2  WORKS - ACCOMMODATION REQUIREMENTS

This section considers establishing the final accommodation requirements which, in time, will form the basis of the Contractors Proposals. It is imperative that, when completing this section, the Authority makes no changes to the accommodation requirements it described in the initial 'expression of interest' and OBC. In particular, unless needs have changed due to unforeseen operational circumstances, the accommodation requirements should be based - in their entirety - on the accommodation requirements described in the OBC. Failure to do so could result in bidders being unable to provide the required accommodation within the financial parameters assessed and agreed at OBC stage.

A systematic approach should be adopted that is both auditable and managed through agreed protocols.

It is essential that the relevant stakeholders are tied into, and take responsibility for, establishing their needs. It is a matter for each Authority to determine the appropriate level of staff engaged in this process but they should be capable of making decisions regarding their department / section without the need to refer back, and be able and willing to take responsibility for their requests.

There is a need to ensure short term certainty following service commencement by basing the requirements on what is known and what can reasonably be expected to be required according to medium term policy.

Consideration must be given to long term contingency. This is particularly applicable to flexibility of use.

Pro-forma documents should be used to assist staff in their accommodation planning to ensure consistency across departments. It will also prove essential when checking compliance at service commencement and will make change control during both the construction and service phase of the project manageable.

A summary of the Authority's departments and sections or teams that will be accommodated within the New Buildings or the refurbishment of the Stations is set out below, together with information on their adjacencies and individual needs. This information is provided to give the bidders a full understanding of the Authority, its departments their relationships within the new Stations.

This section should be as comprehensive as possible and must leave the bidders in no doubt as to how the facility is to operate. From the designers perspective it is the most important section of the Output Specification and therefore should be compiled accordingly. It must include a detailed description of:

how each department works in itself and in relation to other departments;

how many staff work within each department.

Tables should be included at the end of this to give a complete breakdown of the number of staff working at the Station by department, gender and hours worked. This information will assist the bidders in planning welfare Stations and circulation routes and adjacencies. To avoid confusion prescriptive requirements should not be included in this section but should only appear on the zone data sheets.

Further more detailed information is contained within the zone data sheets. This information includes but is not limited to the following:

■  Summary of the Authority's departments/units in the facility;

■  Summary of rooms / areas within each department/unit;

■  Specific M&E requirements for each room or area;

■  Usage;

■  Hours of occupation;

■  Relationships with other rooms within the department;

■  Security requirements;

■  Communication requirements;

■  Standard furniture; and

■  Specialist equipment and requirements.

To assist Authorities in the preparation of this section the following examples of documents are attached at:

Appendix A; a Pro-forma Zone Data Sheet