cas seminar september 25th 2019 · 2019-11-28 · services engineering, fire, lift; psdp, qs...
TRANSCRIPT
CAS seminar
September 25th 2019
CAS – Looking back …
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TOPICS
i. CAS approval process: 4-stage assessment & 75-week programme
ii. Development Allowance for AHBs
iii.Guidance and New Forms on housing for PwD
CAS Approval Process
• CAS Applications (Circular 30/17)
•Open Arrangement
•AHB applies to LA with CAS 1 form
•Revised CAS 1 form shortly
CAS Approval Process
•Different considerations depending on type of delivery•Acquisition/Buy & Renew•Construction
CAS Approval Process
•Acquisition/Buy & Renew•Realistic costs•Procurement of consultants, works•Avoid purchasing where major adaptations will be needed e.g. moving internal walls to allow wheelchair access
CAS Approval Process
• Construction• 4-stage process• Acquisitions with significant adaptations,
may go through 4-stage process also
4-Stage process & 75-week programme
•4-stage process – four review points, with cost certainty a key focus
•75-week programme – expected timeline for meeting the key milestones
4-stage process & 75-week programme
4-stage process & 75-week programme
•Stage 1 - Approval to design the project•CAS 1 form•Capital appraisal - Is this a good idea in principle? Guidance in Circular 30/17, Appendix 5
•75 weeks begin once a valid application is with Dept.
4-stage process & 75-week programme
•AHB procure a design team and brief them:•Stage 1 budget•Guidance: “Quality Housing for Sustainable Communities”
•Don’t exceed specs unless for a solid reason•Consult with LA if necessary
4-stage process & 75-week programme
•Stage 2 - Approval of initial designs (pre-planning)•Include site surveys/investigations•Expected to take AHB 17 weeks to submit stage 2 to LA. 6 weeks for reply.
4-stage process & 75-week programme
•Stage 3 -Seek permission to tender for the main works•Detailed design and cost plan•Maintain cost control/avoid overspeccing•Stage 3 application to LA expected 20 weeks after Stage 2 approval. Decision expected 6 weeks later
4-stage process & 75-week programme
•Stage 4 – Approval of tendered project•Demonstrate adequate procurement process.
•Stage 4 expected 12 weeks after Stage 3 approval. 5 weeks for approval. Further 4 weeks allowed to get on site.
• Overall, CAS projects progressing too slowly through the 4 stage process
• Average CAS project takes some 115 weeks to get on site
• 75 week programme. Creates an expectation on everyone to develop the project at a reasonable speed
4-stage process & 75-week programme
Time taken in reality
Target time under the 75 week timeline
Acceleration if everyone stuck to the timeline
Stage 1 approved 3 weeks 5 weeks 0 weeks
Stage 2 submitted
43 weeks 19 weeks 24 weeks
Stage 2 approved 6 weeks 4 weeks 2 weeks
Stage 3 submitted
23 weeks 22 weeks 1 week
Stage 3 approved 3 weeks 4 weeks 0 weeks
Stage 4 submitted
35 weeks 13 weeks 22 weeks
Stage 4 approved 5 weeks 4 weeks 1 week
TOTAL 118 weeks 71 weeks (+4 for site start) 50 weeks
Real example: 6 unit development in a major town
Time taken in reality
Target time under the 75 week timeline
Acceleration if everyone stuck to the timeline
Stage 1 approved 7 weeks 5 weeks 2 weeks
Stage 2 submitted
110 weeks 19 weeks 91 weeks
Stage 2 approved 13 weeks 4 weeks 9 weeks
Stage 3 submitted
33 weeks 22 weeks 11 weeks
Stage 3 approved 6 weeks 4 weeks 2 weeks
Stage 4 submitted
15 weeks 13 weeks 2 weeks
Stage 4 approved 3 weeks 4 weeks 0 weeks
TOTAL 187 weeks 71 weeks (+4 for site start) 117 weeks
Real example: 4 unit development in a small rural town
•AHB (51)•DEPT (17)•LA (7)(Weeks)
Valid Stage 1 application
begins 75 weeks
AHB Stage 2 preparation
AHB Stage 3 preparation
AHB Stage 4 preparation
Get on site
4-stage process & 75-week programme
•Circular 18/2019 gives guidance on both the 75 week programme and the 4 stage process
Development Allowance
•Circular 29/2019
•AHB’s own costs (admin/overheads) in developing a CAS project
•Part of CAS loan
•New CAS 4 form - AHB submits to LA
•3 caps❖1.5% of net project costs❖€127,000❖The amount actually spent (and certified) by the AHB on admin/overheads for the project
Development Allowance
•New Circular to issue• More clarity on the scale and type of projects for
approval under CAS• Particular emphasis on issues in housing for PwD• Revised CAS forms
New forms and guidance on housing for PwD
•Issues Arising with housing for PwD•Unsuitable acquisitions – high costs•Over-specced designs – high costs•Project delays while costs are ironed out•Need for clarity re funding via CAS or HSE•New Circular to provide greater clarity
New forms and guidance on housing for PwD
CAS seminar
September 25th 2019
ICSH seminar- CAS seminar
Housing Agency Housing Procurement Office
Ashling Hotel, 25th September 2019
www.housingagency.ie
www.housingagency.ie
Norman JacksonSenior Procurement and
Projects Advisor
Noelle SweeneyArchitectural Procurement &
Projects Advisor
The Housing Agency – Procurement Unit
An initiative of Rebuilding Ireland
27 www.housingagency.ie
The Housing Agency - Provides national support for the delivery of
housing through….
28 www.housingagency.ie
• Housing Research and Analysis
• Housing Supply Supports and Advice
• Support for Local Authority Services*
• Support to Approved Housing Body Services*
• Mortgage Supports
• Acquisitions Programme
• Housing Projects and Procurement Services*
• Pyrite Remediation
• Regulation of Approved Housing Bodies
* Housing Procurement Unit Services
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AHB’s
Local Authorities
www.housingagency.ie
Areas Housing Agency
Procurement Unit have
worked with to date-
• Over 25 Approved Housing Bodies Tier 1, Tier 2 &
Tier 3
• Local Authorities
• OGP with establishment of Framework
• Department of Housing, Planning & Local
Government
• Irish Council Social Housing
30 www.housingagency.ie
Extending existing communities – Bree Co. Monaghan Delivered July 2019
31www.housingagency.ie
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Contractor Design Contract –Limerick regeneration.
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High Density Urban Regeneration – Knocknaheeny Phase 1B
33 www.housingagency.ie
Regeneration with Enhancement of Public realm, Tralee, Co. Kerry
– district heating system
Mixture of social and traveller specific accommodation.
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35 www.housingagency.ie
Large variety of projects – LA & AHB, Rural & Urban
Sheltered Housing
The Housing Procurement Unit support
AHBs (with site and housing need) by:-
• Site Assessments
• Feasibility studies
• Design advice
• Advice on construction regulatory compliance
• Project development plans and briefs
• Preparation of Tender documents for consultants
• Preparation of contract and notification documents
• Procurement advice and support.
36 www.housingagency.ie
37 www.housingagency.ie
HA Procurement Unit support to AHB in 75 week programme target
Pre-stage 1
application
Pre-stage 1
approvalContinuous support as required
38 www.housingagency.ie
FE
AS
AB
IL
IT
Y -
PR
OC
UR
EM
EN
T
Pre- Stage 1 Application
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Feasibility
40 www.housingagency.ie
Desktop review of site
• Sustainability - avoid over-concentration of
Social housing
• Suitability - should be located within 1 km
of amenities and public transport
• Assess risk of flooding
• Research existing utilities on site and
availability of utilities required
Site Assessment – Compliant with DHPLG guidelines
Relevant Planning Requirements
41 www.housingagency.ie
• Zoning
• Local Objectives
• Density
• Planning history
• Protected structure
• Local Area Plan
Preferred Site - Site Visit Assessment
42 www.housingagency.ie
• Cracking in neighbouring properties
• Outcrops of rock on site
• Ground condition
• Previous use of site
• Vegetation
• Topography
Support for complex site – HA can procure full design team to do a feasibility study.
43 www.housingagency.ie
Scoping study for procurement of feasibility design team
44 www.housingagency.ie
FOURTH FLOOR
Support for small to medium sites – HA can do full feasibility study and stage 1
application.
45 www.housingagency.ie
Feasibility study – In compliance with all DHPLG guidelines
46 www.housingagency.ie
Detailed Feasibility Study
47 www.housingagency.ie
Feasibility study – Range of options
48 www.housingagency.ie
Feasibility study
49 www.housingagency.ie
Feasibility study
50 www.housingagency.ie
Initial Cost plans – Comparative costs
51 www.housingagency.ie
Option A –
Approximate cost
€ XX,000.00
Option B–
Approximate cost
€YY,000.00
Option C–
Approximate cost
€ZZ,000.00
Complete feasibility report + recommendation
52 www.housingagency.ie
Name: AHB.
Name : LA
Address
X co-ordinate
Y Co-ordinate
Preparation of Stage 1 Submission to DHP&LG
53 www.housingagency.ie
Await Stage 1 Approval from DHP&LG
Start Procurement of Design Team
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AHB Housing – Delivery Options
• CALF P&A; - Leasing
• PPP - Public Private Partnerships
• Acquisitions,
– Turn-keys, Part V, Buy and Renew
• New Building Construction or Renovating / adapting
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Public Procurement Construction
Principle
- Fair -Open -Transparent
Who do EU procurement rules apply to?
Why? -EU Directives on procurement
Irish interpretation -
Capital Works Management Framework
Public Procurement (Construction)
• Capital Works Management Framework
– Established by Dept. of Finance
– Managed by Office of Government Procurement
• Procurement of Consultancy Service
• Procurement of Works Contractors
57 www.housingagency.ie
Procurement Thresholds
Works related Services (Consultants)
• €5,000 - €25,000 eTenders not required, but advised ( 5 min 3 prices option
from suitably qualified supplier)
• €25,000 - €221,000 below EU threshold, RFT on eTenders.
• > €221,000* above EU threshold RFT on eTenders and OJEU
Note: -Principles always apply
-Cannot sub-divide to avoid thresholds
* Local & Regional Authorities and public bodies (not Utilities)
58www.housingagency.ie
Procurement Thresholds
Works Contracts
• < €50,000 eTenders not required, but advised (5 min 3 price option
from suitably qualified suppliers)
• < €5,548,000, below EU threshold, advertised on eTenders
• > €5,548,000 above EU threshold, on eTenders and OJEU
• Different timeframes for each thresholds
59 www.housingagency.ie
Procurement Options for Consultancy Services
AHB’s
• In-house design team – No procurement necessary
• OGP Framework for Architect led Consultants
• Local Authorities Framework of Consultants
• Specific framework or single procurement of Consultant design team or part of
Consultancy team- HA PU can help.
60 www.housingagency.ie
Housing Agency Procurement Unit can prepare, run and manage all tender competitions
required for the project.
61 www.housingagency.ie
Procurement Processes - CAS Overview
Appointment of Consultancy Team
Consultancy Team –
• Prepare planning details and cost estimate – Stage 2 Submission
Procurement of Consultancy Team
• Prepare procurement documents for Works Contractors – CWMF, Assist with publishing
tender documents, assist with assessment of tender documents and tender report – Stage
4 Submission
• Prepare detailed Works Requirements- architectural, civil & Structural engineering, building
services engineering, fire, lift; PSDP, QS -pricing documents, cost estimate - Stage 3
Submission
• Administer contract as Employers Representative (manage the Works Contractor on
site), design certifier, assigned certifier, PSDP, cost reports, substantial completion and
final account, defects certificate.
What Consultancy Services are required?
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Consultancy team: (any or all)
Team Leader, Architect, Civil & Structural Engineer, Building Services
Engineer, Quantity Surveyor, Employers Representative, Archaeologist,
PSDP, Assigned Certifier, Fire Engineer, Planning consultant
What Procurement Considerations?
Consulting with LA/AHB
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• Procurement process options -open or restricted (1 stage or 2 stage)
• Procurement documents for individual project include:
• Suitability Assessment Questionnaire – Minimum criteria
• Design Brief – what you want
• Description of Service - specific & detailed
• Form of Tender and Schedule, Instructions, invitation
• Marking scheme: Price and quality
• Additional Information
E-tenders / OJEU
• Upload e-Tenders/ OJEU site on clients’ behalf
• Answer follow on queries & circulate information
64 www.housingagency.ie
Tender Assessment
• Coordinate tender returns
• Support in tender assessment
• Completion of tender report
• Issue notification letters on client's behalf
65 www.housingagency.ie
Consultant Appointment
• Coordinate pre-appointment meeting with winning consultant
• Draft letter of intent and letter of appointment for issue
66 www.housingagency.ie
Ongoing Support and Advice
Available for continuous advisory support throughout project
67 www.housingagency.ie
Examples of different AHB’s where HA PU tailored Procurement
Documents
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6 Sheltered houses, Charleville, Corkwithin existing day-care centre
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City Centre AHB
18 sheltered apartments
Consultancy with
Archaeology
www.housingagency.ie
70www.housingagency.ie
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AHB Sheltered Housing
15 sheltered apartments as
extension
Procurement Unit – advice
• Dispute resolution / avoidance
• Use of Technical Merit (Quality) and Price for Consultancy
Services & Works Contract
• Contract administration advice and responsibility and role of
employer
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Procurement Unit – going forward
• expand services to AHB’s - nationally
• expand services to Local Authorities
• increase collaboration with Dept. HP&LG, ICSH, OGP and
others
• keeping up to date in Procurement developments - social
consideration.
• expect increased use of eTenders and BIM in the future
72 www.housingagency.ie
Thank You
Open for questionsHousing Agency Procurement Unit can be contacted at
[email protected]@[email protected]@housingagency.ie
Tel. Nr. 01 656 4100
53 Upper Mount Street, Dublin 2,D02 KT73
www.housingagency.ie
CAS seminar
September 25th 2019