report. The chapter describes the information the Brief should contain, and which should be developed by the Consultant in the Preliminary Report. Early warning requirements for Archaeological and Foreshore Licence issues are flagged.

5.6

Chapter 6 Appointment of Consultants

The chapter describes the correct approach for the advertising process. The chapter also describes the requirements for the selection process, and advocates setting up the selection board at the same time as the Contract Notice is prepared to avoid delays on the critical path of the project.

5.7

Chapter 7 Statutory Process

This chapter summarises the key statutory issues that need to be addressed during a Water Services project, and sets out information on how each of these issues should be dealt with.

5.8

Chapter 8 Preliminary Report

This chapter sets out how the Consultant should prepare the Preliminary Report and differentiates were necessary between Water Supply Schemes and Waste Water Schemes.

5.9

Chapter 9 Contract Documents - PPP Projects

This chapter provides an overview of the steps in a project where a Design Build or Design Build Operate approach might be considered and identifies the differences between projects using this approach and projects following the traditional approach.

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5.10 Chapter 10 Contract Documents -Traditional Contracts

This chapter describes the responsibilities of the Local Authority Project Leader, during the detailed design, tendering and construction phases of a Water Services project. It also describes the key activities that must be performed by the Consultant during this stage. The chapter also describes the CONDOC software package that is used in the preparation of Contract Documents.

5.11 Chapter 11 Operation, Maintenance and Training

This chapter describes the operation and maintenance requirements of capital works once they have been commissioned and completed. It describes the requirements, both when the Local Authority intends to take direct responsibility for the operation and maintenance and also when the contract is being awarded to a private operator as in a DBO or Operate & Maintenance contracts. The chapter also highlights the training programmes being provided by the Water Services National Training Group under the auspices of FS and the DEHLG.

5.12 Chapter 12 Other Projects

This chapter describes the criteria on which proposals to increase serviced land for residential development are evaluated, prioritised and approved.

5.13 Chapter 13 Post Project Review

This chapter describes the main purposes of the Post Project Review to assess project performance, to meet EU and DEHLG requirements, and to learn from each project so as to improve the management of future projects. The chapter describes the project reporting requirements as set down by the EU, and the preparation of the Interim Final Report and the Final Report. It also stipulates the contents of the Final Report. The chapter concludes with a description of the Post Project Review Meeting, setting out the recommended agenda for the meeting and suggesting an analysis strategy. 14.

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REFERENCED AND RELATED DOCUMENTS

See individual chapters for relevant documents.

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