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Capsa guide: Design responsibility schedule
Traditionally, building design was undertaken by a small team of consultants working for a client, who would finalise the design before seeking tenders from contractors to execute the works.
However, as buildings have grown more complex, design and construction have started to overlap. Contractors have assumed a more managerial role, and the entire supply chain has become involved in the design process.
The procurement and installation of the works can also be complex arrangements. The contractor is not always responsible for all work on-site; the client often directly appoints elements of specialist or fit-out works.
Consequently, it is important to define who is responsible for each part of the design, procurement, and installation. Our design responsibility template allows you to do just that.
When to prepare the responsibility matrix?
This template clarifies the responsibilities at the point of contractor selection. The design lead can prepare the document prior to contractor selection, including a draft copy within the tender documents. However, the final version will only be completed in collaboration with the client and contractor.
If using the template to cover the early design stages, consider clarifying the design responsibility at each stage, using the RIBA work plan as your guide. An alternative template is available upon request to cover these stages.
Who is responsible for the design and procurement in the contract?
Every project is unique, regardless of the form of contract used. Therefore, it is possible that the party preparing a design is not responsible for its performance under the contract. We recommend that your responsibility schedule clearly states whether the client or contractor is ultimately responsible for the item under the main contract.
For example, while the contractor may be responsible for liaising with the building control officer and coordinating the final certificate, on a traditional project, the client retains responsibility for the design and, therefore, for building regulation compliance.
Including a copy of this template in the main contract will help avoid ambiguities later, especially if the design responsibility is not clear-cut.
How do we define responsibilities for client directly appointed works?
It’s not uncommon for the client to directly appoint works not included in the main contractor’s scope on a building project. Good examples are the internal fit-out of commercial premises or landscaping on domestic projects.
These works are often undertaken alongside the main contract, often resulting in an obligation for the main contractor to coordinate the work or provide facilities. On complex projects, the grey areas between these elements of work can lead to issues later. Clearly defining the responsibilities of the client and contractor in this schedule will pay dividends later.
How does this relate to the information release schedule?
The design responsibility schedule and design information release schedule should be integrated. These documents should initially be prepared alongside each other to ensure that information is requested from the correct party. This will also help ensure that any expectations or requirements for contractor design elements are discussed upfront.
A template and guide for the information release schedule is linked to this article.
How do I prepare a design responsibility schedule?
Well, we have given you a head start by preparing a template for you. You can download a copy of this template at the end of this article. If you want an editable template version, just contact us at support@capsaapp.com with your details.
As a final thought, we suggest you update your design responsibility schedule to include who will be responsible for setting up the Capsa project plan and managing content and users. It’s our view that each document author should be responsible for uploading their own information to the Capsa portal, but every project is unique.
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Design Responsibility Schedule
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