BG 71 2017 Building Services Reports
BG 71 2017 Building Services Reports
BG 71 2017 Building Services Reports
finlay.davidson@andrewreid.co.uk
On
05/02/2019
By Richard Tudor
A BSRIA Guide
BG 71/2017
Licensed copy from CIS: finlay.davidson@andrewreid.co.uk, Hurley Palmer Flatt, 05/02/2019, Uncontrolled Copy.
Licensed copy from CIS: finlay.davidson@andrewreid.co.uk, Hurley Palmer Flatt, 05/02/2019, Uncontrolled Copy.
ACKNOWLEDGEMENTS
The guidance given in this publication is correct to the best of BSRIA’s knowledge. However
BSRIA cannot guarantee that it is free of errors. Material in this publication does not constitute
any warranty, endorsement or guarantee by BSRIA. Risk associated with the use of material from
this publication is assumed entirely by the user.
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system,
or transmitted in any form or by any means electronic or mechanical including photocopying,
recording or otherwise without prior written permission of the publisher.
CONTENTS
1 INTRODUCTION 1
2 REPORT STRUCTURE 2
2.1 Planning 2
2.2 Report key components 3
2.3 Comparisons 6
3 FEASIBILITY REPORTS 8
4 STRATEGY REPORTS 9
9 EXPERT REPORTS 17
9.1 Expert adviser reports 17
9.2 Expert witness reports 17
APPENDICES
REFERENCES
INTRODUCTION 1
1 INTRODUCTION
Every company has a different style but the ability to plan and prepare
reports in an efficient manner can often save time and avoid unnecessarily
lengthy documents.
The primary aim of this guide is to serve as good practice and to provide
guidance in promoting consistency in the industry through common report
definition and standard report frameworks. It does not aim to address report
grammar, writing style or composition but will make reference to other
publications to assist in this need.
For each type of report covered, this guide aims to outline what that report
should achieve, in addition to highlighting key points and guidance to
assist the reader in developing their own particular report structure. The
common components of a typical report are also explained together with
report preparation success factors.
This guide refers to the numbered work stages used in the RIBA Plan of
Work 2013 but it is recognised that some projects still use the lettered work
stages from pre-2013 editions.
2 REPORT STRUCTURE
2 REPORT STRUCTURE
For the majority of reports, the beginning and end of the report will
follow a similar structure, regardless of the specific subject matter. The
remainder is likely to vary and be devoted to the project-specific report
objectives.
2.1 PLANNING A good report needs careful planning, together with an understanding
of the necessary content to meet the objectives of the document. Good
planning can often save time and the need for unnecessarily lengthy
documents (see Figure 1).
REPORT STRUCTURE 2
STRUCTURE
Plan the report structure and format
Consider report length to meet the objectives
Consult previous reports for guidance
For reports prepared by multiple parties
Agree report format, structure and style
Agree responsibilities for information and content
Agree final collating / editing responsibilities
Programme information flow
CONTENT
Understand the level and detail of information to be provided
Identify if content is required from others
Consider evolution of information from previous reports and
subsequent documents
For content from other parties
Brief others on report content requirements
Agree information interfaces and responsibilities
ORGANISE
Determine content order so as to be logical and easy to
follow
Determine use of tables, diagrams etc. to present information
Determine information that will form appendices
For content from other parties
Check content requirements and information interfaces
2 REPORT STRUCTURE
Writing tips
Introduction
• Be clear and concise
The introduction sets the scene for the report by giving a brief summary
• Use short sentences and
of the background, a description of the project, the purpose and objectives
avoid jargon of the report and any limitations and caveats.
• Ensure paragraphs are
focused It may be necessary to outline the terms of reference of the report,
• Present a balanced view together with:
• Who requested the report and why, and any appointment details
• The purpose for which the report was developed
• The scope of services covered
• Reference to key decisions already made that are relevant to the
design decision process. Dates and sources should be included.
• Reference to key meetings, including dates and parties involved
• Company disclaimers, restrictions of liability and caveats (see box
below)
• A copyright statement
REPORT STRUCTURE 2
Sources and information forming the basis of the report should be stated,
for example relevant drawings used in the development of the proposals or
links to other reports.
Conclusion
The conclusion outlines the overall findings of the report and should link
to the introduction and recommendations as necessary. It is important not
to introduce anything within the conclusion that is not covered elsewhere
within the report.
Summary
The summary and executive summary are different from one another and
are used in different ways.
The summary should provide a general picture of the report for those who
want to be reminded of what they have already read and also for those
who may not want to read the whole report. It should include the purpose,
findings, conclusions and outcome of the report. Diagrams and lists are rare
in summaries but good clear writing makes its own impact on the reader.
Appendices
The value in using appendices can be to:
• Remove from the main body of the report information not needed
by the majority of users of the report
• Provide information that may be too long or complex for the main
body of the report and may interfere with or distract the reader from
the flow of the report
• Provide additional information to support points outlined in the
report, such as data, tables, referenced text and drawings
2 REPORT STRUCTURE
Each appendix should be referred to and discussed in the main body of the
report.
2.3 COMPARISONS Comparisons can be very important in technical reports and can help
readers understand a topic better as well as assisting the decision process of
choosing one option out of a group.
REPORT STRUCTURE 2
3 FEASIBILITY REPORTS
3 FEASIBILITY REPORTS
The aims, objectives and scope of the study should be stated in the report.
For some feasibility reports, it may be necessary to provide a background
discussion in order to make the rest of the report meaningful to the reader.
It is important that the basis of the report, together with any assumptions
and reference information used in its preparation, is included.
STRATEGY REPORTS 4
4 STRATEGY REPORTS
There can be several reasons for the preparation of reports that provide
strategic advice. They are often undertaken in parallel with the concept
design, when a number of project strategies could be developed by the
project team.
The design process can involve the preparation of various types of reports
with different objectives and purposes, conveying information as part of
the design decision process.
5.1 CONCEPT The concept design report is an output of RIBA (2013) Stage 2: Concept
DESIGN REPORTS Design.
This work stage involves the preparation of the outline design proposals for
the building services systems as part of developing the brief. The concept
design solution will form the basis for the future design development. It is
important that the concept design is clearly communicated.
It is important to check that the concept design satisfies the project brief.
The brief may need to be updated with agreed alterations to form the final
project brief at the end of Stage 2. Some less important concepts may not
be agreed at this stage and instead carried forward to the next project stage.
The concept design report should supplement and develop any project
brief, including feasibility information, with the aim of communicating:
• The reasoning behind the proposed design
• The range of design concepts considered, highlighting the
advantages and disadvantages of each
• The design solution and key aspects to be developed during the
next stage
The concept design report provides an opportunity to:
• Demonstrate the feasibility of the design solution to meet the brief,
together with highlighting any constraints arising from the brief and
defining any agreed amendments
• Facilitate a greater understanding of the proposed building services
design to the client and professional team
• Capture the design philosophies and the design development work
undertaken up to the end of the stage, together with any research on
innovative solutions. The report provides a record of the building
services concept design.
• Define preliminary design criteria
• Provide an evaluation of the key issues
• Provide a reference point for future design work and a design
‘yardstick’ against which any future significant changes can be
measured
Concept schematics
Line diagrams indicating main items of plant and their interrelationships in such detail
as to illustrate the incorporation of the engineering services within the project as a
whole.
5.2 DEVELOPED The developed design report is an output of RIBA (2013) Stage 3:
DESIGN REPORTS Developed Design.
BSRIA BG 6[1] splits Stage 3 into two parts, which provides an additional
opportunity for design reporting and a review at the end of the first part
of this stage.
By the end of Stage 3 the design team should have arrived at a design
where each discipline has its allocated volumes within the building. From
a building services perspective, there should be sufficient evidence to show
that the services volume is sufficient to contain the proposed services.
The report should outline the observations regarding the perceived value
of each bid and conclude with a clear recommendation as to the best value
for money offer.
Any implications for the project as a result of the tender process and
changes to information given to the client pre-tender should be clearly set
out in the report.
For surveys, all applicable areas of the building should be clearly identified
and illustrated by photographs, plans or grid references, or a form of
referencing system. Where necessary, reference may need to be made to
location plans or lease plans.
There are many different types of surveys and inspections that can be
undertaken as part of the technical due diligence process and each can result
in a report with specific information produced for a particular purpose and
reason. These include:
Schedule of dilapidations
A schedule of dilapidations will identify the wants of repair of tenanted
premises in relation to the obligations under the terms of the lease. It may
be prepared on behalf of a landlord or tenant, depending on their respective
lease obligations.
EXPERT REPORTS 9
9 EXPERT REPORTS
The level of explanation needed for the audience of an expert report may
be very different from that required by readers who are unfamiliar with
the subject.
There are two types of expert report – the expert adviser report and the
expert witness report.
9.1 EXPERT ADVISER This type of report is generally prepared by someone who undertakes
REPORTS expert witness work, with the main purpose of providing a client and/
or their legal representatives with a detailed explanation of the technical
aspects of a claim. It assesses the strengths and weaknesses of such a claim
from a technical perspective so as to assist in deciding whether the claim
should ultimately be pursued or defended. Since the expert adviser report
is legally privileged and therefore confidential, it generally cannot be
disclosed to the opposing party of any claim.
Expert adviser reports are often prepared along the lines of a technical
report but with the added element of often having to consider non-
technical matters such as contract documents, minutes of meetings, site
instructions or variation orders and correspondence between the parties
(either before or during the course of a contract) that have a bearing on
technical matters relating to the claim.
9.2 EXPERT WITNESS An expert witness report represents the opinion of an expert on the issues
REPORTS in a given case but can also fulfil other functions including being used by
counsel whilst in court, both to assist during cross-examination and also as
a general aide-mémoire.
The structure of the report may depend on the issue and some experts
develop their own forms and style. However, certain minimal requirements
for an acceptable report can be defined and will depend upon whether it is
a civil claim or a criminal prosecution.
Generally, most claims involving expert witnesses will be dealt with under
the Civil Procedure Rules (CPR). However, there may be instances where
a criminal prosecution is brought about, for example where a fire has taken
place in a building, or where there has been a health and safety issue such
as a legionella outbreak or a gas explosion. In such cases an expert witness
would be appointed either by the prosecution or by a defendant to provide
expert evidence in the matter and this would be dealt with under the
Criminal Procedure Rules (CrimPR).
9 EXPERT REPORTS
With regards to a civil claim, the Civil Procedure Rules came into effect
in 1999 and have been amended several times since, the latest amendment
being March 2017. Part 35 (CPR 35) and its accompanying Practice
Direction (PD 35) set out the role and duties of an expert in the dispute
resolution procedure. The full text of the Civil Procedure Rules including
amendments, plus Practice Directions and further information, can be
found at www.justice.gov.uk/courts/procedure-rules/civil.
Expert witness reports must contain statements to the effect that the
experts:
• Understand their duty to the court and have complied and will
continue to comply with it; and
• Are aware of the requirements of either CPR 35 and PD 35 or
CrimPR 19 and PD 19, in respect to the relevant protocol and the
practice direction on pre-action conduct.
EXPERT REPORTS 9
the Disclosure Manual (see below), in particular Chapter 36. Namely, the
expert must have:
• Completed an Expert Witness Self-Certificate (commonly known as
‘The Certificate’)
• Completed a declaration stating that they have understood and
complied with their disclosure obligations
• Compiled an ‘Index of Unused Material’
If a decision is not taken at this stage, this section of the report may outline
the benefits of certification under an environmental rating system together
with recommendations for consideration.
Future-proofing
A future-proofing strategy may be required to be developed at this stage
of the design with careful consideration for future scenarios ranging from
climate change to demographic change. Future-proofing is an assessment
process that involves clients, designers, end users and others in the supply
chain. Issues that might be considered include:
• Flexibility
• Cost of energy and energy security
• Provision of building infrastructure to accommodate likely future
advances in technology
• Resilience to climate changes such as temperature rise or rainfall
increase
• Legislation change
• After use business change
• Social attitudes – building users’ tolerance can change and issues
such as privacy, noise pollution, light pollution or air quality which
are now acceptable might in the future be a problem.
Utility services
This section of the report may include:
• A list of the utility authorities for the particular location
• An outline of findings on the existence and extent of utilities
• Comment on the adequacy of utilities supplies
• Any particular requirements of the utility authority, possible effects
on the design and considerations to be further developed at the next
stage
Design criteria
The design criteria applied to the project should be identified together
with the source of all data being stated. It is important to ensure that all
key information is included and to identify any particular limitations or
comments so as to provide a clear understanding of the proposed internal
environment to be provided.
Some of these points may have been addressed in the Concept Design
report (see Appendix A).
Plant strategy
• An outline of the location strategy for plant and plant rooms
• Issues and considerations with respect to access, maintenance, plant
replacement, health and safety etc.
• The principal locations for building services plant and any local
authority requirements that need to be complied with
• Any limitations or considerations for future design development
• For plant areas, the following should be identified:
- Spatial area requirements
- Particular requirements such as access, ventilation, acoustic, plant
removal and replacement
- Necessary interrelationships with other particular spaces, service
risers etc.
- Plant weights and capacities of associated access facilities (for
example lifts if used to move plant)
Utility services
These would include water, gas, electricity, drainage, telecommunications
etc. This section of the report may include:
• Any particular requirements of the utility authority, possible effects
on the design and considerations to be further developed at the next
stage
• Planning issues or reserve matters that may require discharging or
are applicable to the utilities
• Any onsite generation that is likely to be connected to the public
utility network
• An indication of the initial assessment of utility loads. The basis
for this assessment should be stated, including any assumptions and
expected sensitivity figures at this stage of the design.
• Any requirement of incoming services to meet resilience
requirements
• Requirements for utility services and where they terminate within
the building
• Spatial and location requirements for utilities, where necessary
including photographs and diagrams
• Identification of any offsite or onsite reinforcement
BSRIA BG 55[4] provides guidance on designing for safety for both new
build and refurbishment projects.
Fire strategy
A separate fire report may be produced by the fire consultant covering
issues related to the whole building, depending on the reporting
requirements of the project. However, as a minimum, those issues relating
to the building services engineering design should be addressed in the
developed design report and a technical description and explanation of
the proposed fire strategy for the concept design solution outlined. This
section of the report may include:
• A list of regulations and approvals
• The proposed legislation and guidance for the fire and life safety
design
• An outline of the fire and life safety principles covering as necessary:
- Evacuation philosophy
- Means of egress
- Fire detection & alarm system
- Smoke control
- Fire resistance and compartmentation strategy
- Access and facilities for firefighting
- Provisions for active safety
Cover sheet
This is for identification purposes and should include:
• Name of the court and the case number, if available (located at the
top of the sheet)
• Names of the parties to the case
• Status of the report e.g. draft or final version
• Identification of the author and specialism
• On whose behalf the report has been prepared and the name of the
instructing solicitor(s)
• Expert witness contact details
Table of Contents
This may not be necessary for short reports
Expert’s qualifications
This is in effect the expert’s curriculum vitae
The Model Form of Expert Witness CV is designed for use in all court,
tribunal and arbitration proceedings. It should be noted that it is a model
and not a standard form CV. Some courts and jurisdictions may have
particular and additional requirements.
Summary of conclusions
The summary should consist of the factual conclusions and the opinions of
the expert.
Instructions
The report must state the substance of all material oral and written
instructions on the basis of which the report is written and the questions
the expert is instructed to answer. In some cases it may be necessary or
convenient to reproduce the relevant paragraphs of the solicitor’s letter of
instruction.
Chronology
It is often necessary to set out the chronology, details and circumstances of
the events under consideration.
Technical Background
This section of the report should summarise the technical background of
the issue. This can be helpful to those who must consider the report. It
should include references to any literature or other matter, other than the
documentation, on which the expert has relied when preparing the report.
Opinion
This should comprise a reasoned analysis of the evidence and the opinion
of the expert derived from that evidence. It is often helpful for the opinion
to follow the chronology of the evidence.
Where a range of opinions is possible, the expert must state what the range
is and provide reasons for his or her own opinion.
Literature citations
Any literature, guidance or other information on which reliance has been
placed should be stated. Citations should be listed in a numerical or other
convenient way to allow easy reference by the reader.
Expert’s Declaration
This consists of a series of statements that show that the expert is aware of
his or her various obligations when preparing his or her report.
Statement of Truth
This is an essential part of all expert witness reports addressed to the court
and the wording must be given precisely as prescribed in the relevant
Practice Direction. This declaration has to be inserted between the end of
the report and the expert’s signature.
Signature
Final reports must be dated and signed by the author.
Appendices
Where appendices are provided within an expert witness report then,
unless instructing counsel request otherwise, only relevant extracts from
published documents (particularly statutory and other authoritative
publications) should be inserted.
REFERENCES
The following BSRIA guides are available from www.bsria.co.uk, with
free downloads for BSRIA members:
BIBLIOGRAPHY
The following publications may be of interest in providing information on
report writing:
Canavor N, 2013, Business Writing For Dummies, John Wiley & Sons
Strunk W and White EB, 1999, The Elements of Style, fourth edition, Pearson
Note: this uses American English
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