Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase Suppliers Submission - Approval A Surveyor is responsible for reviewing and accepting the suppliers quotation based on their submission. If the Surveyor needs assistance in validating the costs they may approach the Quality and Cost team for support who can make recommendations. Clear limits have been set for the approval of target costs and issue of task orders from receipt of the suppliers submission. • Task orders should be issued within 10 working days of the cost submission. • Where a S20 QLTA notice is required the task order should be raised within 60 working days of the cost submission. Any cost challenges and re-issue of costs by suppliers should be managed within these timescales. Responsibility for approval of the suppliers submission and target cost sits with the Asset Investment Team.
A Note on Scaffolding and Access Equipment Under the terms of the regional supplier agreements the provision of scaffolding and access equipment is to be kept separate from the cost of the task. Surveyors should therefore look to combine multiple task which require high level access to make best use of this equipment. A separate tasks order will need to be raised for each scaffolding/ access order. A Note on Home Ownership Estates If the approved submission exceeds the budget and the available funds, this should be notified to the Senior Surveyor and the Area Manager. The policy and process below provides guidance on how to proceed, the Area Manager may need to make a business case and seek approval from Anchor finance team to send the estate in to deficit if the works are health and safety essential items. •Home Ownership Managing Reserve Sinking Funds procedure Link If required, Section 20 consultation must be completed prior to issuing a Task Order to the supplier. Please refer to the above Policy for further details.
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