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Developing a ProjectFrom Concept to Completionwww.ecb.co.ukSources of Grant Aid and Funding for Cricket Clubs 1

ContentsDeveloping a Project – From Concept to CompletionSectionPageIntroduction 11 Geting Started 22 Project Development Team 23 Successful Clients 34 Getting Support 45 Local Communities 46 Consultant Services 57 Technical Compliance 98 RIBA Design Work Stages 99 Planning Consent 1010 Competitive Tendering 1111 Tender Analysis 1212 FFU Contact Details 1313 Design Work Stages 14When embarking on the development of a facilityproject, careful consideration and planning is requiredto ensure the final product meets the original concept.The purpose of this document is to set a clear projectdevelopment methodology in taking any new facilityfrom concept to completion.This document will assist any type of facility projectmeeting the requirements of potential partners/fundersand the aspirations of people engaged as deliverersof sport.“Developing a Project” provides advice and guidancewith a series of useful links and contacts to supportyou throughout the process. The document has beenwritten in conjunction with the England and WalesCricket Board’s Funding Programmes Guidance Noteswhich are available to download fromwww.ecb.co.uk/funding2 Sources of Grant Aid and Funding for Cricket ClubsDeveloping a Project – From Concept to Completion 1

1 Getting Started3 Successful ClientsThink about the aims of your project andways to accommodate the current andfuture needs of the club/organisation,including how often the facility will beused on a weekly and seasonal basis.It is important that you consult withinyour membership as widely as possibleabout the aims and objectives of yourclub/organisation.2Project Development TeamThe Commission for Architectureand the Built Environment (CABE)publication “Creating ExcellentBuildings” describes how to be asuccessful client.Each development project is unique,with special local conditions for site, usepatterns and social context. However,all projects need well structured projectmanagement and can benefit from theten key ways the client can help achievedesign quality.1. Provide strong client leadership4. Develop and communicate aclear brief5. Make a realistic financialcommitment fromthe outset6. Adopt integrated processes7. Find the right people for the job8. Respond and contribute to thecontext9. Commit to sustainability10. Sign off all key stagesIt is strongly recommended that youform a project development team andappoint a team leader who shouldremain consistent throughout theduration of the project. The project teamshould consist of individuals with skillsets that are relevant and appropriatefor the project.When forming the project team, donot limit its composition to the club/organisation members unless themembers can clearly evidence thatthey have the relevant experience andqualifications to compliment the plannedproject work.remove themselves from the committeeuntil the completion of the project.The project team should be establishedprior to starting any design work andremain operational until final completionof the works. NB: the size and skill setsrequired to drive the project may changethroughout the lifespan of the works.2. Give enough time at the right time3. Learn from your own and othersuccessful projectsAll work stages require sign-off so allowtime to review the drawings and reportsprepared by the design team, carefullychecking your requirements against thedesign.It should be noted if a member of theclub/organisation is engaged to carryout any works on the project and theyare current members of the committee,this would be seen as a conflict ofinterests. Therefore, any members whofind themselves in this position should2 Sources Developing of Grant a Project Aid – and From Funding Concept for Cricket to Completion ClubsDeveloping Sources of a Grant Project Aid – and From Funding Concept for to Cricket Completion Clubs 3

4Getting Support6Consultant ServicesThe ECB Funding and FacilitiesUnit (FFU) should be your first pointof call for advice. You should makecontact with the FFU during work stageA, as outlined in section 8, and showthem your project (refer to contactspage 13). Consulting the ECB at theearliest opportunity allows their input tobe more valuable.5Local CommunitiesGood communication with the localcommunity is important. Potentially itcould lessen objections to your planningapplication and help towards a smoothrelationship with neighbours before,during and after construction. Peoplecan be sensitive to change so it’sworth finding ways to keep neighboursinformed. This could have surprisingand beneficial results, for example oneFunding and planning permission aretwo important hurdles in the preparationand design stages of a project. The ECBRegional Funding and Facilities Managerwill assess the proposals for technicalcompliance, sports development andfinancial affordability.club arranged temporary contractor’saccess through adjacent land whichmade larger deliveries possible andshortened the construction period.Good links with the local communityalso provides the opportunity to makecontact with new members. One way ofcommunicating is to develop a masterplan of the site inclusive of all your futureplans (see example below).If the appropriate skills are not availablewithin the project team, you may needto engage the services of specialists,as follows:Building Projects (including renovationand refurbishments)1 ArchitectArchitects design new buildings,the spaces around them andalterations to existing buildings.They also advise on the restorationand conservation of old buildings,layouts for groups of buildingsand most of what is referred to asthe built environment. They liaisewith current users, clients, andconstruction specialists and theirdesigns take account of informationabout cost, safety and socialfactors from other specialists inthe team. They advise clients onthe practicality of building projectsand seek permission and approvalto see if the proposals can be putinto practice. Once building startsthey can coordinate and administerthe building contract throughto completion. Refer to RIBACommissioning Architecture leafletand websitewww.architecture.com/UseAnArchitect.2 Structural EngineerStructural engineers design andcalculate the building structure andfoundations. They sometimes alsodesign below ground drainage.Refer to www.istructe.org3 Mechanical and Electrical (M&E)Services EngineerM&E services engineers design andcoordinate the services of buildingsincluding gas, electricity, heating,lighting, ventilation, water andrenewable energy. They sometimesalso design the drainage. Theycalculate the proposed energy useof the buildings.Refer to www.cibse.org4 Quantity SurveyorQuantity surveyors measure,estimate and advise on the cost ofthe designs produced by architects,structural engineers and servicesengineers. www.RICS.org5 Construction DesignManagement(CDM) CoordinatorCDM coordinators advise clients onhealth and safety issues, risks andthe competency of the design team.This is applicable across all projectthemes. They must be appointed bywork stage C/ concept design, asoutlined in section 8.4 Developing a Project – From Concept to CompletionDeveloping a Project – From Concept to Completion 5

6 Consultant Services (continued)6 Consultant Services (continued)6 Other SpecialistsSome projects might alsorequire further specialist inputduring the design stage whichwill become apparent during thepreparation stage:• Heritage and conservationspecialists advise on preservinghistoric buildings and restoration.• Highways engineers design andadvise on new roads or alterationsto the public highways.• Project managers takeresponsibility for planning andfacilitating a project. They can acton the client’s behalf providingadvice and be given responsibilityfor making key decisions.Fine Turf ProjectsAs this type of work carries high levelsof risk regarding climate and tighttimescales, ECB advises that extremelytight control of all phases of work ismaintained by a qualified professional.• Access consultants advise ondesigning inclusive buildings forpeople of all abilities.• Environmental consultantsand ecologists advise onenvironmental issues which mightbe required if the site is a naturalhabitat for protected species.• Landscape architects design thespaces and landscape around thebuildings including details for hardand soft areas, trees and pitches.• Planning consultants providespecialist advice when preparingplanning submissions or appealsin areas with sensitiveplanning issues.Fine Turf Projects (including newconstruction and renovations) andNon Turf ProjectsThe design, construction and projectmanagement of new facilities requiresspecialist consultants who in turnhave access to high quality survey andanalysis technology.To minimise risk within the supplychain contracts scheduled for latesummer / early autumn should becontracted by the end of Februaryof the year the work is planned.Larger scale schemes will require adevelopment period of up to two years.www.ecb.co.uk/techspecsFine turf consultants will offer a rangeof services at different costs. Pleaseensure you confirm what service you arereceiving and that the price is fixed.While projects may be less complexthan most building projects the club/organisation should follow the samemethodology as the RIBA work stagesas outlined in this document.Non Turf ProjectsLarger scale schemes will require adevelopment period of up to 12 months.www.ecb.co.uk/techspecsIt should be noted that the ECB canadvise of the type of services andsupport you may require.6 Sources Developing of Grant a Project Aid – and From Funding Concept for Cricket to Completion ClubsDeveloping Sources of a Grant Project Aid – and From Funding Concept for to Cricket Completion Clubs 7

6Consultant Services (continued)7Technical ComplianceUseful ContactsSports & Play ConstructionAssociation (SAPCA)Federation HouseStoneleigh ParkWarwickshireCV8 2RFTel: 024 7641 6316Website: www.sapca.org.ukSports & Fitness EquipmentAssociation (SAFEA)Federation HouseStoneleigh ParkWarwickshireCV8 2RFTel: 024 7641 4999Website: www.safea.org.ukTechnical Guidance Notes – Eachproject’s design and specificationshould comply with, as a minimum,Sport England Technical GuidanceNotes (www.sportengland.org) orECB Technical Guidance Notes(www.ecb.co.uk/techspecs) -8RIBA Design Work Stageswhichever is the higher qualitydesign specification.Designers of projects should consultwith the relevant organisations andtechnical specifications throughout thedesign stage.The Royal Institute of BritishArchitects (RIBA)66 Portland PlaceLondonW1B 1ADTel: 020 7580 5533Website: www.architecture.comInstitute of Groundsmanship (IoG)28 Stratford Office VillageWalker AvenueWolverton Mill EastMilton KeynesMK12 5TWThe Royal Institute of CharteredSurveyors (RICS)RICS Contact CentreSurveyor CourtWestwood WayCoventryCV4 8JETel: 0870 3331600Website: www.rics.orgThe Royal Institute of British Architects(RIBA) uses a plan of work to set outfive main stages for building projects:preparation, design, pre-construction,construction and use. The main stagesare sub-divided into smaller work stagesA to L as summarised in table one(refer to page 14). These are usuallycarried out in sequence. This isapplicable across all project themes.In preparation for work stage A, asoutlined in table one you should,assemble some useful informationabout your club/organisation, theexisting facilities and theproposed project.Preparation for work stage A:1. Business plan2. The site including address, details ofthe boundary and any rights of way3. Details of the freehold or leasehold,length of lease and security oftenure – in some cases this can takea while to obtain4. Information about the existingbuildings or facilities, mains servicesand utilities, pitches and groundconditions, asbestos survey plan5. Contact details for key club/organisation membersTel: 01908 312 511Website: www.iog.org6. Existing and future match fixturesand programme of use7. Sports developmentIt should be noted that legal and professional fees will not be supported by the England andWales Cricket Board’s Funding Programmes.8 Sources Developing of Grant a Project Aid – and From Funding Concept for Cricket to Completion ClubsDeveloping Sources of a Grant Project Aid – and From Funding Concept for to Cricket Completion Clubs 9

8RIBA Design Work Stages10Competitive Tendering8. Other events or sports use (if thefacilities are shared with othersports then refer to the appropriateguidance notes from the othersports governing bodies)9. Outline schedule of accommodation10. Facilities for car parking and publictransport links9Planning ConsentWritten confirmation on the status ofPlanning Consent of the Project mustbe evidenced. Failure to do so will delaythe Project.11. Records of early consultationwith the local authority planningdepartment, previous planningapplications, review of planningguidance documentsThe importance of planning permissionis easy to overlook and should be one ofthe first things you consider when youbegin to plan the project.Careful project planning requires thatyour proposals have been properlycosted at an early stage in order toset a budget for the project. Thesecosts should be revisited and updatedthroughout the project life cycle toensure that the project remainson budget.Many of the funding streamsadministered by the ECB draw frompublic funding, as such they are subjectto the EU procurement requirements asa commitment to best value. It shouldbe noted that this does not solely relateto price. For projects up to £25k twocompetitive quotes must be providedand for projects over £25k threecompetitive quotes must be provided.A Tender Analysis should be conducted(see section 11).Each quote should be independentlyobtained and should relate to a specificproject brief outlining your requirements.You must be able to compare eachquote like for like.To ensure that there is no conflict ofinterests, you must indicate whethera potential contractor or consultant isassociated with the club/organisation,its directors or employees.Planning permission (or ‘consent’ or‘approval’) is the legal authority yourequire to carry out development, so it isimportant at the outset of any project toclarify what constitutes ‘development’and whether or not you need to make aformal planning application.Further information can be found at:http://www.sportengland.org/making_a_planning_application_-_a_guide_for_sports_clubs.pdf10Developing a Project – From Concept to CompletionDeveloping a Project – From Concept to Completion 11

11Tender Analysis12ECB FFU Contact DetailsA tender analysis is defined as acomparative exercise assessingthe quality and cost of each tendersubmission. To do this effectively theremust be consistent assessment criteriaand clear sections for comparativeanalysis. A quality assessment isconducted on the company, its pastperformance and its adherence tothe design criteria whilst a cost sumanalysis or bill of quantities will clarifycost. Where there is little difference intender submissions you may chooseto interview a short list of tenderingcompanies and invite them to explaintheir submission and any areasof ambiguity.ECB require a tender analysis to besubmitted with each application. Thepurpose of the analysis exercise is toevidence best value (a combination ofquality and cost) and to explain whythe club/organisation has preferred aparticular contractor or supplier.Dan MussonRegional Funding & Facilities Manager(North)England and Wales Cricket Boardc/o County Cricket GroundOld TraffordManchesterM16 0PXTel: 0161 877 6834Email: daniel.musson@ecb.co.ukJohn HubandRegional Funding & Facilities Manager(Midlands)England and Wales Cricket Boardc/o County Cricket GroundEdgbastonBirminghamB5 7QUTel: 07500 992 659Email: john.huband@ecb.co.ukTim NichollsChris WhitakerRegional Funding & Facilities Manager(London & East)England and Wales Cricket BoardLord’s Cricket GroundLondonNW8 8QZRegional Funding & Facilities Manager(South)England and Wales Cricket BoardLord’s Cricket GroundLondonNW8 8QZTel: 020 7432 1176Email: tim.nicholls@ecb.co.ukTel: 020 7432 1206Email: chris.whitaker@ecb.co.ukFiona PrescottECB Website LinksResearch and Development Manager(Applications across Wales only)England and Wales Cricket Boardc/o County Cricket GroundOld TraffordManchesterM16 0PXTel: 07785 527 105Email: fiona.prescott@ecb.co.ukwww.ecb.co.uk/facilitieswww.ecb.co.uk/fundingwww.ecb.co.uk/techspecsGeneral Enquiriesfacilities@ecb.co.uk12Developing a Project – From Concept to CompletionDeveloping a Project – From Concept to Completion 13

13Table 1 – Design Work StagesMain Stage Work Stage Brief DescriptionPreparationAAppraisalThe applicants needs and objectives are identified along with the business case and any possibleconstraints on the development Feasibility studies should be prepared and the options assessedby the applicant to enable them to decide whether to proceed. Documenting some ideas andoptions with approximate costs can be done relatively inexpensively.BDesign BriefAt this stage key requirement, constraints, procurement methods and consultants are identified.The range of professional consultants and skills required will depend on the project size and itscomplexity, as outlined in Section 6 of this document.DesignCDEConceptDesign DevelopmentTechnical DesignThe design stage is divided into three: stage C, Concept Design is where outline proposals,specifications and cost plans are prepared and the procurement route is reviewed. The design isdeveloped further in stage D and this is when planning applications are typically (but not always)submitted. Stage E is when the technical designs and specifications are developed sufficiently tocoordinate all the different elements of the project. Once a project is underway the lead consultantwill guide you through the subsequent work stages which all require client sign-off. Allow time toreview the drawings and reports prepared by the design team, checking your requirements againstthe design. Early changes and requests are much easier to accommodate whereas latechanges can have cost implications out of scale with the amendments.Pre-ConstructionFGHProduct InformationTender DocumentationTender ActionThe pre-construction stage is also divided into three: F/ Production Information is when detailedinformation for construction is prepared and submitted to building control for approval.G/ Tender Documentation is the preparation and collation of sufficient information to enabletenders to be obtained. In this instance, a tender is an offer by a contractor to execute the work ata fixed price. H/ Tender Action are when potential contractors and specialists are identified andevaluated, then invited to prepare tenders. Once tenders are obtained and appraised, the designteam will submit their recommendations to the client. Compiling the list of potential contractors willoften start well in advance of the tender period.ConstructionIJConstruction MobilisationConstruction to Practical CompletionThe construction stage is divided into two: J/ Mobilisation are when the contract is let, thecontractor appointed, construction information is issued to the contractor and the site is handedover by the client. The contractor will need time to prepare before starting on site, for example,they will organise their construction team, place orders for materials and arrange sub-contracts.K/ Construction are when the contract is administered and the project is built (or refurbished).The design team will issue further information to the contractor if required and also reviewinformation prepared by the contractor or any specialists.Use K Post Practical CompletionThe final stage is using the new facilities. The completed project is handed over to the client andthe contractor leaves site. Some contract administration takes place after practical completionincluding making final inspections after the defects liability period. The clients might requiresome assistance during initial occupation period, for example, maintenance.14 Sources Developing of Grant a Project Aid – and From Funding Concept for Cricket to Completion ClubsDeveloping Sources of a Grant Project Aid – and From Funding Concept for to Cricket Completion Clubs 15

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England and Wales Cricket BoardLords Cricket Ground London NW8 8QZT: 020 7432 1200 F: 020 7289 5619 E: facilities@ecb.co.ukwww.ecb.co.ukFrom playground to Test arenaAugust 200918Sources of Grant Aid and Funding for Cricket Clubs