project execution plan - moray 4 appendix.pdf · document title project execution plan forres...

Project Execution Plan

Forres (River Findhorn & Pilmuir) Flood Prevention Scheme (2008)

Moray Council

September 2012

Draft Report

MFAG 329 Issue 4

Document title Project Execution Plan

Forres (River Findhorn & Pilmuir) Flood Prevention Scheme (2008)

Document short title Project Execution Plan

Status Draft Report Issue 4

Date September 2012

Project name Forres (River Findhorn & Pilmuir) Flood Prevention Scheme (2008)

Project number 9X6253

Client Moray Council

Reference MFAG 329

i

CONTENTS Page

1 INTRODUCTION - 1 - 1.1 Purpose - 1 - 1.2 Key stages - 1 -

2 PROJECT DEFINITION AND BRIEF - 1 - 2.1 Introduction - 1 - 2.2 Key Issues - 2 - 2.3 Risks - 3 -

2.4 Opportunities - 3 -

3 APPROACH AND INFLUENCES - 4 - 3.1 Scheme drivers - 4 -

4 ROLES, RESPONSIBILITIES AND AUTHORITIES - 5 - 4.1 Organisation - 5 - 4.2 The Moray Council - 5 - 4.3 Royal HaskoningDHV - 6 -

4.4 EC Harris - 6 - 4.5 Morrison Construction - 7 -

4.6 MFA Strategic Steering Group - 7 - 4.7 Organisational Structure - 7 -

5 PROCESS - 7 - 5.1 Introduction - 7 -

5.2 Licences and Consents for Construction - 8 - 5.3 Planning Permission - 8 -

5.4 Health and Safety - 8 - 5.5 Utilities - 8 - 5.6 Risk Management - 8 -

5.7 Consultation - 8 - 5.8 Pre-construction Surveys - 9 -

5.9 Construction Planning and Programming - 9 - 5.10 Target Setting and Contract Conditions - 9 - 5.11 Scheme Management - 9 - 5.12 Post Construction Monitoring - 9 -

6 PROGRAMME MANAGEMENT - 9 - 6.1 General - 9 -

7 PROJECT BUDGET AND COST MANAGEMENT - 10 - 7.1 General - 10 - 7.2 Target Construction Cost - 10 - 7.3 Project Management and Site Supervision - 10 - 7.4 Risk Management - 10 - 7.5 Funding - 10 -

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FIGURE 1 I Overall Process and Gateways I

APPENDIX A A Programme A

APPENDIX B B Organisational Chart – Construction B

- 1 - Forres (River Findhorn & Pilmuir) PEP

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1 INTRODUCTION

1.1 Purpose

The purpose of this report is to set out a Project Execution Plan (PEP) for the delivery of the Forres (River Findhorn & Pilmuir) Flood Prevention Scheme (the Scheme). The plan sets a structured format for delivery of the Scheme for The Moray Council by Moray Flood Alleviation (MFA). Issue 4 of the plan (this report) focuses on the construction phase of the Scheme. The PEP:

identifies key tasks and the risks and opportunities addressed by carrying out those tasks;

sets out the process, resources and programme until construction start; and,

defines the role and responsibilities of The Moray Council, Royal HaskoningDHV, EC Harris and Morrison Construction to enable those organisations to understand, accept and carry out their responsibilities.

1.2 Key stages

Development of a flood alleviation scheme requires a staged process, moving through gateways that indicate the achievement of key milestones. The development of the Scheme has moved through the Appraisal and Design Stages. A Flood Prevention Order and planning permission have been obtained. An outline agreement on funding has been reached. The Target Cost for the Scheme construction has been agreed, and the CAR licence application has been prepared and submitted to SEPA. These stages are shown graphically in Figure 1. This PEP sets out in detail the remaining work required during the construction phase and outlines the work required during the operation & post construction monitoring stages. The PEP is a dynamic document that has and will continue to change as the project progresses. 2 PROJECT DEFINITION AND BRIEF

2.1 Introduction

The Scheme is described in the planning applications submitted in May 2008 (08/01020/EIA), with further advertising in December 2009 for amended plans and compliance with the „New Local Plan‟. The Flood Prevention Order was submitted and advertised in March 2008 (MFAG583). The planning application was supported by an Environmental Statement (MFAG590 and MFAG594) and a Flood Risk Assessment (MFAG601). The Flood Prevention Order is supported by a document setting out the flood damages and scheme benefits (MFAG587).


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Planning permission was granted on 5 November 2010. The Flood Prevention Order was subject of a Public Local Inquiry. The Scheme was confirmed on 9 March 2011 without modification. Works Information for the construction contract was prepared and issued in January 2012. Workshops and meetings were held on 30 March, 26 April and 8 May to discuss risk, programme and cost. The target price quotation was checked and benchmarked and a Special Meeting of The Moray Council on 30 August 2012 agreed to the start date, contract period and Target Cost for the Scheme. 2.2 Key Issues

A number of key issues were identified during the design and statutory processes. All of these issues have been taken into consideration during the preparation of the scheme budget and this Project Execution Plan. These are outlined below: Planning Conditions. Planning consent was granted and the conditions attached to this consent were received on the 8th November 2010. Eighteen of these planning conditions require to be discharged before construction can commence and the remainder before completion of the works. Provision of information to allow the conditions to be discharged in a timely manner is being managed by Charlotte Damary-Homan. Disruption during Construction. The construction phase of the Scheme is likely to last for some two-and-a-half years, creating some disruption to those living, working and visiting Forres and the surrounding areas. As the Elgin Flood Alleviation Scheme is currently being constructed, with a programmed completion date in spring 2015, the Forres and Elgin schemes will be constructed concurrently, potentially leading to increased overall disruption in the area. Consultation with those directly affected by the works during the construction phase will be important in developing plans for managing this disruption. Further negotiations with the affected land owners need to be undertaken to agree any necessary accommodation works. It is possible that these negotiations may become protracted, leaving a residual risk of delay during construction. SAM Site. The Scheme requires permission to work within a Scheduled Ancient Monument (SAM) site. Intrusive archaeological investigations were carried out during the summer of 2012. Further desk study is required to document the findings from these investigations. There remains a small risk of additional costs being incurred during the construction phase if further, unexpected relics are discovered during construction. CAR Licence. The CAR licence application has been prepared and submitted and draft conditions were received from SEPA on 26 September 2012. Once the conditions have been reviewed and agreed SEPA will issue the licence. It is currently anticipated that the licence will be granted before the end October 2012, which is in advance of the Contractor‟s programme for carrying out any licensable works.


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Landscaping. A landscaping scheme was developed during the outline design stage of the project and was submitted as part of the planning application. This has been included in the Works Information for the construction phase. Some amendments may be required following final negotiations with the affected landowners. Invasive Species. The Scheme requires the removal and safe containment of earth/topsoil containing/contaminated with Giant Hogweed seeds. There is much „contaminated‟ soil material to deal with. After considerable discussion with the Contractor and SEPA a management strategy has been developed and agreed. There is a residual risk that some delays and/or costs may be incurred during the construction phase as the actual volumes may vary from those estimated during pricing. Contaminated Land. There are two potentially contaminated sites within or near the footprint of the Scheme. The issues associated with these sites are being investigated with The Moray Council Contaminated Land Team and by further site investigation. It has been agreed that one of the sites poses no risk to human health or the water environment. Work is continuing on the second site, but there is a very low risk to additional costs or delay from this work. Environment. The Environmental Action Plan identifies a number of constraints and mitigation measures that have been integrated into the Works Information. These include archaeological watching briefs, pre-construction surveys for specific species and time constraints for felling trees and working close to the watercourse. Protected Species. The pre-construction surveys have confirmed that the Scheme works affect both badgers and otters. A licence has been obtained to allow the construction works to be carried out. Mitigation works are required which are currently (September 2012) being carried. Agreement with Network Rail. Approval of the Form A submission has been received from Network Rail (NR). A legal agreement to allow access under the River Findhorn viaduct is currently being prepared. Close contact is being maintained with NR to ensure that the risk of delays is managed. Agreement with Transport Scotland. Approval in Principle has been reached with Transport Scotland. Final approval is expected imminently. 2.3 Risks

Risks are identified and quantified in the Risk Register. The Early Warning process, monthly progress meetings, Compensation Event process and regular risk register reviews will allow risks during the construction phase to be monitored and reviewed. 2.4 Opportunities

Opportunities identified in earlier versions of the Project Execution Plan have been used to plan and deliver the Scheme.


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Further opportunities for delivering the Scheme at a lower cost and/or completing the Scheme earlier will be reviewed on a regular basis during construction. 3 APPROACH AND INFLUENCES

3.1 Scheme drivers

Scheme drivers influence the plan for delivery of the Scheme. The key drivers for the Forres (River Findhorn & Pilmuir) Flood Prevention Scheme are:

Effective flood alleviation for the community of Forres as soon as possible

Value for Money and Affordability

Minimise and manage health and safety risks More detail on each of these drivers is given below: Effective flood alleviation for the community of Forres as soon as possible To respond to this driver the plan is programme driven. The Moray Council‟s Flood Alleviation Sub-Committee has endorsed this approach by deciding, for example, that the detail design activities should continue in parallel with the statutory processes. For the work set out in this PEP, this means that the focus will be on:

ensuring that appropriate decision makers are involved early in the processes. This is intended to enable the early identification and swift resolution of issues; and,

overlapping tasks wherever possible, so that overall scheme progress will be as swift as possible.

Value for Money and Affordability The Scheme will be funded by The Moray Council who, under the current funding regime, will receive a Capital Grant from the Scottish Government. Any costs over and above the agreed budgets will be met by The Moray Council – it is, therefore, imperative that the agreed budgets are monitored and managed rigorously. The Council‟s budget includes a “risk allowance” or contingency sum to allow for unforeseen items and Council risks materialising during the construction phase. Effective management of the construction phase will be essential to ensure that value for money is achieved. Minimise and manage health and safety risks A whole-life approach has been adopted in developing the Scheme, with consideration given during the design stages of the project to minimising and managing health and safety risks for the construction, operation and maintenance phases.


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The residual risks have been scheduled and have been communicated effectively within the team, with owners of each residual risk being identified. This is an ongoing process. The risk owners will be responsible for managing the residual risks, reporting plans and progress to both the CDM-C and The Moray Council. 4 ROLES, RESPONSIBILITIES AND AUTHORITIES

4.1 Organisation

MFA is an integrated team comprising The Moray Council (Client), Royal HaskoningDHV (Consultant), EC Harris (Cost Consultant) and Morrison Construction (Contractor). The mission of the group is “to alleviate flooding in the communities of Moray”. The main objectives of the group are:

To have no major accidents or incidents;

To have a satisfied client and community;

To deliver effective flood alleviation as soon as possible;

To make most use of the teams‟ resources;

To develop demonstrably sustainable solutions; and,

To ensure that the project is commercially viable for all partners. The values adopted by the group are:

Integrity;

Honesty;

Respect;

Professionalism; and

Openness. 4.2 The Moray Council

Role:

Client and Scheme Promoter. Responsibilities:

Ensure agreement as to what the objectives and benefits of the Scheme are.

Define success criteria for the Scheme.

Provide scheme leadership and direction. Take strategic decisions, based on options and risks identified and presented.

Promote the Scheme and seek commitment from stakeholders to delivery of the Scheme.

Secure the necessary investment and funding for the Scheme.

Ensure that there is a coherent organisation structure and logical plan for Scheme delivery.

Monitor, control and report the progress of the Scheme at a strategic level.


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Appoint key personnel and delegate authority to ensure that the Scheme achieves its objectives.

Be aware of the broader perspective and how it affects the Scheme.

Manage consultants and contractors appointed to assist with delivery of the Scheme including authorisation of works and payments.

Advise on operation and maintenance issues to ensure that the Scheme design reflects requirements.

Asset management after construction.

Post Project Monitoring.

Manage the risk management process.

Manage press and scheme publicity.

Promote recommendations to the Flood Alleviation Sub-Committee.

Programme and financial management of utility companies.

Manage the preparation of the Project Management Plan for the start of construction.

4.3 Royal HaskoningDHV

Role:

Consulting Engineers and Environmental Scientists. Advising and assisting The Moray Council

Responsibilities:

Promote best practice and sustainable flood alleviation methods.

Provide professional staff to assist with Scheme delivery.

Manage changes to the design of the Scheme.

Undertake the role of Designer and Construction (Design and Management) (CDM) Coordinator as set out in the CDM Regulations.

Eliminate hazards where possible or reduce risk through design; provide information about remaining risks.

Contribute to the risk management process.

Plan and manage the deployment of Royal HaskoningDHV resources to produce required deliverables and meet project milestones.

Ensure that quality controls of Royal HaskoningDHV work are planned, performed and recorded correctly.

4.4 EC Harris

Role:

Cost and risk consultants. Advising and assisting The Moray Council in risk, programming and financial aspects.

Responsibilities:

Advise on contractual arrangements.

Manage target setting process.

Plan and assist in management of the risk management process.

Plan and manage the deployment of EC Harris resources to produce required deliverables and meet project milestones.


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Ensure that quality controls of EC Harris work are planned, performed and recorded correctly.

Assist in the preparation of the Project Management Plan for the start of construction on site.

4.5 Morrison Construction

Role:

Contractors. Constructing the Scheme. Responsibilities:

Advise on constructability and best practice in development of designs and alternatives.

Provide construction method statements, plans and programmes.

Investigate, design and manage the temporary works requirements.

Consider buildability between the Scheme design and services infrastructure.

Plan and manage the deployment of Morrison Construction staff, subcontractors and suppliers to fulfil required activities and meet project milestones.

Contribute to the risk management process.

Undertake the role of Principal Contractor as set out in the Construction (Design and Management) Regulations.

Ensure that quality controls of Morrison Construction work are planned, performed and recorded correctly.

Assist in the preparation of the Project Management Plan for the start of construction on site.

4.6 MFA Strategic Steering Group

The MFA Strategic Steering Group comprises representatives from The Moray Council, Royal HaskoningDHV, EC Harris and Morrison Construction. The MFA Strategic Steering Group meets monthly to consider issues that affect Moray Flood Alleviation including scheme progress, team working and external influences. 4.7 Organisational Structure

An organisational structure, showing key activities and reporting lines is included in Appendix B. 5 PROCESS

5.1 Introduction

A number of tasks and activities have been identified. It has been noted that these fit into a number of categories, which are described in the sections below.


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5.2 Licences and Consents for Construction

The aim is to ensure the appropriate licenses and consents required by the contractor for the construction phase, are in place at soon as possible. This task will be managed by Ian Mackay and includes:

Waste Management;

Sediment Management; and,

Traffic Management. 5.3 Planning Permission

The aim is to discharge the planning conditions that require to be dealt with during the construction phase. This task will be managed by Charlotte Damary-Homan. 5.4 Health and Safety

The Construction Design and Management Co-ordinator is Comer Mead. Comer has advised that the Construction Phase Health and Safety Plan is adequately developed for work to commence. Morrison Construction is responsible for health and safety on site. The production of the Health & Safety File will be coordinated by Comer Mead following completion of the construction phase. 5.5 Utilities

The aim is to expedite the diversion and protection works, which are required to the many utilities that will be impacted by the Scheme. This will include continuing liaison with the utility companies, and the agreement of the scope, programme and cost of diversion works. These will be divided into two categories. Firstly, those to be undertaken as part of the Scheme, and which are detailed in the Works Information. Secondly, those to be undertaken by the Utility company themselves and which the Council will need to order and pay for in advance of the works. This task will be managed by Stewart Gordon. 5.6 Risk Management

The aim is to identify and manage risks to the project delivery. The construction stage risk register has been developed jointly by the team. This task will be managed by Barbara Hellett. 5.7 Consultation

The aim is to ensure that access to the site is agreed in a timely manner and accommodation works and constraints are agreed with landowners. This includes liaison with those parties who own land that will be altered and/or disturbed during the works. It should be noted that the Flood Prevention Order gives the Council the right to enter land in order to construct the Works. The task will also include Section 75 Agreements. This task will be managed by Steve Truluck.


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5.8 Pre-construction Surveys

The aim is to ensure that all necessary information is gathered and recorded before the construction phase commences. This includes ecological, invasive species and archaeological surveys which will be managed by Wendy Johnston and noise, “marching in” and dilapidation surveys, which will be managed by Ian Mackay. 5.9 Construction Planning and Programming

The aim is to ensure that the Scheme as described in the Site and Works Information is constructed efficiently and effectively. This task will also provide the input data for many of the other tasks mentioned in this PEP (construction programme, method statements, Sediment and Waste Management Plans, temporary works etc). This task will be managed by Ian Mackay 5.10 Target Setting and Contract Conditions

The target cost and contract conditions are now agreed. The task during construction is to manage and administer the contract. This task will be managed by Barbara Hellett and Neil Mackay. 5.11 Scheme Management

The Project Manager for the construction phase will be Barbara Hellett. She will be responsible for the day-to-day management of the project. Barbara will design and apply as appropriate project management framework, monitor progress, ensure work is neither duplicated nor overlooked, identify resource requirements and liaise with TMC, RHDHV, ECH and MCL to locate appropriate resources. The Contractor‟s Scheme Manager will be Ian Mackay. 5.12 Post Construction Monitoring

Following completion of the construction works, there is an ongoing requirement to monitor and manage the completed scheme. The natural process of accretion will continue as the river channel „develops‟ after the removal of the large quantities of gravels from the three river bends and the Back Run. This process is (high flow) event driven, and so the timing of future intervention works cannot be accurately predicted. However, future gravel removal works are anticipated after some ten to fifteen years. In the intervening time a commitment has been given to regularly monitor the development of the river channel. This will require, inter alia, topographical and environmental surveys of the re-formed river bends together with subsequent analysis and review. 6 PROGRAMME MANAGEMENT

6.1 General

A programme for the construction phase has been prepared as an integral part of the target setting process. The programme is included in Appendix A. The works


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commenced on 3 September 2012. The Contract Period is two years and six months. Progress will be monitored against the programme. The Scheme Manager will be responsible for maintaining the programme and ensuring that, as work is undertaken, it becomes a record of the scheme construction and remains a live document planning the remaining work. 7 PROJECT BUDGET AND COST MANAGEMENT

7.1 General

MFAG579 Cost-Risk Evaluation sets out the estimated whole-life cost of the Scheme. This report was completed in December 2007 and was primarily written to provide information for the cost benefit analysis for the Scheme. The report set out the then most recent construction cost estimate and risk profile for the Scheme and forms one of the items available for benchmarking the target cost. Following the target setting process, TMC submitted an application for funding to the Scottish Government based on a project budget of £45.125m on the 18 September 2012. 7.2 Target Construction Cost

MCL have developed a target cost in response to the Site and Works Information provided by RHDHV and Contract Data Parts 1 and 2 provided by ECH. ECH have been responsible for checking and benchmarking the Target Cost and certifying that the target cost represents value for money. 7.3 Project Management and Site Supervision

TMC will be responsible for commissioning a construction stage Project Management Plan setting out the construction stage project management and site supervision team, together with their responsibilities and lines of communication. This will generate a cost for supervision and administration of the construction phase which will be set against the allowances in the project budget. 7.4 Risk Management

All parties participated in the risk identification and allocation exercise. 7.5 Funding

In accordance with the guidance associated with the General Capital Grant, an application for funding based on contracted costs was submitted to the Scottish Government on 18 September 2012.

I

Figure 1 Overall Process and Gateways

Forres (River Findhorn & Pilmuir) Flood Alleviation Scheme

GATEWAY

GATEWAY

GATEWAY ~ Approval by Council ESC

GATEWAY ~ FPO & Planning Consent

GATEWAY ~ Approval of Construction Targets. Funding Identified

GATEWAY ~ Contract Completion



Preparation FPO, Planning Application and

Env. Statement

Submission of FPO, PA & ES

Detailed Design

Approve Cost Target

Receipt of Funding

Construction and Commissioning

Handover Asset Management

Post Project Monitoring

Definition of Options

Developments, Definition and Evaluation of Options

Appraisal

Planning and Investment Risk Management

Design Stage 1

Co

ve

red

in th

is

pla

n

Figure 1 Overall Process and Gateways

Receipt of consents & approvals

Funding Application

Offer of Funding

Prepare & submit CAR Licence

A

Appendix A Programme

F(RF&P)FAS PEP Appendix A

Forres (River Findhorn & Pilmuir) Flood Alleviation Scheme

Construction Activities Programme

Activity Start Date Finish Date

Construction Activities 03 Sep 12 19 Feb 15

Back Run 24 Oct 12 01 Apr 13

River Channel Works Bend 3 02 Nov 12 15 May 13

River Channel Works Bend 2 28 Sep 12 17 Mar 14

River Channel Works Bend 1 26 Apr 13 09 Dec 13

Broom of Moy Footbridge Extension 20 Mar 13 13 Aug 13

Broom of Moy Western Arm Embankment North 03 Sep 12 25 Jul 13

Broom of Moy Western Arm Embankment South 01 Oct 12 09 Apr 14

Broom of Moy Northern Arm Embankment 16 Oct 12 01 Oct 13

North Forres Embankment 03 Sep 12 03 Nov 14

Waterford Road 07 Apr 14 25 Nov 14

West Forres Embankment North 08 Apr 13 23 Jun 14

West Forres Embankment 04 Dec 12 26 Nov 14

A96 Road Raising 02 Oct 12 25 Jun 14

Pilmuir 19 Jun 13 17 Dec 14

Earthworks Processing 18 Oct 12 15 Dec 14

Clear Site Compounds and Demobilise 18 Dec 14 05 Feb 15

Landscaping 01 Apr 13 16 Feb 15

B

Appendix B Organisational Chart – Construction

Part Time based off

siteForres (River Findhorn & Pilmuir)

Flood Alleviation Scheme

Royal HaskoningDHV SupportPaul Winfield – Technical DirectorRob Grinham – Design Comer Mead – CDMC

NEC Project ManagerBarbara Hellett (Seconded

from RHDHV)

Morrison Head Office SupportStuart Higgins – Construction DirectorJohn Guild – Estimating / EngineeringDonald MacFarlane - CommercialJohn Morrison, Helen Beveridge – HS&E

NEC SupervisorBriony Hall (RHDHV)

Assistant SupervisorAndrew Dinnart

Landowner Liaison / Assistant SupervisorSteve Truluck

Environmental CoWCharlotte Damary-Homan

Scheme ManagerIan Mackay (Morrison)

Senior Site AgentsAlistair MacDonald

Ewen GribbensJohn Young

PlannerMurray Geddes

Project Quantity SurveyorDouglas Walker

Cost ConsultantShona Weir (ECH)Neil Mackay (ECH)

MFAG329 F(RF&P)FAS PEPAppendix B

project execution plan - moray 4 appendix.pdf · document title project execution plan forres...

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