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Man 04 Stakeholder participation

Number of credits available Minimum standards
4

Yes (criteria 10 to 12 only)

Aim

To design, plan and deliver accessible functional and inclusive buildings in consultation with current and future building users and other stakeholders.

Assessment Criteria

This issue is split into four parts:

The following is required to demonstrate compliance for:

Consultation

One credit

  1. During the preparation of the brief, all relevant parties and relevant bodies (see Compliance notes) are identified and consulted with by the design team. The findings of the consultation influences the design and therefore must have been held before key and final design decisions were made.
  2. A consultation plan has been prepared and includes a timescale and methods of consultation for all relevant parties/bodies and how the relevant parties will be kept informed about progress on the project.
  3. The minimum consultation content has been covered (see Compliance notes).
  4. During the design stage, consultation feedback (see Compliance notes) has been given to and received by all relevant parties regarding suggestions made, including how the results of the consultation process have influenced, or resulted in modifications to, the proposed design and building operation/use.
  5. The project team ensures that through consultation and the resulting measures taken (as agreed with the relevant bodies) any areas or features of historic/heritage value are protected.

Additionally for Education, Healthcare, Law Courts and Major Transport Node buildings only (criterion 6.)

  1. The consultation process employs a method carried out by an independent third party at the preparation of the brief and design stages. This can include the appropriate version of the Design Quality Indicator1The Design Quality Indicator is a method to assess the design quality of buildings. www.dqi.org.uk (DQI or DQI for Schools), AEDET in Healthcare buildings, or another compliant method.

Inclusive and accessible design

One credit

  1. An access statement is developed in line with the CABE publication Design & Access Statements, How to write, read and use them2Design & Access Statements, How to write read and use them, CABE, 2006, based on the principles of inclusive design.
  2. The access statement results in a strategy that must address, as a minimum, access to and throughout the development for all users, with particular emphasis on the following:
    1. Disabled users; addressing and proposing design solutions that remove obstacles that define disability.
    2. People of different age groups, genders, ethnicity and stamina/fitness levels
    3. Parents with children (where appropriate to building use/type)
  3. Provision of facilities (see Compliance notes) is made for future building occupants and users including, where relevant, facilities that can be shared and are accessible to members of the public/community without gaining uncontrolled access to other parts of the building.

Building user information

One credit

  1. Building User Guides are provided and are appropriate to all users of the building (general users including staff and if applicable residents, as well as the non technical facilities management team/building manager).
  2. The Guides cover all functions and uses of the building, ensuring building users are able to use the building effectively. Where relevant, the documents must describe the facilities to be shared and how access to them will be arranged for potential users.
  3. Building and site related information is made readily available to all future building users, enabling them to access and use the building, site and local transport infrastructure/amenities effectively.

Post Occupancy Evaluation (POE) and information dissemination

One credit

  1. The client makes a commitment to carry out a Post Occupancy Evaluation (POE) one year after building occupation, to gain building performance feedback. The POE should be carried out by an independent third party and should cover:
    1. A review of the design and construction process (review of design, procurement, construction and handover processes)
    2. Feedback from a wide range of building users including Facilities Management on the design and environmental conditions of the building covering:
      1. Internal environmental conditions (light, noise, temperature, air quality)
      2. Control, operation and maintenance
      3. Facilities and amenities
      4. Access and layout
      5. Other relevant issues
    3. Sustainability performance (energy/water consumption, performance of any sustainable features or technologies e.g. materials, renewable energy, rainwater harvesting etc,)
  2. The client makes a commitment to carry out the appropriate dissemination of information on the building’s post occupancy performance in order to share any good practice and lessons learned.
  3. Refer to the Compliance notes for a definition of appropriate dissemination, this also provides advice on appropriate dissemination where the building or building information is commercially or security sensitive.

Compliance Notes

Ref

Terms

Description

CN1 

Shell only

Building User Guide

For speculative developments it may not be possible to include all relevant information in the Building User Guide. As a minimum the Guide includes all relevant sections with each completed as far as is possible given the services and fabric installed. The Guide must then be handed on to the fit-out team who can then complete the relevant sections based on the fit-out strategy before handing the completed Guide over to the tenant/building owner. In such cases, to ensure completion of the Guide, the developer/client must demonstrate compliance via one of the following means:

  1. Option 1 – Use of a tenancy lease agreement between the developer and tenant/s (full value of available credits)
  2. Option 2 – N/A
  3. Option 3 – Developer/Tenant collaboration (full value of available credits) Where compliance with the assessment criteria cannot be demonstrated the available credits must be withheld (option 4).

Post Occupancy Evaluation

The client/developer must demonstrate compliance by means of a signed and dated commitment to the relevant undertaking. Alternatively, the client/developer can demonstrate compliance via either shell only option 1 or 3 (see above). Either way the client/developer must be involved in the POE exercise to maximise the relevance and benefit of its findings.

Refer to Appendix D – BREEAM New Construction and shell and core/speculative assessments of this Scheme Document for further description of the above options.

CN2 

Overlap with Man 01 Sustainable Procurement

Man 01 Sustainable Procurement and Man 04 Stakeholder Participation, both consider the building user requirements. Please note;

  1. The focus of Man 01 is to optimise the building performance, i.e. to ensure that the building and its systems are easy to maintain, operate efficiently and are as the design intended.
  2. The focus of Man 04 is to ensure that the building and its layout meet the needs of potential users and consider the impact (positive and negative), on others e.g. local community, by involving and consulting with them.

CN3 

Relevant parties and relevant bodies. See criterion 1

This includes but is not limited to the following:

  1. Actual/intended building users (if known) including FM staff/those responsible for the day to day operation of the building and grounds
  2. Representative consultation group from the existing community (if the building is a new development in an existing community) or for a community still under construction.
  3. Existing partnerships and networks that have knowledge and experience from existing buildings of the same type.
  4. Potential users of any shared facilities e.g. operators of clubs and community groups

AND the following where relevant:

  1. In educational buildings, representatives of Local Education Authority, Board of Governors etc.
  2. Local or national historic/heritage groups (over and above any requirements relating to statutory consultees).
  3. Specialist service and maintenance contractors/representatives where the building function has particular technical requirements in complex environments (e.g. buildings containing laboratories).

CN4 

Minimum consultation content. See criterion 3

Minimum consultation content includes the following:

  1. Functionality, Build Quality and Impact (including aesthetics)
  2. Provision of appropriate internal and external facilities (for future building occupants and visitors/users)
  3. Management and operational implications
  4. Maintenance resources implications
  5. Impacts on the local community e.g. Local traffic/transport impact
  6. Opportunities for shared use of facilities and infrastructure with the community/appropriate stakeholders, if relevant/appropriate to building type.
  7. Compliance with statuary (national/local) consultation requirements

In the case of educational building types, minimum content also includes:

  1. How the building/grounds could best be designed to facilitate learning and provide a range of social spaces appropriate to pupils’/students’ and other users’ needs.

In the case of building types containing technical areas e.g. laboratories and/or workshops minimum content also includes:

  1. The client’s broad requirements with concern to laboratory/workshop facilities, including appropriate sizing, optimisation and integration of equipment and systems.
  2. A risk assessment approach taken by the design team and, where possible, supported by the use of 3D modelling for pipework and duct planning of laboratory facilities where present.

CN5 

Facilities. See criterion 9

No criteria have been set in this respect as the types of space/facilities will vary according to the building size, type, use and consultation feedback. Typical facilities may include:

  1. Sports facilities
  2. Meeting and conference rooms
  3. Drama and theatre space
  4. Amenity space for staff/visitors, (internal or external)
  5. Home office (in the case of a building with residential areas)

CN6 

Existing facilities See criterion 9 Where existing facilities are present on site that comply with the above assessment criteria (including the involvement of users and community in the consultation stage), the credits can be awarded. These facilities could be within an existing building that does not form part of the assessment, provided the building is accessible to all relevant building users.

CN7 

Consultation feedback. See criterion 4

Feedback must cover:

  1. What was proposed during the consultation exercise
  2. How each of these proposals were considered
  3. The outcome, e.g. implementation of suggestions or description of why options have not been deemed feasible
  4. Implications for management and operation of the building

The consultation feedback must be summarised within a design intent document, which has been approved by each of the main parties/stakeholders. This document may then serve for subsequent monitoring and quality control throughout the design and procurement of the building.

CN8 

Potential users of shared facilities. See criteria 9

Potential users of shared facilities are identified as appropriate and can include all or any of the following (if relevant to the building type and use):

  1. Extra-curricular users/uses
  2. Local Authority or other provider of local community services.
  3. Local residents
  4. Adult education
  5. Volunteer groups
  6. Local businesses
  7. Operators/members of clubs and community groups

CN9 

Building User Guide scope/content. See criteria 10,11 & 12

The aim the Building User Guide is to ensure the appropriate provision of guidance for the non technical building user, so they can access, understand and operate the building efficiently and in a manner in keeping with the original design intent.

The guide should provide information relevant to the following stakeholders:

  1. The building’s staff (or where relevant residents)
  2. The non technical facilities management team/building manager
  3. Other building users e.g. visitors/community users

The content of the guide will be specific to the building type, but should broadly include information on the following:

  1. Overview of the building and its environmental strategy e.g. energy/water/waste efficiency policy/strategy and how users should engage with/deliver the policy/strategy.
  2. Building services overview and access to controls (where to find them, what they control, how to operate effectively and efficiently etc.)
  3. Pre-arrival information for visitors e.g. access and security procedures/provisions
  4. Provision of and access to shared facilities
  5. Safety and emergency information/instructions
  6. Building related operational procedures specific to building type/operation e.g. labs.
  7. Building related incident reporting/feedback arrangements
  8. Building related training information/links
  9. Provision of and access to transport facilities e.g. public transport, cyclist facilities, pedestrian routes etc.
  10. Provision of and access to local amenities
  11. Re-fit, refurbishment and maintenance arrangements/considerations
  12. Links, references and relevant contact details

There is no requirement on what media format the Building User Guide should take.

CN10 

Appropriate dissemination of Post Occupancy Evaluation information. See criterion 14

Appropriate dissemination in most cases will be the production and publication of a building case study through one of the following means:

  1. Client’s/building owner’s own website, publicly available literature or press release
  2. Industry/sector or Government/Local Authority sponsored website or information portals.

Where there is a demonstrably justifiable reason why public dissemination is not possible, for example the information is commercially or security sensitive, compliance can be demonstrated by a commitment to produce and disseminate the relevant information at an organisational level or to appropriate internal/external stakeholders. Or alternatively, the sensitive parts of the relevant information for dissemination can be omitted from publication.

CN11 

Relevant information for dissemination See criterion 14

This includes the following information about the building and its performance:

  1. A basic description of the project and building
  2. BREEAM Rating and score
  3. The key innovative and low-impact design features of the building
  4. Project cost
  5. Project size: Floor area, site area
  6. Facilities to be used by community (where relevant)
  7. Any steps taken during the construction process to reduce environmental impacts, i.e. innovative construction management techniques
  8. Predicted and actual carbon dioxide emissions and/or EPC rating
  9. Outcomes of the Post Occupancy Evaluation study, to share the lessons learned from the project including
    1. Occupant feedback
    2. Energy and water consumption including renewable energy generation, level of rainwater/grey water provision

CN12 

Independent third party (in relation to criterion no.6)

With respect to compliance with the criterion relating to using an 'independent third party', the client/design team needs to demonstrates that either:

1) They have used a third party independent of the design process to conduct the necessary consultation exercise using a compliant method. Or alternatively;

2) If the consultation is to be carried out by an organisation involved with the design of the building e.g. the project architect, then they must present the assessor with evidence that demonstrates the independence of the consultation process from the design process. BREEAM has not attempted to define what form this evidence must take, the onus is on the design team/relevant individual to clearly demonstrate to the BREEAM assessor a credible level of independence.

Schedule of Evidence

Ref Design stage
Post-construction stage
Consultation credit
1-6

A list of the stakeholders consulted.

A consultation plan setting out the process and the scope of the consultation.

Agenda/minutes from consultation meetings.

Documentation demonstrating consultation feedback and subsequent actions.

As design stage

Inclusive and accessible design credit
7-9

The access statement and/or access strategy.

Design drawings AND/OR relevant section/clauses of the building specification or contract.

BREEAM Assessor’s site inspection report and photographic evidence
Building user information credit
10-12

Relevant section/clauses of the building specification or contract.

OR

Letter of commitment from the client/developer.

A copy of the Building User Guide

Written confirmation from the design team/client that the guide has been or will be distributed to the building’s owner, tenant(s) or fit out contractor (for completion), as appropriate

Details of how building, site and local amenity related information is to be made accessible to building users

POE and information dissemination credit
13-14 Signed and dated commitment by the client/developer or future building occupier. As design stage

Additional Information

Relevant definitions

Accessible
The Building Regulations Approved Document M (Access to and Use of Buildings) defines Accessible as: “with respect to buildings or parts of buildings, means that people, regardless of disability, age or gender are able to gain access [approach, entry or exit]”.
In some environments it may not be appropriate to provide some types of facilities. A balance must be struck in terms of what is reasonable to provide to ensure Access for all types of building user, with a particular focus on the types of user identified within the criteria.

Checklists and Tables

None

Calculation procedures

None

Other information

The Equality Act and inclusive design/access

The Equality Act (and Public Sector Equality Duty) was implemented from 1st October 2010 and replaces major parts of the provisions of the Disability Discrimination Act. The commissioning client needs to be aware of their responsibilities for decision making and consideration of the management implications of the project once complete with respect to the Equality Act.

Expert advice is recommended if commissioning clients are to properly consider the implications of their decisions on the management of inclusion once premises are complete and occupied. The use of expert consultation, review and impact assessment could be one route to facilitating and substantiating the quality of advice in connection with decision making and therefore better enable access and inclusion.

The National Register of Access Consultants provides a quality standard for those advising on the accessibility of the built environment for disabled people and has a register of appropriately qualified and experienced access consultants and auditors www.nrac.org.uk

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