Minutes for
Meeting DocumentsGeneral documents for this meeting — to attach documents to a specific agenda item use the Docs button on that row
| No | Description | Document Ref | File | Links | Blockchain |
|---|---|---|---|---|---|
| 1 | Gateway 2 | — | ✓ UploadedStage gateway 2 minute (AWS version).pdf | Edit |Download | Pending... |
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| No | Item Comments | Action | By When | Category | # Docs | Links |
|---|---|---|---|---|---|---|
| 1 | Welcoms, Introductions and Apologies | 0 | Edit | |||
| 1.1 | DS welcomed the Board and noted apologies | 0 | Edit | |||
| 2 | Previous Stage Gate Recommendations | 1 | Edit | |||
| 2.1 | AN confirmed that the previous Stage Gate Recommendations are captured later in the Aecom presentation | 1 | Edit | |||
| 3 | Health & Safety | 0 | Edit | |||
| 3.1 | The main focus on Health and Safety has been around Covid-19. The team have managed to continue working and maintain progression on site whilst complying with strict Government guidelines. A stock of PPE has been introduced to site and social distancing has been followed in accordance with Government restrictions to ensure that all staff and site team remain safe. | 0 | Edit | |||
| 3.2 | TC highlighted that audits are carried out fortnightly as well as monthly checks undertaken by the Principle Designer, Orsa. TC confirmed that the Risk Register was last updated on May 6th 2020. | 0 | Edit | |||
| 3.2 | TC to send updated PCI to MSac : TC to send updated | 0 | Edit | |||
| 3.4 | MSa highlighted that the Project's Construction Phase Plan review, health and safety site inspection demonstrate a very good approach to health and safety management, including the latest Covid-19 controls. | 0 | Edit | |||
| 4 | Project Update - Volkerfitzpatrick: | 0 | Edit | |||
| 4.3.3. | PH highlighted that the air source heat pump units have changedfrom 4-pipe to 2-pipe due to there being little opportunity to take heatfrom an area that is cooling. The team confirmed that stakeholdershave been engaged however the change from 4-pipe to 2-pipe VRFneeds verification submitted. | 0 | Edit | |||
| 4.4. | Mechanical and Electrical Update: | 0 | Edit | |||
| 4.1 | Architectural | 0 | Edit | |||
| 4.1.1 | NM from Bond Bryan talked the Board through the Architectural changes from Stage Gate 3 designs to Stage Gate 4 designs. | 0 | Edit | |||
| 4.1 | NE from Bond Bryan talked the Board through the design changes tolandscape and external areas. | 0 | Edit | |||
| 4.2.1 | Further changes include, external sloped fire escape, retaining wallsadded and removed, footpath amendment, bollard locationrationalised, tactile paving studs, Sheffield cycle stands and the dogrelief area. | 0 | Edit | |||
| 4.3.1 | RP from Fairhurst confirmed the main civil changes are to reduceretaining wall to the north and to remove foul drain run under buildingand maintain gravity connection | 0 | Edit | |||
| 4.4.1 | PH from Volkerfitzpatrick confirmed that they are in the final stages ofco-ordination and regular meetings with UCL Stakeholders haveoccurred. | 0 | Edit | |||
| 4.5.1 | Structurally, pile foundations are being changed to spread footings toimprove on programme and reduce cost of groundworks. There aresome steelwork changes since being brought into the steelfabricator’s package. Retaining wall geometry changed as a bi-product of raising the external FFL and the floor space is beingextended in order to provide minimum staircase width. | 0 | Edit | |||
| 4.6.1 | DB from Volkerfitzpatrick confirmed that UCL PEARL is currentlyachieving excellent at 71.6% and the building is now carbon negative. | 0 | Edit | |||
| 4.7.1 | TC confirmed the programme is on week 20 of 53 with practicalcompletion date targeted for January 2021. The Next key date is 8thJune when Cladding Installation commences to West elevation androof. | 0 | Edit | |||
| 4.1.2 | The design changes on the ground floor layout include the fire exit door to the South East corner, the Sound Lab area, the racking layout, vehicle barriers and the external Fire Escape to the stairs. The design changes to the racking layout and external Fire Escape also apply to the first floor. | 0 | Edit | |||
| 4.2.2 | A sloped Fire Escape from the South East corner has beenintroduced in line with single leaf door change. A retaining wall hasbeen added to the South East of the building along the foot path. NEhighlighted that the addition of this retaining wall no longer providesdirect access to footpath. | 0 | Edit | |||
| 4.3.2 | Structurally, pile foundations are being changed to spread footings toimprove on programme and reduce cost of groundworks. There aresome steelwork changes since being brought into the steelfabricator’s package. | 0 | Edit | |||
| 4.4.2 | The reception area FCU’s have been relocated to above the CLT toimprove maintenance access. The quantity of AHU’s has beenreduced from 13 to 11 and the amount of jet diffusers and VAV boxeshas been increased to reduce noise levels. | 0 | Edit | |||
| 4.5.2 | Structurally, pile foundations are being changed to spread footings toimprove on programme and reduce cost of groundworks. There aresome steelwork changes since being brought into the steelfabricator’s package. Retaining wall geometry changed as a bi-product of raising the external FFL and the floor space is beingextended in order to provide minimum staircase width. | 0 | Edit | |||
| 4.6.2 | DB recommended obtaining additional credits to ensure this status ismaintained. BS praised the current status however agreed that thereis still work on improving the margin. BS also highlighted that energymodelling would be needed to feed in to post strategy work. | 0 | Edit | |||
| 4.1.3 | NM highlighted that the larger Sound Lab alterations were instructed by the client team in May 2020, and confirmed the racking layout change has gone through multiple phases of approval with client team which was agreed by 24th April 2020. | 0 | Edit | |||
| 4.2.3 | The retaining wall is no longer needed behind the planter due to levelchanges and the retaining behind the bin and sub station enclosure isalso no longer needed. | 0 | Edit | |||
| 4.3 | Engineering Update | 0 | Edit | |||
| 4.4.3 | Action: Verification to be evidenced to EM&I and Sustainability forcomments regarding the change from 4-pipe to 2-pipe. | Verificationto be evidenced toEM&I andSustainability for comments regarding the change | 0 | Edit | ||
| 4.5.3 | SC questioned whether Pearl PV works will require significant powersupply highlighting designs ned to be in line with safety | 0 | Edit | |||
| 4.1.4 | Design changes to the second floor include the plant deck door and the Fire Escape ladder locations; these amendments support access at ground floor level. There is also a change from a half door to single leaf door to improve the Fire Exit. | 0 | Edit | |||
| 4.2.4 | The bollards were originally located within the planters. This has nowbeen rationalised to be located next to the planters to better protectthe building and the planters. | 0 | Edit | |||
| 4.3.4 | Retaining wall geometry changed as a bi-product of raising theexternal FFL and the floor space is being extended in order to provideminimum staircase width. | 0 | Edit | |||
| 4.4.4 | Air conditioning has been added to the stage lighting equipment roomto take care of the equipment heat gains. | 0 | Edit | |||
| 4.5.4 | Action: PA to share Fire Strategy with UCL Stakeholders | PA to share Fire Strategy with UCL Stakeholders | 1 | Edit | ||
| 4.1.5 | The only architectural change to the roof is the extension of main roof; the flat roof to be removed and the main building roof extended to cover the stairs. | 0 | Edit | |||
| 4.2.5 | The tactile paving studs specification has been altered to stop thepaving blocks from cracking making it more structurally sound and willprovide more longevity and ensures a. NM confirmed that PipJackson has been involved with decisions made on this and the dogrelief area. | 0 | Edit | |||
| 4.4.5 | The mechanical services in the Sound Lab area are currently beingrevised to suit the new layout. NT questioned the ventilation andlighting in the Sound Lab. The team confirmed that a Fan Core unit isbeing installed. | 0 | Edit | |||
| 4.5 | Fire Strategy | 0 | Edit | |||
| 4.1.6 | DS queried whether the relevant AFM’s have been liaised with regarding the cleaning store. | 0 | Edit | |||
| 4.2.6 | BS queried whether there has been any reduction to areas of softlandscaping or ecology features. The team confirmed there had not | 0 | Edit | |||
| 4.4.6 | Data layouts have been developed in conjunction with UCL; StageGate 3 designs had data cables running back to comms rooms, UCL(ISD) have since requested a change to have local data cabinets. | 0 | Edit | |||
| 4.6 | BREAM Update David Barnes | 0 | Edit | |||
| 4.1.7 | Action: JB to liaise with ACF to confirm that facilities have beenengaged with regarding the cleaning store. | JB to liaisewith ACF toconfirm thatfacilities havebeen engaged withregarding the cleaning | 0 | Edit | ||
| 4.2.7 | ACF questioned whether the sloped evacuation is accessible. Theteam confirmed that it is accessible and that the design followscurrent compliance standards. | 0 | Edit | |||
| 4.4.7 | Lighting in the Groove has been re-oriented to suspend a continuoussystem. MF confirmed P&P are happy with the new lighting designsas they still work architecturally | 0 | Edit | |||
| 4.7 | Construction update | 0 | Edit | |||
| 4.1.8 | SC queried whether the revised external stairs meet the 1.8m fireprotection rule. | 0 | Edit | |||
| 4.2.8 | NE highlighted that the landscape specifications are still in progressand ensured that full sight and sign off from UCL will be upheld. | 0 | Edit | |||
| 4.4.8 | The AV boxes at Cat Walk level have been revised to incorporate 16Acommando sockets in place of standard 13A double sockets. Thischange was made to accommodate ARUP’s requirements. | 0 | Edit | |||
| 4.1.9 | Action: NM to confirm the revised external stairs meet the 1.8m fireprotection rule. | NM to confirm the revised external stairs meet the 1.8m fireprotection rule. | 0 | Edit | ||
| 4.2.9 | SC queried whether the fire rating of the exterior cladding is A2. | 0 | Edit | |||
| 4.4.9 | PH then highlighted some potential future M&E changes. | 0 | Edit | |||
| 4.2.10 | Action: NM to provide SC with a formal answer as to whether the firerating of exterior cladding is A2. | NM toprovide SC with aformal answer asto whether the firerating of exteriorcladding is | 01/05/2020 | 0 | Edit | |
| 5 | Project Update Aecom | 0 | Edit | |||
| 5.1 | AN highlighted that despite the impacts of Covid-19, PEARL remainson programme for completion of the Facility in April 2021. The teamhave re-sequenced works whilst adhering to strict Governmentguidelines. Key packages have been issued and engagement iscontinuous with UCL Stakeholders and design teams | 0 | Edit | |||
| 5.1.1 | Planning application was submitted in August 2019, approved atcommittee in November 2019 and decision notice was issued inMarch 2020. UCL are finalising land deal which Megan Putt has involvement with. | 0 | Edit | |||
| 5.2.1 | AN shared the design team response to all SG3 recommendations(see presentation, slides 7-8). | 0 | Edit | |||
| 5.3.1 | Items for development include Babcock dolly design and integration,Plane/train details, AV Design, FFE Package, Workshop Equipmentand Post Completion PPM/FM. | 0 | Edit | |||
| 5.1.2 | AN confirmed that monthly board meetings continue with updatesprovided on health & safety, progress, approvals required and costreporting and shared the Stakeholder Engagement during Stage Gate4 process. The next meeting is booked for Wednesday 20th May. | 0 | Edit | |||
| 5.2 | Response to Stage Gate 3 Recommendations: | 0 | Edit | |||
| 5.2.2 | ME raised concern regarding the budget; NT confirmed he is workingwith Simon Lockhart regarding these costs. The £300k gross in theBusiness Case may be insufficient for going to tender. | 0 | Edit | |||
| 5.3.2 | The AV design is currently being updated. FFE package is alsohaving updated proposals for review. It was also highlighted that thereare discussions around the double height space in ‘The Rise’ overwhether this could be a temporary exhibition space. | 0 | Edit | |||
| 5.1.3 | Action: Soft landings tracker to be shared with DS and team forreview. | Soft landings tracker to be shared with DSand team forreview. | 05/05/2020 | 0 | Edit | |
| 5.2.3 | Action: Visibility of cost estimates to be shared with ME and EM&I.NT/JB | Visibility ofcost estimates to be shared with MEand EM&I. | 07/05/2020 | 0 | Edit | |
| 5.3 | Post Stage Gate 4 – Items For Development: | 0 | Edit | |||
| 5.1.4 | The main project risk is associated with Covid-19. Other risks include integration of specialist packages into the design, discharge of planning conditions and delays in the design information submissions impact on construction | 0 | Edit | |||
| 5.4 | Cost update: | 0 | Edit | |||
| 6 | A.O.B | 0 | Edit | |||
| 6.1 | ME highlighted that SG4a given in December 2019 was for demolitiononly. Construction has already started and therefore this SG4bapproval is retrospective and cannot provide thegovernance/assurance for the period from construction start to formalSG4b approval. | 0 | Edit | |||
| 6.1.1 | JB highlighted there may have been a derogation however the 4aapproval should have only covered up until the end of derogation | 0 | Edit | |||
| 6.1.2 | Action: Written approval to start construction works to be evidenced | 0 | Edit | |||
| 6.2 | Action: Project team to engage with Lesley May and all soft servicesto comply with the soft landings process and for them to confirm theyare satisfied. | 0 | Edit | |||
| 6.3 | 7.1 DS granted Stage Gate 4 approval on the following conditions: -Confirmation that facilities have been engaged with regarding thecleaning store - Confirmation the revised external stairs meet the1.8m fire protection rule - Update Soft Landings Tracker and complete meeting - Understand landscaping designs - Confirmation fire ratingof exterior cladding is A2 - Evidence air source from 4-pipe to 2-pipeto M&E for review and sign off - Confirmation of Maintenance costestimates to be shared with Martin Earlam - Fire strategy provided torelevant Stakeholders - Asset plant list to be provided - PV Fire Safety strategy to be confirmed - Confirmation all Stage Gate documents have been submitted, reviewed and approved - Written approval to start construction works to be evidenced | 0 | Edit | |||
| 6.4 | DS noted that this is a retrospective approval as construction hasstarted. | 0 | Edit |