Framework guidance notes

Risk register

• Risk register
• The service provider (SP) project manager is responsible for maintaining the risk register
• The risk register should be prepared using a standard list of risks for guidance along with an in depth review of the project at feasibility stage. The design team and contractor must provide input into the document.
• The risk register shall be updated whenever a significant risk occurs.
• The risk register will be updated at the planning, design, tender and pre-construction stages.
• The risk register should be reviewed at each site meeting as an agenda item.

Cost plans

• The Cost estimate headline values is produced to provide a summary for the Oxfordshire County Council Corporate Landlord (OCCCL). The Cost estimate elemental breakdown is produced to backup the headline values. The forms will form part of the feasibility report.
• The cost plans should initially be prepared at feasibility stage by the contractor and service provider independently.
• Once both cost plans are available they should be issued to OCCCL and then reviewed collectively to reach an agreed cost plan.
• The cost plan will become a joint cost plan prior to the commencement of detailed design.
• The cost plan should be reviewed at planning, design, tender and pre-construction stages.
• The cost plan should follow the RICS BCIS Elemental cost plan format and be prepared in accordance with the principles set out in the RICS New Rules of Measurement - Volume 1: Order of cost estimating and elemental cost planning.

Contractor request for information and notification of an event

• Notification of an event
• The contractor will submit all requests for information or notification of potential issues on a single event notice form. Each form should be individually numbered and pre-fixed by a "C".
• The contractor should update the contractors request for information register and issue it with the event notice.
• Regardless of the timescales that are available for responses every effort should be made by all parties to respond quickly.

Project managers instruction / compensation event

• Compensation event
• The SP project manager shall respond to contractor requests using the PMI/CE Event form. Each form to be individually numbered and pre-fixed by PM.
• The SP project manager will update the PMI and CE register and issue it with the event notice.
• Regardless of the timescales that are available for responses every effort is to be made by all parties to respond quickly.

Contractors request for information register

• Contractors request for information register
• The contractor shall maintain this register and issue it with each event notice.
• The register will be reviewed at every project meeting to ensure that the events are closed out.

Project managers instruction and compensation event register

• Compensation event register
• The SP Project Manager shall maintain this register and issue it with each event notice.
• The register will be reviewed at every site meeting to ensure that the events are closed out.

Framework site meeting agenda

• Site meeting agenda
• Site meetings are to be held at regular intervals not exceeding every 4 weeks. On complex or short projects the frequency might need to be increased. The meeting dates for the duration of the contract are to be set at the pre-contract meeting.
• The meetings are to be held in accordance with the standard agenda.

Contractors programme

• Impacts to the programme as a result of compensation events must be agreed and recorded in the PMI/CE register before being added to the programme.

Issue of drawings

• The SP will issue the drawings in PDF format and two sets of drawings as prints at the tender and construction stages.
• The SP will generally issue the drawings in either PDF or DWF format along with one printed copy whenever they are updated. The format should however be agreed between the SP project manager and the contractor at the commencement of the project.