stage 2 – planning & procurement

VOLUNTARY & CO-OPERATIVE HOUSING CAPITAL FUNDING SCHEMES

Templates for Application, Appraisal and Approval Stages

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Stage 2 – Planning &

Procurement



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Stage 2 - Planning & Procurement

(a) Evaluation of Fee Tender Submissions by Technical Consultants

Consultant Tender Evaluation Report Comment

Tender chosen or invited. Refer to tendering

procedures in Department of Finance guidelines.

Name of consultants invited to tender and who

actually tendered. Also include name of

successful tender and the organisational structure.

Contract for fees

Indicative programme

Schedule A & B of the Consultants Contract

detailing scope of services

Procurement/tender process Procurement process whether open, selective or

negotiated. EU or National. Call for a specific

project or restricted to an existing framework.

Ranking of submitted and valid tenders; include

copy of successful tenderer opening page and

recommendation for award of contract with

VFM explanation

In terms of criteria ranking in ascending order of

submitted tenders.

Please note: The information provided here

may be commercially sensitive.



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Tender Award Criteria used (MEAT)

For Most Economically Advantageous Tender

(MEAT) indicate the quality to price ratio as well

as ranking of quality criteria.

Other comments about successful tender



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Stage 2- Planning & Procurement

(a) (i) Pre- Statutory Planning and Design Submission to Local Authority

Having received appraisal approval in principle for the project from the local authority, the

following planning/design and cost plan information is required for the detailed planning & design

stage. The Approved Housing Body (AHB) will appoint a Design Team in accordance with public

procurement requirements and New Forms of Contracts to carry out this work.

Planning/Design Submission to local authority prior to statutory planning

application

REQUIREMENTS COMMENTS AND GUIDE

Ordnance survey map showing

location of site.

Also provide information on the wider site context. And

confirmation that the site is satisfactory for the proposed housing

project.

1:500 site plan indicating

boundary and adjoining lands.

1:200 site layout identifying

external works, boundary

treatments, site contours, paving,

hard and soft landscaping.

1:100 floor plans of all dwelling

types, room areas and

dimensions.

1:100 section and elevation

drawings of individual units.



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1:200 apartment block or street

elevations showing context of

proposed buildings to

surrounding buildings.

General commentary The commentary should demonstrate how the proposed project

relates to the local context as well as how the project itself will

operate. This information is required to support the designs/ plans

listed above. It should include housing management aspects, future

maintenance e.g. implications for window cleaning and painting,

layout, any demolitions, access to buildings, public and open space,

boundaries, security measures and environmental aspects e.g. solar

panels, insulation and have regard to DoEHLG Delivering Homes-

Sustaining Communities.

Design Brief as issued to

technical consultants

Design brief to be prepared in accordance with Best Practice

Guidelines with reference to DoEHLG Delivering Homes

Sustaining Communities.

Schedule of House Types having

regard to DoEHLG Guidelines

for dwelling designs and room

sizes

Supply list of house/apartment types (one, two, three bedroom) and

floor area sizes etc. for compliance purposes.



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Stage 2 - Planning and Procurement

(b) Detailed Cost Plan

REQUIREMENTS COMMENTS AND GUIDE

Cost Plan documentation. Submit along

with HCA1 and HCA 2 forms.

Details on proposed costs (including abnormal costs)

Site acquisition cost (if any). Include any abnormal site works and associated costs.

Building acquisition (if any).

Indicate if building cost includes site costs.

Construction cost (including VAT).

Agreed Technical fees (including VAT)

List all Technical consultants

Employer’s Agent / Architect

Quantity surveyor

Engineer(s)

Valuer

Other.

In the case of Part Vs or turnkey projects include cost

for Employers’ Agent who would act on behalf of and

protect the interests of the Approved Housing Body.

Under the new forms of government contracts a lump

sum fee is required.

Where independent valuation is required for Part Vs,

turnkey, design and build, site acquisition the cost of a

qualified Valuer should be included.



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Legal fees and costs (including VAT). Include both the Approved Housing Body’s legal costs

as well as that of the Local Authority.

Capital Application forms (CAS 1, and

LSS1) should also be submitted providing a

summary of the project.

Approval to proceed to be given to AHB and the Local

Authority.

Project cost summary See separate templates for the ‘Project Cost Summary’

for projects by building contracts, design and build, Part

Vs & Turn Key projects.

Date completed by AHB: Day_______________ Month_______________ Year______________

ACTION

Local Authority Approval to proceed to Statutory Planning

Day_______________ Month_______________ Year______________

AHB may wish to take a note of the initial meeting and send a copy of it to the Local Authority.



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(b)(i) Project Cost Summary

Traditionally Procured Scheme Stage: Initial Appraisal / Pre Planning / Pre Tender / Post Tender (delete as appropriate)

Scheme:

Number of Dwellings:

Proposed Commencement Date:

Estimated Construction Period:

Scheme Details Current Budget Previous Department

Application Approval (if relevant) Use Only

1 Construction Costs

2 VAT @ xxx%

3 Bond

4 Capital Contributions (if not included in 1)

5 sub total

6 Planning Contributions

7 Site Investigation (Inclusive of VAT)

8 Site Purchase

9 Other

10 sub total

11 Architects Fees

12 QS Fees

13 M&E Engineer

14 C&S Engineer

15 PSDP



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Note 1: Net Construction costs

Note 2: VAT at applicable rate applied to net construction costs - currently 13.5%

Note 3: Cost of performance bond that contractor is required to be put in place - Not subject to VAT

Note 4: Contributions to ESB for unit connections, ESB supply for public lighting, Bord Gais supply etc.

Note 6: LA planning contributions levied under xxx should be excluded

16 Other

17 Total Professional Fees

18 VAT on fees

19 sub total

20 Approved Body Legal Fees

(Inclusive of Vat if applicable)

21 Legal Disbursements

22 Legal Fees LA

(inclusive of VAT if applicable)

23 Approved Body Development Allowance

24 Clerk of Works (incl VAT if applicable)

25 Per Cent for Art (if applicable)

26 Other

27 Other

28 sub total

29 Total (5, 10, 19, 28)

30 Average Unit Cost



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Note 7: Actual / anticipated costs associated with geotechnical and topographical survey

Note 8: Cost of site acquisition inclusive of VAT @ 13.5% if relevant

Note 9: Include here for planning notice fees, tender advert fees, valuations etc.

Note11: Agreed architect's fee on a fixed price lump sum basis

Note 12 Agreed QS fee son a fixed price lump sum basis

Note 13 Agreed Engineer's fee on a fixed price lump sum basis

Note 14 Agreed Engineer's fee on a fixed price lump sum basis

Note 15 Agreed fee for PSDP on a fixed price lump sum basis

Note 16 Could include for landscape or environmental consultants etc.

Note 17 Total net professional fees agreed with consultants

Note18: VAT on fees at appropriate rate - currently 21%

Note 20 Voluntary Body legal fee normally charged as a percentage of items 1 and 8

Note21: Disbursements associated with registering title, stamp duty etc. (normally allow for 1,200)

Note22: Extent of legal fees to be agreed with LA

Note23: Allowance calculated at 1.5% of item 1 up to a maximum of 127,000

Note24: To cover the cost of Client supervision on site.

Note25:

Note30: Total costs (item 29) divided by the number of units within the scheme



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(b)(ii) Project Cost Summary

Design and Build Scheme Stage: Initial Appraisal / Pre Planning / Pre Tender / Post Tender (delete as appropriate)

Scheme:






1 Construction Costs 2 VAT @ xxx% 3 Bond 4 Capital Contributions (if not included in 1) 5 Planning Contributions 6 Site Investigation (Inclusive of VAT) 7 Site Purchase 8 Developer's Design Fee 9 VAT on design fees

10 sub total

11 Employer's Agent

12 VAT on fees

13 Approved Body Legal Fees (Inclusive of Vat if applicable)


15 Legal Fees LA



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(inclusive of VAT if applicable)




19 Other

20 Other

21 sub total

22 Total (10 and 21)


Note 1: Net Construction costs Note 2: VAT at appropriate rate should be applicable if land sale linked to building contract

Note 3: Cost of performance bond that contractor is required to be put in place - Not subject to VAT

Note 4: Contributions to ESB for unit connections, ESB supply for public lighting, Bord Gais supply etc. Note 6: LA planning contributions levied under xxx should be excluded Note 7: Actual / anticipated costs associated with geotechnical and topographical survey Note 8: Cost of site acquisition inclusive of VAT @ 13.5% if relevant Note 9: Include here for planning notice fees, tender advert fees, valuations etc. Note10: Total Design and Build Contract Note11: Agreed EA fee on a fixed price lump sum basis Note12: VAT on fees at appropriate rate - currently 21%



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Note 13 Voluntary Body legal fee normally charged as a percentage of items 1 and 8 Note14: Disbursements associated with registering title, stamp duty etc. (normally allow for 1,200)

Note15: Extent of legal fees to be agreed with LA

Note16: Allowance calculated at 1.5% of item 1 up to a maximum of 127,000

Note17: To cover the cost of Client supervision on site. Note18: Note23: Total costs (item 22) divided by the number of units within the scheme



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(b)(iii) Project Cost Summary

Part V Scheme Stage: Initial Appraisal / Pre Planning / Pre Tender / Post Tender (delete as appropriate)

Scheme:






1 Construction Costs 2 Builders Profit on 1 @ xxx% 3 Attributable Development Costs 4 sub total 5 Developers Profit on 4 6 Site Purchase 7 sub total 8 VAT on 7 @ xxx% 9 Developer's Design Fee

10 VAT on design fees

11 sub total

12 Employer's Agent

13 VAT on fees

14 Approved Body Legal Fees (Inclusive of Vat if applicable)



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16 Legal Fees LA (inclusive of VAT if applicable)




20 Other

21 Other

22 sub total

22 Total (10 and 21)


Note 1: Net Construction costs excl Vat and Profit Note 2: Builder entitled to claim reasonable profit on cost of construction Note 3: To include Bond, planning contributions, capital contributions, site investigation etc. Note 4: Developer entitled to claim reasonable profit on net development costs Note 6: Cost of site acquisition as calculated under Part V procedures Note 8: VAT at appropriate rate - currently 13.5% Note 9: Reasonable costs incurred by the developer during design and construct phases Note10: Total Cost of Units to be Acquired under Part V agreement between LA and Developer Note12: Agreed EA fee on a fixed price lump sum basis Note13: VAT on fees at appropriate rate - currently 21%



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Note 14 Voluntary Body legal fee normally charged as a percentage of items 1 and 6

Note15: Disbursements associated with registering title, stamp duty etc. (normally allow for 1,200)

Note16: Extent of legal fees to be agreed with LA Note17: Allowance calculated at 1.5% of item 1 up to a maximum of 127,000 Note18: To cover the cost of Client supervision on site. Actual costs to be evidenced Note19: Note23: Total costs (item 22) divided by the number of units within the scheme



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Stage 2 - Planning and Procurement (b)(iv) Project Cost Summary

Turn Key Scheme Stage: Initial Appraisal / Pre Planning / Pre Tender / Post Tender (delete as appropriate)

Scheme:






1 Purchase Price 2 Cost of Additional works 3 VAT on works

4 Total Cost of Units

5 Deduct Allowance for site value 6 Net Value of Construction

7 Approved Body Legal Fees (Inclusive of Vat if applicable) 8 Legal Disbursements 9 Legal Fees LA (inclusive of VAT if applicable)


11 Survey Fees (inclusive of VAT if applicable)



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12 Valuation Fees (inclusive of VAT if applicable)

13 Other

14 Other

15 sub total (7 to 14)

16 Total (4 and 15)


Note 1: Net Construction costs excl Vat and Profit

Note 2: Additional works required on the properties as per detailed schedule

Note 3: VAT on 2 at appropriate rate

Note 5: To allow for deduction in costs for land when calculating development allowance

Note 7 Voluntary Body legal fee normally charged as a percentage of items 4 Note 8: Disbursements associated with registering title, stamp duty etc. (normally allow for 1,200) Note 9: Extent of legal fees to be agreed with LA

Note10:

Allowance calculated at 1.5% of item 6 up to a maximum of 127,000

Note11: To cover the cost of Client survey's, snagging etc necessary to confirm suitability of units to be acquired Note12: Independent valuation obtained to confirm purchase price represents value for money Survey to be carried out for each house type, not necessarily each unit to be acquired.



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Note17: Total costs (item 16) divided by the number of units within the scheme



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(c) Project Plan Checklist

The following information should be submitted with each Project Plan

1 Original project brief and design brief

2 General project commentary explaining how design of scheme has evolved from original project

brief (based on approved template)

3 Cost estimate summary sheet(s) based on approved templates

4 Cost plan and elemental cost analysis based on HCA2 format

5 Space standards and floor area analysis based on “Quality Housing for Sustainable Communities”

6 Confirmation of proposed form of works contract and copies of completed schedule

7 Confirmation of public procurement compliance in relation to the commissioning of project

consultants

8 Amended / updated programme and timeframe for completion of the works



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9 1:500 site plan outlining boundary of site in red and identifying types and site numbers of all

proposed dwellings

10 1:200 (or suitably scaled) site layout identifying types and site numbers of all proposed dwellings

11 1:200 (or suitably scaled) site layout identifying external works, boundary treatments, site

contours, paving and landscaping details, etc

12 1:50 or 1:100 floor plans of all dwellings, showing furniture layouts, room areas, dimensions,

sections and elevations of individual units

13 1:100 or 1:200 block or street elevations indicating relationship to adjoining buildings (if relevant)

14 Project Management Plan- Contract Administration: Who is going to be the Employers

Representative?

15 Financial Profile- cash drawdown, cash flow projections

16 Other

Date Completed by AHB: …………Month……………..Year………

AHB may wish to take a note of the initial meeting and send copy of it to the local authority



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Action:

Local authority to facilitate pre-planning application consultation with Planning Department/Section

Local authority to issue approval to AHB to proceed to submit statutory application for planning

permission



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Stage 2 – Planning & Procurement

(d) Post Planning Permission Cost Review

Following statutory planning permission, the Local Authority will review the cost plan and

check if the planning conditions impact on the project/budget.

The following information is required to be submitted to the Local Authority by the approved

housing body:-

1. Copy of Planning Permission

2. Planning conditions that have implications for the cost of the project or its re- design - list out significant design changes.

3. How does it deviate from the Project plan?

4.

Review of Cost Plan. Is it in line with the cost plan? What are the variances?

Note: if design has changed and increased cost significantly - reapply for additional funding.

Date submitted by AHB………………………

ACTION

Local Authority approval to proceed to tender in writing based on sanction of funding by the DoEHLG

for pre-tender cost plan

Approved Housing Body prepares Contract construction drawings, specifications and documents in line

with public procurement procedures for building works contracts.



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Stage 2- Planning & Procurement

(e) Approved Housing Body’s Record of Tender Opening for Works

Contracts

Scheme: Date and Time of Opening:

Main Contract / Mechanical Sub Contract / Electrical Sub Contract / Lift Sub Contract / Other:

………………………………..………………………………………………………………..…..

Contractor

Tender

Sum

VAT Incl

/Excl

Programme Compensation

Events

Ranking Bond

Comment

1

2

3

4



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5

6

7

8

To be supplied with consultant quantity surveyor’s evaluation report and HCA Form

Opened in the presence of: ……………………………………… (for and on behalf of Housing

Association)

Name of Witness 1: ………………………………. Signature of Witness 1:

……………………………….………….…………….

Name of Witness 2: ………………………………. Signature of Witness 2:

……………………………….………….…………….



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(f) Tender Evaluation Report-report following receipt of Price Tenders for

Building Works Contract

Consultant Evaluation Report Comment

Procurement/tender process.

Identify procurement procedure used.

Procurement process whether open, selective or

negotiated. EU or National. Call for a specific

project or restricted to an existing framework.

List of contractors who submitted tender prices

Name of successful tender and the organisational

structure

Ranking of submitted and valid tenders; include

copy of tender opening page, which includes

recommendation and states this represents VFM

Refer back to re-tender and highlight any

discrepancies i.e. why there are any differences,

changes to price if outside a particular margin.

In terms of ranking criteria, ranking in ascending

order of submitted tenders

Note the information provided here may be

commercially sensitive

Pre-selection criteria is preferable

Indicative programme Indication of elements of building programme



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Criteria used (MEAT)

For Most Economically Advantageous Tender

(MEAT) indicate the quality to price ratio as well

as ranking of quality criteria.

Additional Requirements from successful

tenderer

Tax Clearance, insurance requirements,

professional indemnity, health and safety etc.

Other comments about successful tender



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(g) Post Tender Funding Submission Checklist

The following information should be submitted with each post tender funding application

1.

Completed application forms

2.

Scheme Commentary Identifying how scheme has progressed from Project Plan

approval

3.

Copy of Planning / Fire Cert Approval

4.

Cost Estimate Summary sheet(s) based on approved templates

5.

Tender Report and Cost Analysis based on HCA2 format

6.

Contractor Cash Flow Analysis



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7.

Confirmation of public procurement compliance in relation to the commissioning of the

Works

8.

Additional Site Layout and Floor Plans if drawings significantly different from those

submitted as part of the Project Plan

NB: Circular N7/2007 [Link to circular] stresses that even once a scheme has been included on the SHIP,

changing circumstances in specification or costs of a project may require a fresh assessment.

stage 2 – planning & procurement

Documents