BREEAM Communities 2012 Bespoke International Process Guidance Note GN07 December 2013

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1 Introduction This document contains information and guidance for BREEAM Communities Assessors who are seeking to assess a project outside of the UK. The guidance provides an outline of the bespoke criteria development process for BREEAM Communities. This document should be used alongside the BREEAM Communities technical manual (SD202) and the Operational Guidance (SD5070). Scope The bespoke process for BREEAM Communities allows international projects to be assessed and certified against the BREEAM benchmark. It is used on a per development basis usually for a specific client, where appropriate criteria are developed and read as an appendix in the UK technical manual. The BREEAM Communities technical manual (SD202) outlines the size and type of developments that are appropriate for assessment through BREEAM Communities. In a bespoke process, BREEAM criteria can be tailored to the development type. Amendments and additions to the standard critieria reflect the unique use and sustainability opportunities of the development and the location (whilst also maintaining high sustainability standards and the BREEAM brand). The final outputs from the bespoke process are a bespoke project criteria appendix and a bespoke project scoring spreadsheet. Principles of bespoke assessments Although the bespoke method involves tailoring criteria for individual developments, it still adheres to a set of standards in terms of BREEAM structure, credit method and content. This ensures the credibility of BREEAM is maintained. The bespoke method adheres to some basic fundamentals: Assessment criteria from the BREEAM Communities scheme will form part of the criteria set. Where necessary, these are made relevant to the local context through minor alterations. Assessment criteria applicable to the development s function and location will form part of the criteria set. Where it is not appropriate for criteria to be applied, they will be excluded. Local codes and standards will be incorporated (see section on the Approved Standards List). Please note the purpose of criteria development is not: To remove those assessment criteria that may be difficult to achieve for the project; or To develop new assessment criteria, or extensive new guidance for existing criteria (unless this is determined to be beneficial to the sustainability of the development). The Bespoke Process This section should be reviewed together with the process diagram in Appendix A. 1. Enquiry and application form Enquiries regarding the development of BREEAM Communities Bespoke criteria should be directed to breeam@bre.co.uk. The first step in the bespoke process is the completion of an application form. This should be downloaded from the BREEAM extranet at extranet (in the BREEAM Communities section). The application should be completed and returned to breeam@bre.co.uk with an up-todate set of site plans if possible. The client will need to determine how the project development meeting will occur and communicate their decision through the application form (see Project Development Meeting below). 2. Proposal issue and acceptance On receiving the completed application form and site plans BRE Global will issue a proposal outlining the costs, timescales and terms and conditions for developing BREEAM Communities Bespoke criteria. All proposals should be accepted by the client using the proposal acceptance form at the end of the proposal letter. Fees: The fees for the bespoke criteria development and the approval of alternative standards will normally lie between 10,000 to 15,000 depending on the context and the complexity of the project. The fees will be outlined within the proposal and payment must be made to BRE Global upon acceptance of the proposal.

2 Where the assessor/client is engaged with multiple projects within the same country and context and on a similar timescale BRE global will consider a joint proposal at a discounted rate. Please breeam@bre.co.uk regarding multiple assessments or with any further questions. Please note that, where the client has selected to hold the project development meeting in the country where the project is located, there will be an additional fee to cover staff costs and any travel expenses to be accrued by BRE Global. Ownership of the criteria: BRE Global prefers the end client (in many cases this is the developer) to provide instruction to proceed with criteria development. However, instruction to proceed is also accepted from assessor organisations. Where a licensed BREEAM assessor organisation accepts the proposal (on behalf of their client who has commissioned their BREEAM assessment services), they do so agreeing that the right to use the developed criteria rests with their client, and that their client or BRE Global can re-issue the criteria to an alternative licensed BREEAM assessor organisation appointed by their client for the purpose of assessing the development named in the proposal. 3. Registration of assessments The project should be registered as soon as possible using the online registration forms via the BREEAM extranet. Please refer to the operations guidance found in SD 5070 available on the extranet. 4. Initial review of criteria Following receipt of the completed proposal acceptance and payment, BRE Global will produce a draft document detailing the credits to be included within the assessment and potential changes required. The assessor should review this document and all of the issues and criteria in the BREEAM Communities 2012 technical manual. The assessor should take the time to review the information for each criterion, including the compliance notes and evidence requirements. The draft document produced by BRE Global should also be reviewed by the local expert (see Additional Information) and relevant members of the project team. The assessor should collate the project team s responses for discussion at the project development meeting. 5. Project development meeting The project development meeting is an opportunity to discuss areas in the manual that require changes. The bespoke criteria may be altered to take account of the following local factors: The location and current use of the development site Local climatic conditions (microclimate and climate change) Timescales and phasing of the development Significant issues or constraints on the site Local/national development and planning standards The process for bringing forward related infrastructure Cultural, economic, social and environmental differences that are relevant to developing sustainable Land use pressures across the country and in the local area The project development meeting is the occasion for the assessor, client and relevant members of the project team to discuss these issues and explore how the assessment criteria can be amended. Please see Appendix B for further information. 6. Suggested amendments Following the project development meeting, the assessor will need to submit suggested changes to the assessment criteria using the draft document originally supplied by BRE Global. During this period questions may arise about interpretation of the technical manual. These must be directed to breeam@bre.co.uk as a technical query. 7. Approved Standards List The Approved Standards List is used to establish the suitability of the local codes and standards. The BREEAM assessor should use the Approved Standards List for BREEAM Communities (available on the extranet in the BREEAM Communities section) to suggest alternatives to standards in the BREEAM Communities technical manual. Please refer to the operational guidance found in SD 5070 available on the extranet. 8. Final criteria Once the suggested amendments have been returned to BRE Global they will be reviewed. Where further clarification is required this will be requested by BRE Global within 4 weeks. Otherwise the final assessment criteria will be issued to the assessor and client (also within 4 weeks). If the completed Approved Standards List is submitted by the assessor at the same time as the suggested amendments, this will also be reviewed and approved but may be issued separately. Once the final documentation has been issued the assessor should proceed with the formal assessment in the same way as for any other BREEAM Communities assessment.

3 9. Customer feedback Customer feedback questionnaires will be issued after the bespoke criteria development process. These questionnaires will enable BRE Global to collect feedback on the bespoke process and the service we provide. The intention is to use the feedback to improve our processes and inform future updates to the BREEAM Communities scheme. We appreciate assessors and clients taking the time to complete and return these forms to the BREEAM Office. Additional information Amendments to final criteria Please note, once the final criteria have been issued the contractual agreement between BRE Global and the client is completed. If the client requests amendments to the final criteria this will incur an additional cost. Quality assurance and certification The quality assurance process for BREEAM Communities Bespoke is the same as that for the standard scheme. For more information on Quality Assurance and Certification, please refer to the Operational guidance found in SD 5070, particularly the section on translation requirements. Local expert The BREEAM Communities assessment criteria will be adapted so that the assessment criteria are compatible to local conditions and legislation. This will be completed in collaboration with the licensed BREEAM Assessor and a local expert. The local expert can also be the licensed assessor. The role of the local expert is anticipated to be as follows: To review the UK compliance requirements and source local alternatives, where required by BRE Global. The requirements for alternative documentation will be identified by BRE Global in the Approved Standards List. To work with the BREEAM assessor to establish the equivalence of the local documentation they have sourced. This may involve summarising and translating the salient points covered by such documentation in order that it may be presented to BRE Global for approval. The skills that the local expert (or their organisation) should possess are as follows: An understanding of large-scale developments in design, planning and construction (as applied locally) and the associated codes and standards that similar developments in the country of assessment are expected to meet. An understanding of large-scale development issues such as timescales, phasing, and project management for these schemes. An awareness of the sustainability impacts of developments such as energy efficiency, carbon reductions, transportation, design quality, health issues, ecology, sustainable drainage, pollution etc. Appendix A: Bespoke BREEAM Communities diagram Client / Assessor Application submitted Start 7 days Proposal letter sent All timescales are maximum durations Proposal accepted 60 days 3 weeks Draft bespoke criteria issued Project registered on extranet Project development meeting held Criteria changes suggested 12 weeks 4 weeks Draft bespoke criteria reviewed Final bespoke criteria issued Complete Approved Standards List submitted 4 weeks Approved Standards List Reviewed Bespoke assessment begins End BRE Global KN5170 BRE Global Ltd. Apr 2013

4 Appendix B: Project development meeting What is a project development meeting? There are two key outcomes of the project development meeting: technical development and stakeholder understanding. Technical development: The bespoke criteria development process for BREEAM Communities involves significant collaboration between our technical team and the development s project team. During the bespoke criteria development process, the BREEAM Communities Assessor works with the local expert and project owner (developer or local authority) to suggest changes in the bespoke criteria. In the meeting participants will go through the issues in the technical manual and discuss local adaptation. This is an efficient and cost-effective manner (for all parties) to progress the bespoke criteria development. The BREEAM team will also present how the scoring and weighting can be altered for individual projects. The meeting usually begins with a presentation and site tour to provide the BREEAM team with a full understanding of this project. Stakeholder understanding: This is an opportunity for BRE Global to meet with the project team and key local stakeholders to build understanding of the BREEAM Communities process and how everybody will be involved. The BREEAM team can present an overview of the scheme, the process and the benefits. This helps all parties understand the importance of their role and buy-in to the use of BREEAM Communities. How long does it take? The client meeting is usually a full day event. An example agenda is attached showing the issues BREEAM would expect to cover. BRE Global staff costs for one day are included in the bespoke project proposal (see below). If the project team would like to hold any additional sessions to build stakeholder understanding there will be an additional cost for staff time. Where does it take place? The client decides whether the meeting will be done in the country where the project is located, at BRE in Watford, or run through webconferencing facilities. The advantage of having a meeting near the project site is that more people can be involved and a site visit can be organised. However, it is recognised that this is not always feasible and BRE do have web-conference facilities to hold virtual meetings. It is also possible for the project team to come to the UK for a meeting at the BRE offices in Watford. How much does it cost? The costs for a project development meeting are included in the bespoke project proposal. If the meeting will be held at BRE Watford, the proposal will include any catering costs and staff fees for the two BREEAM technical consultants. Meetings via web-conferencing will only include staff fees. The cost of a project development meeting held in the country where the project is located would be as follows: Two round trip flights (booked through BRE s corporate travel agency); Two hotel rooms (usually only one night); Estimated expenses including subsistence and local transport; and Staff fees for two BREEAM technical consultants attending the meeting. These fees are incorporated into a project proposal where a site-based project development meeting is requested. Following the proposal acceptance, if any additional time is requested for stakeholder meetings or other events, fees will be invoiced after the meeting.

5 Who should attend? Attendees at the project development meeting will, to a certain extent, be dependent on the stage of the project. The information below should act as a guide as to who should attend the meeting to provide the necessary information to the BREEAM consultant. 1. Should attend: BREEAM Communities Assessor (if appointed) Client or client representative Local expert Architect and other members of the design team as appropriate 2. Useful to attend: Local authority representative Project manager Cost consultant 3. Optional Other consultants (structural / civil engineer, acoustician, ecologist, etc.) What is the outcome of this meeting? Following the project development meeting the project team will understand: Where to focus their energy in requesting changes to the bespoke criteria; Site specific issues that may result in additional criteria; Whether to propose changes through the Approved Standards List or bespoke criteria process; and The timescales for working with BRE. If other stakeholders are invited to the project development meeting they will understand: How BREEAM Communities will be tailored for this development project; How they can be involved in the BREEAM Communities assessment; What other types of projects are using BREEAM Communities around the world; and The timescales, scope and technical robustness of the BREEAM Communities scheme. Next steps After the client has decided how to hold the project development meeting, this should be communicated to breeam@bre.co.uk in the application form so that the appropriate fees can be included in the project proposal. The BREEAM Communities Assessor should arrange the date and finalise the agenda (using content from the example below) and send the finalised agenda to BREEAM.

6 Example Agenda The sessions in the example agenda can be moved around to suit the needs of those involved. Breaks/lunch should also be included where appropriate. The stakeholder and technical meetings can be run separately. Content for technical or Duration Event stakeholder audience? Both 1 hour (maximum) Client presentation about the project (include the following information as relevant): The development project, background and key stakeholders; The vision, concept and draft plans for the site; Local authority involvement and policies; Context of the in the surrounding area; and Information about local/regional/national planning or legislative requirements. Both 1 hour (maximum) Site visit focussed on the unique issues and opportunities on (or near) the site. Stakeholders 1 hour (optional) BRE present overview of BREEAM Communities, the bespoke process and how different stakeholders are involved. Technical 1 hour (including discussion with client) BRE Global review process for bespoke projects including: Bespoke criteria development (what can be changed); Alternative standards to those in the manual (Approved Standards List process); Technical queries; Comments/issues in the technical manual; and The assessment process after bespoke criteria are finalised. Technical 2 hours (minimum) Review draft bespoke criteria. This is an opportunity for the assessor and client to ask questions about what changes can be made. Both 20 minutes Discuss joint publicity for the project with BRE s marketing team. Typically we would like to do a press release and a case study. Both 15 minutes Next steps after today s meeting and any additional questions.