51³Ô¹ÏÍø

Description

For projects procured via a design and build route, the Client's Design Team must be novated to the Main Contractor upon appointment. This ensures the Main Contractor can work with the existing Design Team to deliver the project, assume design risk, and provide the Client with a single point of responsibility. Novation can occur at various RIBA stages depending on whether a single stage or two stage procurement route is adopted.

An example list of consultants you would typically novate under a D&B project:

• Architect/Lead Designer
• MEP Engineer
• Structural/Civil Engineer
• Facade Engineer
• Verticial Transport Designer
• Fire Engineer

The following contracts contain provision for novation:

• JCT
• NEC
• Bespoke 51³Ô¹ÏÍø Consultancy Agreement

Engagement

• Project Team to facilitate the novation process
• Director of Department to support/approve the novation process
• Category Manager (Abad Zalal - a.zalal@imperial.ac.uk) to review and approve all novation documents and execute novation documents
• Head of Procurement to execute novation documents

Forms & Links

Note: The information found in the links below is commercially sensitive, if you are unable to access the links above, please contact the Category Manager. 

• (Process) Non-HRB Building Suite of Contracts:
• (Process) HRB Building Suite of Contracts:
• (Process) 51³Ô¹ÏÍø Purchase Order T&Cs:
• (Process) Ancillary Documents:
• (Guidance) Procurement Process Flowchart:

Approvals & Compliance Review

• Category Manager to approve novation documents. All novation documents to be issued via Docu-Sign.
• All novation documents are executed by the Category Manager and Head of Procurement.

Repeated Subsequent RIBA Stages

A typical scenario for a Single Stage Tender:

1. Procure and execute contract with Design Team at RIBA 1 or 2
2. Procure and execute main contract with the Main Contractor during RIBA 4
3. Novate Design Team to Main Contractor under a "Form of Novation"
4. Execute a "Post Novation Warranty"
5. Novation process complete

A typical scenario for a Two Stage Tender: 

1. Procure and execute contract with Design Team at RIBA 1 or 2
2. Procure and execture a PCSA/PSCS contract with the Main Contractor during RIBA 2 or 3 (dependent on procurement route)

1st Option

• Under the PSCA/PSC, novate the Design Team to Main Contractor under a "Form of Novation"
• Execute a "Post Novation Warranty"
• Novation process complete

OR

2nd Option

• Progress the PCSA/PSC with Main Contractor to 2nd Stage process/main contract
• Retain Design Team but enable them to work with Main Contractor during PCSA phase
• Negotiate and execute the main contract with the Main Contractor at RIBA 4
• Novate Design Team to Main Contractor under a "Form of Novation"
• Execute a "Post Novation Warranty"
• Novation process complete

Description

Reviewing and finalising how graphic design, signage, branding and wayfiniding fit within the coordinated design. Ensures visual identity is incorporated accurately and consistently, without conflicting with architecture, interiors or MEP services. 

Description

The Building Safety Act 2022 introduced new requirements for non-higher-risk buildings (non-HRBs), which are not subject to the same level of oversight as higher-risk buildings (HRBs). Here are the key points regarding building control for non-HRBs:

• Regulations aim to ensure that non-HRB projects are designed, constructed and managed to comply with the Building Regulations, thereby reducing risks and ensuring safety. 
• For non-HRBs, you may need approval from a building control body. You can either choose your local authority's building control department or appoint a a registered Building Control Approver (RBCA). If you are unsure if your project requires Building Control, ask your registered building control approver for advice. 

The rationale for getting Building Control approval is to establish a compliance pathway early and avoid redesign delays. 

The objective is to ensure the design aligns with all regulatory requirements. The Project Manager is to coordinate the Design Team to integrate: 

• Part A (Structure)
• Part B (Fire Safety)
• Part L (Energy/Thermal)
• Part M (Accessibility)

Project Manager to seek a fee proposal from the RBCA for their scope of work. Once the RBCA is appointed, schedule design reviews focusing on compliance risks. Ensure drawings/specifications reach sufficient detail. Recrod feedback from the registered Building Control Approver and distribute to the Design Team. Adjust the design based on early guidance. 

Engagement

The Project Manager is to ensure engagement with the RBCA at all stages of the project lifecycle, from RIBA 3 onwards. You can approach them earlier should be project require it. RBCA will review all design drawings and specifications in line with Building Regulations and advise before proceeding to the next stage. (Refer to the approver link below) - which will outline steps for RIBA 4 onwards. 

Forms & Links

Find a Registered Building Control Approver:

Approvals & Compliance Review

Maintain a clear record of all Building Control feedback and file accordingly in the project file on Box. The Estates Records & Archives Officer will carry out random audits of the project filing and contact the Project Manager if folders need to be populated. 

Repeated Subsequent RIBA Stages

RIBA Stage 4

The client must submit an initial notice (often referred to as Declaration 1) to the RBCA, declaring the design is compliant and the Design Team/Principal Designers are competent. This initial notice must be submitted before construction works commence, but no later than 72 hours before construction commences. 

RIBA Stage 5

The client must submit a commencement notice (often referred to as Declaration 2) to the RBCA, declaring the construction works have legally commenced. 

The Principal Contracto will arrange site inspections with the RBCA, and will maintain site records such as: photos, test certificates and installation records.

If all relevant documentation has been received, at project completion, the Client must submit a final declaration notice (often referred to as Declaration 3) to the RBCA. The final declaration that works are compliant under building regulations is a crucial step in the building control process. It confirms that the building work meets the standards set out in the Building Regulations and is legally required for most building work in the UK. The declaration must include details of the completed work, compliance with all applicable regulations, and a statement of knowledge regarding the work's compliance. 

If all conditions set out by the RBCA have been met, they will isue a completion certificate. The access to and use of the space cannot be utilised with the completion certificate. 

RIBA Stage 6

Ensure compliance documentation is properly archived and handed over. The Project Manager is to ensure everything is archived and key documentation in line with O&M guidelines is submitted. These include:

• Completion Certificate
• As-Built Drawings
• Compliance documentation, paying particular attention to Regulation 38 fire information. All documentation as per Exchange Information Requirements and O&M guidelines. 

Description

At the conclusion of RIBA 3, 4 and 5, the Building Information Team will review all models, associated data and drawings to verify compliance with the project-specific Exchange Information Requirements (EIR). Any information that does not meet these requirements will be formally commented on. The Project Information Manager (PIM)/Appointed Party is responsible for implementing the necessary revisions and confirming compliance via the Project Manager (PM).

Engagement

The PM must ensure that all end-of-stage information is uploaded to the designated Common Data Environment (CDE) for review. The PM will issue any required revisions to the PIM/Appointed Party for implementation. 

Forms & Links

• End-of-Stage information should be sent via an approved CDE location or to cadcompliance@imperial.ac.uk
• As Built Master Model Updates see Section 0021 of the project-specific EIR

Approvals & Compliance Review

At the conclusion of RIBA 3, 4 and 5, the Building Information Team will review all models, associated data and drawings to verify compliance with the project-specific EIR.

Repeated Subsequent RIBA Stages 

RIBA Stage 3

A review will be undertaken by the Building Information Team and contain, but is not limited to the below; checked against the EIR and BIM Execution Plan (BEP). Comments will be issued as required via email. 

• File naming, status, revision and workflow compliance
• Geometry vs require Level of Information Needed (LoIN)
• Data as required properties in Asset Information Requirements Matrix (AIRM)
• Room numbering
• Levels are consistent across all models
• Classification added
• Federated model and coordination outputs
• Clash/issue reports
• Any critical unresolved issues for the stage
• Spot-check that drawings and schedules match the model

RIBA Stage 4

A review will be undertaken by the Building Information Team and contain, but is not limited to the below; checked against the EIR and BIM Execution Plan (BEP). Comments will be issued as required via email. 

• File naming, status, revision and workflow compliance
• Geometry vs require Level of Information Needed (LoIN)
• Data as required properties in Asset Information Requirements Matrix (AIRM)
• Room numbering
• Levels are consistent across all models
• Classification added
• Federated model and coordination outputs
• Clash/issue reports
• Any critical unresolved issues for the stage
• Spot-check that drawings and schedules match the model

RIBA Stage 5

A review will be undertaken by the Building Information Team and contain, but is not limited to the below; checked against the EIR and BIM Execution Plan (BEP). Comments will be issued as required via email. 

• File naming, status, revision and workflow compliance
• Model breakdown list
• Geolocated aligned models 
• Geometry vs require Level of Information Needed (LoIN)
• Data as required properties in Asset Information Requirements Matrix (AIRM)
• Asset tag photos (x2) of each maintainable tagged element
• Data recorded in the 51³Ô¹ÏÍø data schedule
• Classification added
• Review federated model and coordination outputs
• Clash/issue reports
• Any critical unresolved issues for the stage
• Spot-check that drawings and schedules match the model
• 2D export settings are set to BS1192 export
• Have all sheets/views been removed?
• Worksets removed from the models
• Models have been detached from central models
• All room names and spaces are numbered as 51³Ô¹ÏÍø issued
• Room categorisation added
• Levels are consistent across all models
• MEP models have spaces pulled from the Architectural Model
• Fire ratigns added
• MEP systems are identified
• MEP connections modelled
• Revit pipework and fabrication modelled

Update of 51³Ô¹ÏÍø master models from project scope models. This requirement involves approved As-Built project scope models to be amalgamated into any pre-existing 51³Ô¹ÏÍø master model for the building or area of the project.

Please see Section 0021 of the project-specific EIR identifying "Amended Client Master Information Models for Main Contractor/Appointed Party Delivery".

Description

All room naming, numbering and level naming must be allocated by 51³Ô¹ÏÍø, as this information is critical to ongoing Space and Facilities Management activities. Requests for room names and numbers should be made at RIBA Stage 3 and must be accompanied by a full set of general arrangement drawings. 

Any changes after RIBA 3 that may affect previously allocated ICL room names or numbers must be discussed with, and reallocated by, the 51³Ô¹ÏÍø Building Information Team. 

On completion of a project, a revised room numbering schedule showing old room numbers and new room numbers should be developed by the Contractor or Project Information Manager (PIM) to assist in the updating of 51³Ô¹ÏÍø's property systems. Please discuss with the Building Information Team. 

Engagement

The Project Manager (PM) must ensure that the Project Information Manager (PM) or Appointed Party provides proposed general arrangement floor plans at RIBA 3 for room numbering allocation by thr Building Information Team. An agreed timeline for reviewing and confirming room numbering must be established in consultation with the PIM/Lead Designer. 

Contractor/PIM to send completed schedule showing old/new room numbers to cadcompliance@imperial.ac.uk

Forms & Links

Refer to Section 0013 of the project-specific Exchange Information Requirements (EIR). Requests for room numbering should be directed to cadcompliance@imperial.ac.uk. 

Approvals & Compliance Review

Any revisions to room numbering will need to be issued and controlled by the Building Information Team.

Repeated Subsequent RIBA Stages

Room numbering will be reviewed at RIBA 3, 4 and 5.

Description

The purpose of this live document is to list the criteria for choosing the products / manufacturers that are approved by 51³Ô¹ÏÍø. The Architectural Standards provide comprehensive guidance on the qualitative and visual representation of these materials / products and systems. The Architectural Standards Criteria List and product examples covers many areas of building components such as ceilings / floors / partitions and valls (other areas would also be added). Products data are listed as examples but acceptable equivalent products could also be used but should follow the criteria for product choice (to maintain the College Quality Standards). 

Engagement

Architectural Standards should be used by architects, designers and contractors and College Building Managers. It should be used by Architects, Designers, Contractors and Building Managers. 

Description

The BMS (Building Management System) controls the majority of the HVAC (Heating, Ventilation and Air Conditioning) plant within 51³Ô¹ÏÍø. Since the BMS is central to the successful completion of any HVAC project work, the correct co-ordination and sequencing of commissioning works is vital. Any additions to the BMS must fit in with the existing 51³Ô¹ÏÍø BMS, which is the largest system of its kind in Europe. 

Engagement

• During the course of any project it will be necessary to speak with one of the Controls Engineers, Mark Reader (m.reader@imperial.ac.uk) or David Leon (d.leon@imperial.ac.uk).
• All equipment selected must be from the Approved Component List (see form below). All works must be completed by an agreed Trend Technology Partner
• Additions to existing controllers, and any work on the 51³Ô¹ÏÍø BMS graphics must be arranged with the BMS Maintenance Team. 
• Access to plantrooms, and work which may affect the existing plant, must be approved by the Maintenance Manager for the building. 

Forms and Links

• Components must be selected from the Approved Suppliers and Components List: *TBC
• All work completed must comply with the Building Engineering Services Particular Requirements:
• For systems which do not service lab areas, the controlled conditions must be in line with the Building Temperature Protocol: Temperature | Administration and support services | 51³Ô¹ÏÍø

Approvals and Compliance Review

Each completed BMS project will require full documentation, and updates to the existing BMS head end graphics. Before project witnessing can take place, a full set of O&M documentation is required to check against the installation. An Independent Validation Engineer will perform a 100% witness when the mechanical contractor confirms that they are satisfied that project works are complete. 

Following a successful test by the Independent Validation Engineer, an 51³Ô¹ÏÍø Engineer will conduct a 10% witness test. When all snags have been confirmed as complete, the graphics pages for the project may be added to the BMS head end. These will be checked by one of the Engineers. 

The project will be considered complete when all snags, graphics and documentation (including software backups, O&Ms, panel drawings and location maps) are completed. The BMS Maintenance Engineer will issue a Completion Form to the Project Manager to confirm that the day-to-day maintenance of the project area has been accepted. 

RIBA Stages Overview

• The BMS outline functions will be presented to the Engineering Team by the Mechanical Design Engineer as part of the Stage 3 TRM.
• A full controls design will be developed by a control system designer during stage 4.
• Control panel construction, site installation and commissioning will take place in RIBA Stage 5, ready for witnessing and completion. 
• RIBA Stage 6 handover requires that all works, graphics and documetation are complete.
• A RIBA Stage 7 visit may be requested during the project as part of seasonal commissioning.

RIBA Stages Details

Description

Metering provides the means to measure, monitor and verify enegergy and utilities consumption at building, system and equipment level. In accordance with the Building Engineering Services Particular Requirements (BESPR), metering shall be designed, installed, supervised, commissioned and handed over as a core MEP system, fully integrated with the Building Management System (BMS) and 51³Ô¹ÏÍø energy monitoring platforms. 

For laboratory, research and critical infrastructure environments, metering plays a key role in operational assurance, resilience and risk management and must provide sufficient granularity, segregation and reliability to support safe and continuous operation. 

Metering requirements shall be treated as an integral part of the wider MEP Supervision and Site Inspections regime, providing assurance that systems are installed correctly, commissioned appropriately and capable of long-term operational use. These requirements shall be reviewed and agreed with Engineering, Energy & Environment, Maintenance and BMS as part of the project's technical assurance process. 

Laboratory and Critical Infrastructure Metering - Specific Requirements

Where projects include laboratories, specialist research facilities or critical infrastructure, metering shall incorporate enhanced provisions, including:

• Dedicated sub-mtering for laboratory and specialist services, including ventilation, process cooling, high-load electrical supplies, and critical plant 
• Clear segregation between:
  • Laboratory and non-laboratory areas
  • Critical and non-critical systems
  • Normal and standby/resilience supplies
• Enhanced electrical metering for high-energy and mission critical areas such as freezer rooms, containment suites, clearn rooms and specialist equipment zones
• Spare capacity within metering panels, communications and addressing to accommodate future research change without major rework

Engagement

During the course of any project it will be necessary to speak with one of the Controls Engineers (Mark Reader - m.reader@imperial.ac.uk) or David Leon (d.leon@imperial.ac.uk) and Energy System Engineer (Diana Dos Ramos Cabral - d.dosramoscabral@imperial.ac.uk)

The Project Manager (PM) shall ensure that metering requirements are coordinated with:

• Engineering Team
• Energy & Sustainability
• Electrical and Mechanical Consultant(s)
• Electrical and Mechanical Contractor(s)
• BMS/Energy & Utilities Monitoring (BEMS)
• Maintenance and Asset Management Teams
• Laboratory Users/Scientific Stakeholders (where applicable)

Engagement shall be aligned to the project's MEP Scope, Supervision and Site Inspections and BIM Data Review activities, ensuring that metering is fully integrated with MEP systems, controls and asset data requirements.

Forms & Links

• Building Engineering Services Particular Requirements (BESPR - 8.4 Metering Section):
• Approved Suppliers and Components List (meters, CTs and communications equipment):
• MEP and Electrical Single Line Diagrams, clearly identifying metering points and segregation boundaries 
• BMS/Energy Monitoring Integration Requirements (approved protocols and data structures)
• Commissioning, calibration and validation records

Approvals & Compliance Review 

Metering designs and installations shall be subject to formal review and approval as part of the project's MEP technical assurance framework, including:

• Review through Technical Review Meetings (TRMs) where applicable
• Verification during MEP Supervision and Site Inspections that meters are correctly installed, accessible labelled, segregated and coordinated with associated systems 
• Confirmation that metering complies with BESPR and approved standards prior to commissioning 
• Metering systems shall not be accepted unless:
  • Installation defects and inspection findings are closed 
  • Live data is validated within the BMS/Energy Monitoring System
  • Commissioning and calibration records are complete 
  • Metering is confirmed fit for operational and asset management use

Repeated Subsequent RIBA Stages

RIBA Stage 3

• Coordination of meter locations, panels, containment and maintenance access
• Confirmation of segregation between laboratory/critical and non-critical systems
• Coordination of CT locations, panel zoning and resilience arrangements
• Alignment of metering with MEP system zoning and laboratory layouts
• Review of metering data and geometry as part of the MEP BIM Data Review

RIBA Stage 5

• Site inspections to confirm correct installation, accessibility, labelling and segregation
• Commissioning and calibration of meters 
• Verification of metering integration within thr BMS/energy monitoring systems
• Support to the agreed Witnessing and Commissioning Strategy, particularly for laboratory and critical infrastructure systems 

RIBA Stage 6

• Submission of complete metering documentation and commissioning records
• Demonstration of reliable live data and alarms where applicable
• Inclusion of metering data within the Asset Register
• Acceptance of metering systems into operational energy and asset management processes

Description

Value management is the process to explore how value could be provided for a project at a strategic level, by helping to develop the right project brief. Value management usually incorporates value engineering which is a systematic approach to delivering the required functions at optimum whole life costs without detriment to quality, performance and reliability. 

This task within the process map is specifically focused on involving the Technical Operations (formerly Engineering, Energy and Environment - EEE) Team and workshop value management at a strategic level from RIBA 3 onwards. The Mechanical, Electrical and Plumbing (MEP) design must align with 51³Ô¹ÏÍø's Building Engineering Services Particular Requirements (BESPR) standards. Any deviation from these standards must be reviewed in the workshops. 

In addition, the purpose of reviewing value management with the Tech Ops Team is to reduce project cost by focusing specifically on the functional requirements of the project, from an MEP perspective, and then considering what alternative approaches can be adopted. 

Through workshops with the Tech Ops Team, earlier consideration of the design, buildability and maintainability of the proposed MEP can encourage the different project team members to discuss ideas in a structured way and seek more efficient or effective ways of achieving the required project outcomes, improving the subsequent asset management. 

Key objectives of the workshop include: 

• Reviewing MEP compliance and any deviations from the BESPR standards
• Identifies constraints, risks, issues, opportunities and deficiencies
• Lower capital costs and lower life cycle costs through innovative, collaborative design solutions
• Investment decisions supported by analysis and value judgement
• Achievement of optimum value for money solution

Engagement

Tehnical Operations Team: Workshops to be held with this team. Contact the Engineering Technical Assistant to diarise the workshop. 

Attendees at the workshop to include: 

• Tech Ops Team
• Design Team
• ICL User Coordinator
• Project Manager
• Cost Consultant

Forms & Links 

Current BESPR standards:

M&E Exceptions & Revisions Report:

Approvals & Compliance Review

If there are any deviations from the BESPR, an MEP exception report must be completed by the project Design Team, and the Project Manager must seek formal sign off. 

The form must be issued to the Director of Engineering, Energy and Environment for signature. The form may need to be sent to the Director of Maintenance for further signatures and approval.

Repeated Subsequent RIBA Stages

This task must be completed in RIBA Stages 3, 4 and 5.