Guidance Notes

Pillar 4 of the CWMF consists of a comprehensive suite of guidance notes aimed at facilitating the implementation of the Government’s reforms in construction procurement.

These guidance notes are intended primarily for the guidance of Sponsoring Agencies embarking on capital works projects. However, the roles of the Sanctioning Authorities and any external consultants appointed in relation to the capital works projects are also considered.

Click on a document name below to download it. All the links below are Word Documents

GN 1.0Introduction to the Capital Works Management Framework
This document presents an overview of the Capital Works Management Framework and the four pillars that are the key components of it.
GN 1.1Project Management
Gives an overview of the project management structures that are required, the processes and procedures that need to be followed, and the contracts and templates to be used in the delivery process of a works project. The main areas covered by Project Management (GN 1.1) include the following:
■ The content of the Project Execution Plan, including a sample plan;
■ A description of the main project roles and responsibilities involved in the project process – including management, design teams; and other technical expert roles;
■ An overview of the main project processes and the stages that a project goes through after approval in principle – i.e. Planning Initial, Planning Developed, Implementation and Post-project Review stages; and
■ A description of the risk and value management strategies that may be applied to public works projects.
GN 1.1.1Building Control (Amendment) Regulations 2014
Procurement Implications for Contracting Authorities
GN 1.2Project Definition and the Definitive Project Brief
This document explains the process that should be used to define precisely the output requirements of a project in the Definitive Project Brief. The project definition is the first exercise undertaken in the Planning Initial stage . The project definition covers a range of activities that have as their end goal the comprehensive description of all project requirements. These activities are carried out in a systematic, rigorous and formal manner, and lead to definition of the ultimate outcomes in the form of the Definitive Project Brief:
■ Step 1: Preliminary Project Brief
■ Step 2: Preliminary Output Specification
■ Step 3: Feasibility Study / Preliminary Report
■ Step 4: Design Brief
■ Step 5: Final Output Specification
■ Step 6: Definitive Project Brief
GN 1.3Budget Development
This guidance note explains the structure and format of budget estimates for public works projects. It covers such issues as
■ The development of a budget for the capital cost of a project and budget costs for other issues associated with the provision of a facility.
■ Allocating contingency amounts for inflation and other unquantifiable events.
GN 1.4Procurement and Contract Strategy for Public Works Contracts
This document provides guidance on procurement strategy and on the selection of the most appropriate Public Works Contract to use to deliver a particular project.
GN 1.5Public Works Contract
This guidance note provides practical advice to Employers on the operation of the Public Works Contracts. It deals with:
■ Introducing the Contract: Includes details of the key elements of Public Works Contracts, and the characteristics of the different types of contract.
■ Managing the Pre-Contract Phase: Outlines the procurement and related issues that employers need to consider in preparing tender documents.
■ Administering the Contract: Describes how contract-related issues are administered during the course of the construction works.
GN 1.6Procurement Process for Consultancy Services (Technical)
This document provides guidance in relation to the appointment of technical consultants for all stages of the project delivery process including those for the planning, design and supervision stages of construction projects. It covers the following:
■ The procurement procedures available and which one to choose;
■ The tender process, including how to prepare tender documents, invite submissions and evaluate responses;
■ Details relating to the Standard Conditions of Engagement for Consultancy Services (Technical); and
■ Calculating fee adjustments.
GN 1.6.1Suitability Assessment of Construction Service Providers, Restricted Procedure
This guidance note deals with suitability assessment under the restricted procedure for pre-qualification of Service Providers. Topics include:
■ Key concepts of suitability assessment;
■ The tasks and forms required to assess service providers;
■ Determining which criteria to use and how to devise the marking scheme;
■ How to complete each section of the suitability questionnaire;
■ Evaluating health and safety compliance; and
■ Evaluating the responses to the questionnaire.
GN 1.6.2Suitability Assessment of Construction Service Providers, Open Procedure
This guidance note deals with suitability assessment under the open procedure to establish eligibility of Service Providers to have their tenders evaluated. Topics include:
■ Key concepts of suitability assessment;
■ The tasks and forms required to assess service providers;
■ Determining which criteria to use and how to devise the marking scheme;
■ How to complete each section of the suitability questionnaire;
■ Evaluating health and safety compliance; and
■ Evaluating the responses to the questionnaire.
GN 1.6.3Suitability Assessment of Construction Service Providers – Minimum Standards for Suitability Criteria
GN 1.7Standard Conditions of Engagement, Guidance Note and Sample Schedules
This document provides practical advice on how to complete the Schedule to the Conditions of Engagement for Consultancy Services (Technical).
GN 2.1Design Development Process
This guidance note deals with all events that take place during the design process for both building and civil engineering projects. It deals with the role of design in both traditional (Employer-designed) projects and in design-and-build (Contractor-designed) projects. In the case of the latter, it highlights that much or all of the design is carried out by the Contractor; as a result, the guidance note is less specific about design where the design risk is transferred to the Contractor. The guidance note covers the following topics:
■ Concepts and considerations during the design process;
■ Details of how design is managed and coordinated;
■ Details of the design activities that take place during the Planning Initial stage; and
■ Details of the design activities that take place during the Planning Developed stage.
GN 2.2Planning and Control of Capital Costs
This document sets out best practice on how to plan and control capital budgets for public works projects, both building and civil engineering, through all stages in the design process. It covers:
■ The principles of cost planning and cost control of capital budgets;
■ The practical application of those principles during design development;
■ Whole-life cost appraisal;
■ How to manage corrective action and change control; and
■ Risk management tasks in relation to planning and control of costs.
GN 2.3Procurement Process for Works Contractors
This guidance note provides advice on the procurement process used for Works Contractors for both building and civil engineering projects. It covers the following:
■ Preparing tender documentation;
■ Inviting tender submissions; and
■ Evaluating tender submissions and awarding the Contract.
GN 2.3.1Suitability Assessment of Works Contractors, Restricted Procedure
This guidance note deals with the restricted procedure to establish suitability of Works Contractors to be included on a tender list. Topics include:
■ Key concepts of suitability assessment;
■ The tasks and forms required to assess main contractors and their specialists;
■ The tasks and forms required to assess main contractors without specialists;
■ The tasks and forms required to assess Specialists that are to be proposed in a panel(s) in tender documents;
■ Determining which criteria to use and how to devise the marking scheme;
■ How to complete each section of the suitability questionnaire;
■ Evaluating health and safety competence and compliance; and
■ Evaluating the responses to the questionnaire.
GN 2.3.1.1Random Selection Guidance Notes
This guidance note deals with the use of Random Selection as a means of short listing Works Contractors who may subsequently be invited to participate in a tender competition. This method of short listing is an alternative to the marking arrangement for short listing Contractors as set out in Guidance Note 2.3.1 under the Capital Works Management Framework. It does not replace the marking method , it is an alternative and is been added to the Capital Works Management Framework so as to increase the number of options available to Contracting Authorities involved in short listing Contractors under a restricted procedure. This guidance note will be fully integrated as a separate document into the Capital Works Management Framework in due course.
GN 2.3.1.2Suitability Criteria For Contractors, Submission of Evidence & Procurement Thresholds (Open, Restricted Procedure)
This guidance note aims to assist contracting authorities structure and run their competitive processes for public contracts in a manner that facilitates increased participation by SMEs, while they continue to ensure that all public sector purchasing is carried out in a manner that is legal, transparent, and secures optimal value for money for the taxpayer.
GN 2.3.1.2.1Reconciliation of appendices in GN 2.3.1.2 and QW1, QW2 and QW3 (Open, Restricted Procedure)
Reconciliation of appendices in GN 2.3.1.2 and QW1, QW2 and QW3 (Open, Restricted Procedure)
GN 2.3.1.3Minimum Standards for Suitability Works Contractor Criteria (Open, Restricted Procedure)
This document sets out the task of establishing Minimum Standards for Suitability Criteria for Works Contractors. The template is based on the selection criteria as set out in EU Directives. Its objective is to ensure that thresholds for Suitability Assessments are set proportionate to the size, nature and complexity of a project.
GN 2.3.2Suitability Assessment of Works Contractors, Open Procedure
This document deals with the open procedure to establish the suitability of Works Contractors to determine which tenders are eligible to be evaluated. Topics include:
■ Key concepts of suitability assessment;
■ The tasks and forms required to assess main contractors and their specialists;
■ Determining which criteria to use and how to devise the marking scheme;
■ How to complete each section of the suitability questionnaire;
■ Evaluating health and safety compliance; and
■ Evaluating the responses to the questionnaire.
GN 3.1Implementation Process
Provides guidance on the Implementation stage of building and civil engineering projects. It covers:
■ The main roles and responsibilities of the Employer and the Employer’s Representative and the Contractor;
■ The management process for administering the Public Works Contract during the construction stage of a project;
■ How to manage risk during implementation; and
■ Dealing with price variation issues as they arise during the contract; and
■ The project completion and handover process.
GN 4.1Project Review
This guidance note gives an overview of the review that is carried out on a project after the facility has been completed and handed over. This is the final stage of the management of a capital works project and it covers a range of activities that have as their end goal the comprehensive collection of project data recorded in an appropriate format so that it can be of benefit on future projects. The following types of material that might be found in a review:
■ Records of lessons learned from experience during the planning and implementation stages that would be of benefit.
■ Exceptional costs incurred during the delivery lifecycle that may be of value as reference material; and
■ Performance data in relation to the Consultants, the Contractor and specialists that could be of benefit.
GL 1.0Glossary
The glossary is intended as a resource for use with all documents (other than the Conditions of Engagement for Consultancy Services [Technical] and the Public Works Contracts) across the entire Capital Works Management Framework. It includes definitions of terms that are used throughout the suite of guidance notes.