In exceptional cases there may be additional computational resource requirements for large projects, including purchase of data storage, computer processing power or additional software licenses, and contractors may include costs for purchasing these in their tender. 4.5 Timescale/Milestones A proposed programme should be included with all tenders. The programme should show times when input from client and other external stakeholders will be required. A minimum of 10 working days should be allowed for the commissioning body and other stakeholders to review draft outputs.
Where requested by the Responsible Authority, SEPA will seek to support Responsible Authority studies within its resources. Due to the number of studies identified, SEPA’s resource requirements for supporting modelling studies are likely to be significant over the first flood risk management planning cycle. To enable SEPA to plan and prioritise input, SEPA should be informed of planned delivery dates for key project outputs and notified of any significant changes to these timescales.
4.6 Risk Register A risk register should be included in any tender identifying the risk, the likelihood of the risk occurring, the consequence of the risk if it did occur, any mitigation to be taken, and whether the risk is owned by the Responsible Authority of contractor. This register should be reviewed and updated as the project progresses. 4.7 Meetings and Progress Reports Regular meetings between the contractor and Responsible Authority are advised to ensure good communication links are established. An inception meeting can be combined with a walk-over survey or site meeting with an appointed contractor.
This is advised to ensure that there is a shared understanding of the study area at the outset of the project. The use of progress reports alongside an agreed programme of works is key to effective project management. These should be at a suitable frequency commensurate to the scale and complexity of the project, however fortnightly to monthly reporting in any agreed format are typical frequencies. 4.8 Intellectual Property Rights It is important that the I ntellectual Property Rights (IPR) for any data collected explicitly for the project or generated by the project are held by the body commissioning the study are not retrained by the consultant.
This includes survey data, any models and associated model outputs produced as part of the study and photographs collected on site visits. This requirement should be included within any contract. Where data is provided by 3 rd parties for use in the study, appropriate licensing agreements should be in place to ensure that use of the data does not affect future use of the model. If this is not possible the benefits of collecting new data rather than using the 3 rd party data should be assessed. Flood Modelling Guidance for Responsible Authorities v1.1 23