Estates Division

Imperial College London

South Kensington Campus
SW7 2AZ

Project Initiation Document (PID)

Minor & Small Projects <£150k

Project Name

Date
Document Author
Project Director Click here to enter text.
Project Champion Click here to enter text.
User Coordinator Click here to enter text.
Senior Supplier Click here to enter text.
Project Manager
EXECUTIVE SUMMARY

Budget Centre
Financial approval requested now
Project Start Onsite
Project Completion

Reference 1 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

1.a PROJECT/FUNDING SUMMARY

Funding Source Amount Confirmed?
External:
College:
Department:
Comments on the above (if applicable)
Please note, for example, if the figures are estimated. Please indicate any assumptions

1.b COSTS BREAKDOWN

£ Net £VAT@17% £ Gross

Construction
Professional Fees
Fixtures Fitting &Equipment
Other
Contingency

Total

Note:
VAT rate is 85% of 20% VAT which equates to 17% (College’s non- recoverable rate)

2.PROJECT HISTORY
Please explain if this, or a related project, has been considered by PRB or CERC
previously. Please give details of project progress to date, to include information about
the scope and conclusions of any Feasibility Studies.

3.PROJECT OVERVIEW

Reference 2 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

Location
Please describe where the project will be located.

Expected Deliverables

Exclusions
Please explain if anything has been excluded from the scope of the project / Feasibility
Study

Key Performance Indicators

How will the success of the project be measured?

Programme

Operational Benefits

Reference 3 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

4.VALUE FOR MONEY

5.RISKS

6.ENVIRONMENT AND SUSTAINABILITY

7.ATTACHMENTS
Appendix 1:Tender Report / Scope Works / Client Brief
Appendix 2: Drawings – Existing and Proposed Plans
Appendix 3: Photographs
Appendix 4: Programme – Word or GANTT Programme
Appendix 4: Financial Summary & Recommendation

Reference 4 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

8.ENDORSEMENTS
Project Director Project Manager
Name:
Signature
Date
Senior Supplier Project Champion
Name
Signature
Date
User Coordinator Head of Department
Name
Signature
Date

Director of Estates Facilities Director of ICT

Name
Signature
Date

9.FINANCIAL APPROVAL
Account Code Authorisation
Cost Centre Code:
Cost Centre Code:
Cost Centre Code:

Threshold Accountable Body Signatures Date

£0-150k Chief Operating Officer
Operations Group Finance Officer
Faculty Operating Officer
Departmental Finance

10.PROJECT ADMINISTRATION
Received by Finance Signature Date
Received by Project Managers Signature Date

Reference 5 Revision Date – 19/01/ 2015

PM.02b PID Small
 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

Appendix 4

Financial Summary and Recommendation

Reference 6 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

Estates Facilities Projects Checklist

[INSERT REFERENCE NUMBER] (building code and date e.g. SHER 110210)

N.B. This document is to be used for all Projects when run by Estates Facilities. Please attach
any supporting documentation e.g. Specifications, Drawings etc.

1. PART A – This is to be completed at the PID Stage

Building Manager …………………………. Signature …………………………

Date …………………………. Email …………………………

1.1 Building

1.1 Brief Description of Project

1.2 Programme requirements

1.3 Source of Funding

1.4 Additional information

Y N N/A
1.5 General
 Complete Room Data Sheets to identify user requirements

 Produce proposed drawings (Contact CAD Team)

1.6 Space Team

 Check person area allocation and Space Exec approved where
applicable

1.7 Equality Act

 Check - impact / implications / adjustments

1.8 Ventilation Requirements

 Validate Existing

 Take into account regulation requirements for Ventilation

 Take into account College specific requirements i.e. Technical Policy

Statements (TPSs), Building Temperature Protocol (BTP) and
Component Schedule

1.9 Heating Requirements

Reference 7 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

 Validate Existing

 Take into account College specific requirements i.e. TPSs, BTP and Component
Schedule

1.10 Cooling Requirements

 Validate Existing

 Take into account College specific requirements i.e. TPSs, BTP and Component
Schedule

1.12 Domestic Water Services

 Validate Existing

 Take into account regulation requirements

 Take into account College specific requirements i.e. TPSs, BTP and Component
Schedule

1.13 Electrical
 Validate Existing

 Take into account regulation requirements

 Take into account College specific requirements i.e. TPSs, BTP and Component
Schedule

1.14 BEMS
 Validate Existing

 Take into account regulation requirements

 Take into account College specific requirements i.e. TPSs, BTP and Component
Schedule

1.15 Fire Strategy and Systems

 Validate Existing

 Take into account regulation requirements

 Take into account College specific requirements i.e. TPSs, BTP and Component
Schedule

1.16 Security Strategy and Systems

 Seek Advice / Requirements from Security Office and Fire and Security
Engineer

 Take into account regulation requirements

 Take into account College specific requirements i.e. TPSs, BTP and Component
Schedule

Reference 8 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

1.17 Data
 Wired network points – sufficient capacity in Communications

Wiring Centre (CWC)

 Wireless – sufficient coverage

1.18 Energy
 Ensure energy initiatives have been explored and utilised where possible (Please
describe below)

1.19 Sustainability
 Ensure sustainability initiatives have been explored and utilised where possible
(Please describe below)

1.20 Asbestos
 Obtain Asbestos Report

1.21 Radiation
 Is decontamination required?

Reference 9 Revision Date – 19/01/ 2015

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 Estates Division
Imperial College London
South Kensington Campus
SW7 2AZ

1.22 Health and Safety

 Is the project notifiable i.e. is Construction Design and Management
(CDM) required?

 Has plant maintenance access been considered?

1.23 Estates Facilities Maintenance

 Consultation with Maintenance Team

 Plant maintenance access

2. PART B – This is to be completed at Construction Stage

2.1 Space Team

 Use of CAD Strategy, allocation of room numbers from Space Team

2.2 Asbestos
 Carry out necessary requirements

2.3 Radiation
 Carry out necessary requirements

2.4 BEMS
 Validate BEMS System

3. PART C – To be completed at Completion

3.1 General
 Update Asset Register (Concept) via Estates Facilities

Customer Services Centre

 Update and/or provide Operation & Maintenance (O & Ms) manuals.

3.2 Space Team

 Issue to Space Team from update to CADCOM and Pythagoras

3.3 BEMS
 Update BEMS server

3.4 Fire Strategy and Systems

 Update System

3.5 Security Strategy and Systems

 Update System

Reference 10 Revision Date – 19/01/ 2015

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