1. Use appropriate professional advice
Depending on the scale of the sports facility project proposed, there are a large number of specialist advisers who might be involved during the different stages of development.
When selecting professional consultants it is essential to check that they have relevant experience, and often a team approach is required to ensure that specific aspects – such as the performance of the playing surface, or the precise design and standard of sports lighting – are catered for properly.
SAPCA’s Professional Services Group includes a variety of independent specialists involved in sports facility projects, details of which can be found at www.sapca.org.uk.

2. Investigate the site
A full understanding of the nature of the proposed site is vital as this provides the basis on which the facility will be designed.

It is generally better to employ an independent consultant to undertake the site investigation. In this way the client can better control the quality and consistency of the information and giving the results to the contractors invited to tender ensures that everyone has the same report.

Funding bodies will usually include the cost of the site investigation within the eligible project costs for financial support.

3. Get the product right
Apart from any other aspect of the project, the choice of sports surface itself is complicated, with such a wide variety of products on offer these days.

It’s important to establish which sports are to be played and to what level, the likely usage pattern and how the facility will be managed and maintained. The maintenance and replacement costs should be identified, as well as the longevity of a surface, which together will help to determine the necessary annual sinking fund provision.

4. Make sure you have a comprehensive specification
There are two main options – either producing a full specification against which contractors can be invited to tender, or a ‘design and build’ approach, where contractors are required to provide and price their own design solutions.

The project specification may need to include specific requirements for the playing performance of a sports surface, such as compliance with the particular standards of a sports governing body.

5. Use an appropriate form of contract
The appropriate choice of contract will be dictated by the scale and complexity of the project, from a simple letter of agreement through to the various standard forms of contract available, such as are produced by the ICE, the JCT and the RIBA.

Specifications included within the contract should clearly define the scope of works and also include all drawings. Contract clauses should be fair to both parties and the timescales required should be reasonable. The pricing summary should be unambiguous.

6. Select the right contractor
It is sensible to use a select list of contractors, such as SAPCA members, who have been vetted to ensure that they have the necessary experience, financial status and quality of workmanship.

It’s important to inspect other similar projects that contractors have completed and to speak to their previous clients about their experiences. Contractors should be interviewed and questioned to ensure they can work well as a team. Independent consultants will also be able to provide very useful guidance from their own experiences.

7. Agree a realistic programme
A programme should be prepared for the overall delivery of the project, not just for
the construction phase. The initial stages of feasibility, funding and planning may mean
that there’s a very long lead-in time required, especially with large projects with indoor facilities. The Contract Programme is one of the essential contract documents and should be updated throughout the project. Stage payments will typically be linked to the Contract Programme, with payments due when agreed project milestones are reached.

8. Use appropriate supervision
Whatever the level of professional supervision employed, it’s always important for the client to have someone to act as its single point of contact throughout the management of the project, to ensure a consistency of approach and clear channels of communication.
Read the CDM Regulations, as they stipulate the requirements for supervising health and safety on site.

9. Comply with the Conditions of Contract
Conditions of Contract are there for the protection of all parties.

Within the contract the client is committed to make payments at agreed stages, within a certain time period, and so it’s the responsibility of the client to ensure that the necessary funding is in place.

During the entire length of the contract, all instructions to the contractor should be put in writing to avoid potential misunderstandings even if they seem relatively trivial. Communication is undoubtedly better than confrontation.

10. Maintain the facility
There’s no such thing as a maintenance-free sports facility. Having invested in a new sports facility it’s also important to invest in the appropriate maintenance equipment and provide the right training for the grounds staff.
Ten Steps to a Successful Project is one of the subjects being covered at the Sports Facility Shows being held in Cheltenham on 15 May and in Salford on 12 June. Attendance is free. Details regarding these events or how to project manage sports construction projects can be found at: www.sapca.org.uk