TOPIC 3: STAGES OF A PROJECT

TOPIC 3: STAGES OF A PROJECT

1. Introduction.
- A typical engineering and construction project spans a whole range of activities
from its inception up to its ultimate realization. The principal phases of a typical
engineering and construction contract being: pre contract phase & post
contract phase

2. Types Of Construction Project Stages

- The Traditional Categorization of Project Stages
- The Royal Institute of British Architects (RIBA) Plan of Project Stages

3. The Traditional Categorization of Project Stages.

Stage 1(Inception & Feasibility)
- Identify project objectives
- Resolve all land issues
- Set up users requirements
- Conduct feasibility studies
- Set up project organization and management structure

Stage 2(Design)
- Develop project brief further
- Develop concept and schematic design
- Obtain planning approvals
- Undertake detailed design and detailing
- Prepare cost plan/budget
- Undertake value engineering

Stage 3(Tendering)
- Issue tender documents
- Prepare and submit tenders ie contractors proposals etc
- Evaluate tender submission
- Award tender
- Prepare contract documents

Stage 4(Construction)
- Site possession and mobilization of resources
- Obtain necessary permits and approvals
- Undertake procurement, fabrication, installation, construction etc
- Carry out contract administration
- Undertake project financing

Stage 5(Handover & Maintenance)

- Undertake all testing, commissioning and training
- Obtain TCF and CF (all authority approvals)
- Handover of project to employer/user
- Carry out necessary maintenance and defect rectification during defect
liability period
- Undertake migration
- Carry out facilities management.

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TOPIC 3: STAGES OF A PROJECT

4. The Royal Institute of British Architects (RIBA) Plan of Project Stages 2007

- The RIBA Plan of Work describes the activities from Preparation & Brief the
clients requirements through to post construction. The stages are also used in
the appointment of architects and help to identify consultant services and
indicate the resource and fee total by Work Stage.
- To define a systematic plan of work for the design team
- To assist in the management of projects
- As a basis for control of office procedures

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 TOPIC 3: STAGES OF A PROJECT
RIBA Work People Purpose of work and
Stage involved decisions needed
(Common
name)
RIBA Stage All client Identification of Client's
A Appraisal interests, requirements and any
(Briefing) architect/ possible constraints on
lead designer development. Preparation
(depending on of studies to enable the
procurement Client to decide whether to
route) proceed and to select the
probable procurement
method. The latter is a
particularly important
decision, as it will determine
the way in which project
resources, responsibilities
and risks are apportioned
between the Client and its
consultants and contractors.
PREPARATION
RIBA Stage Clients Preparation of general
B representatives outline of requirements and
Preparing , consortium/ planning of future action on
Strategic partnering behalf of, the client with
Brief team client confirming key
members, requirements and
architects, constraints. Identification of
engineers and procedures, organisational
QS according structure and range of
to the nature consultants and others to be
of the project. engaged for the project. The
strategic brief is a key
output from this stage and
becomes the clear
responsibility of the client.
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Tasks to be undertaken
Set up project steering group or
equivalent and identify the vision and key
performance indicators (KPIs) for the
project.
Consider funding and procurement route
BSF, Academy, DfES bid, LEA resources,
school, other agencies.
Traditional contract:
Submit funding bid to DfES
Appoint Design Team
PFI/BSF contract:
Prepare option appraisals
Submit outline business case (OBC)
Obtain OBC approval
Fix budget for project
Advertise in OJEU
Partnering contract:
Advertise for and select partnering
contractor
Develop scheme with client and
contractor to determine budget
Appoint design advisor, education
expert and design champion.
Set up Client organisation for briefing
Studies of user requirements, site
conditions, planning, design and cost etc,
as necessary to reach decisions
Monitor performance against the vision
and KPIs for the project.
LEA prepares accommodation schedules in
consultation with schools.
Traditional contract:
Sketch design proposals
Cost check against budget
Prepare final detailed brief.
PFI/BSF contract:
Select shortlist of bidders.
Prepare ITN and issue to bidders
Receive bids from bidders
Evaluate sample designs (BSF)
Evaluate and select Preferred Bidder
Partnering contract:
Decide Partnering Programme
(workshops etc.)
Cost check against budget
 TOPIC 3: STAGES OF A PROJECT

RIBA Stage All client Provide the client with an Develop the brief further.
C interests, appraisal and Do studies on user requirements, technical
Outline consortium/ recommendation in order aspects, planning, design and costs as
proposals partnering that they may determine necessary to reach decisions.
Stage C team the form in which the Monitor performance against the vision
begins members, project is to proceed. Ensure and KPIs for the project.
when the architects, that it is feasible
architects engineers, QS functionally, technically and Traditional contract:
brief has and specialists financially. At this point the C to F Detailed design and tender
DESIGN

been are required. development of the documentation produced

determined strategic brief into the full PFI/BSF contract:
in sufficient project brief begins and C to F Negotiations with preferred
detail outline design proposals and Bidder to finalise contract details.
(Sketch cost estimates are prepared. Non sample designs prepared in BSF
plans) Partnering contract:
C to F Final design developed jointly
within budget constraints, most likely to
an Agreed Maximum Price (AMP).

The Brief should not be modified substantially after this point. Depending on the procurement route, changes
after this stage can incur additional cost or lengthen the programme.
RIBA Stage D All client Determines the general Complete final development brief and full
Scheme interests, approach to the layout, design of the project by the architect.
Design & architects, design and construction in Engineers prepare preliminary design.
Planning; engineers, QS order to obtain Preparation of cost plan and full
Detailed and authoritative approval of explanatory report.
Proposals; specialists the client on the outline Submit proposals for all approvals.
Submit and all proposals. The project brief Monitor performance against the vision
Planning statutory and will be fully developed and and KPIs for the project.
Application other detailed proposals will be
(Planning approving made and compiled, Traditional contract:
DESIGN

drawings) authorities, generally in a Stage D C to F Detailed design and tender

contractor (if report. The application for documentation produced
appointed). full development control PFI/BSF contract:
approval will be made at C to F Negotiations with preferred
this point. Bidder to finalise contract details.
Non sample designs prepared in BSF
Partnering contract:
C to F Final design developed jointly
within budget constraints, most likely to
an Agreed Maximum Price (AMP).

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 TOPIC 3: STAGES OF A PROJECT
RIBA Stage E All client Completion of the brief with
Detail Design; interests, decisions made on the
Final architects, planning arrangement,
proposals. engineers, QS appearance, construction
and method, outline
specialists specification and cost of the
and all project. All approvals will be
statutory and obtained at this stage,
other including for Building
DESIGN
approving Regulations.
authorities, In effect, during this Stage
contractor final proposals are
(if developed for the Project
appointed). sufficient for co-ordination
of all its components and
elements to realise the
construction.
Any further change in location, size, shape, construction method or cost after this time is likely to result in
abortive work. Some procurement methods can make it easier and less costly to make changes after this Stage.
RIBA Stage F Architects, Final decisions taken on
Production QS, engineers every matter related to
information and design, specification,
specialists, construction and cost. For a
contractor (if traditional procurement
appointed). process, production
information is first prepared
in sufficient detail to enable
a tender or tenders to be
DESIGN
obtained. Any further
production information
required under the building
contract to complete the
information for construction
is then prepared. All
statutory approvals should
be obtained by the end of
this phase.
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Full design of every part and component
of the building by collaboration of all
concerned. Complete cost checking of
designs.
Monitor performance against the vision
and KPIs for the project.
Traditional contract:
C to F Detailed design and tender
documentation produced
PFI/BSF contract:
C to F Negotiations with preferred
Bidder to finalise contract details.
Non sample designs prepared in BSF
Partnering contract:
C to F Final design developed jointly
within budget constraints most likely to
an Agreed Maximum Price (AMP).
Prepare final production information i.e.
drawings, schedules and specifications.
Monitor performance against the vision
and KPIs for the project.
Traditional contract:
C to F Detailed design and tender
documentation produced
PFI/BSF contract:
C to F Negotiations with preferred
Bidder to finalise contract details.
Non sample designs prepared in BSF
Partnering contract:
C to F Final design developed jointly
within budget constraints, most likely to
an Agreed Maximum Price (AMP).
 TOPIC 3: STAGES OF A PROJECT

RIBA Stage G Architects, Prepare and collate tender Prepare Bills of Quantities and tender
Tender engineers documentation in sufficient documents
documents; and detail to enable a tender or Monitor performance against the vision
Bills of specialists. tenders to be obtained for and KPIs for the project
Quantities Contractor (if the construction of the
appointed) Project. It should be noted Traditional contract:
that this Stage is much more G to H Tendering process contractor
relevant to Traditional forms selected
DESIGN

of procurement. PFI/BSF contract:

G to H PFI contract signed
LEP established in BSF
Negotiations with contractor for future
phases in BSF
Partnering contract:
G to H Contract signed
Maximum price (AMP) fixed

RIBA Stage H Architects, Prepare and complete all Hold pre-tender briefing for potential
Tender action QS, information and contractors to ensure they have a good
engineers, arrangements for obtaining project understanding
contractor, tender(s). Identify potential Obtain and appraise tenders
client. contractors and/or Appoint contractor
specialists for the Monitor performance against the vision
construction of the project. and KPIs for the project.
Tenders obtained and
appraised with
recommendations made to
the client body or Steering
DESIGN

Group to allow an
appointment to be made. It
is important that the
contractors understanding
of, and commitment to, the
project vision and its
sustainability is tested at
this stage. This can be
achieved by the inclusion of
this as a key selection
criterion early in the
procurement process.

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 TOPIC 3: STAGES OF A PROJECT

RIBA Stage J Architects, Building contract let and Take action in accordance with the RIBA
Project QS, contractor appointed Plan of Work
Planning; engineers, Production information Appoint contractor
Mobilisation contractor, issued to the contractor Hand over site to contractor to prepare
client Site is handed over to the prior to construction
(Site contractor Monitor performance against the vision
Operations) and KPIs for the project.

Traditional contract:
J to M Construction monitored by
design team
PFI/BSF contract:
J to M Construction of first phase
Facilities Management (FM) service
delivery commences on completion
Partnering contract:
J to M Contractor, design ream and
client continue to partner to achieve
budget/programme
RIBA Stage K Contractors, Contractor programmes the Take action in accordance with the RIBA
Operations sub- work in accordance with the Plan of Work
CONSTRUCT

CONSTRUCT

CONSTRUCT

on Site; contractors contract and commences Regular site inspections of work to ensure
Construction work on site. The client or it meets specification.
to Practical their representative - the Monitor performance against the vision
Completion architect in Traditional and KPIs for the project
procurement - administers
(Site the building contract up to
Operations) and including practical
completion (this is the point
at which the contractor
hands back ownership of
the site and completed
project to the client).
Further information
supplied to the contractor
as and when reasonably
required.

RIBA Stage L Architects, This Stage is clearly Take action in accordance with the RIBA
Completion engineers, separated from the Plan of Work
contractors, construction phase. Final Monitor performance against the vision
(Site sub- inspections are made to and KPIs for the project
Operations) contractors, ensure specifications have
QS, client been met. In addition, the
final account is settled

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 TOPIC 3: STAGES OF A PROJECT

RIBA Stage M Architect, At this Stage, the building Analyse job records and inspect
Feedback engineers, has been handed over to the completed building(s) as appropriate.
QS, client for occupation. Any Conduct studies of the building in use.
contractor, defects will have been These are particularly important to focus
client, users remedied and the final on energy in use against the design
as account settled. This allows specification.
appropriate the management, Monitor performance against the vision
USE

construction and and KPIs for the project.

performance of the project
to be assessed.

The RIBA Stages conclude at Stage M. For projects to be sustainable, the operational and decommissioning
phases need to be separately identified and planned for by the client. For PFI/BSF procurement, these will
be the responsibility of the consortium.

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