Identify the procurement steps

Once a business case has been approved, the developer will need to undertake the following steps:

• confirm availability of site
• update financial projections
• produce initial concept designs
• calculate site-specific outline costings
• secure the site
• produce a planning application
• produce a detailed design
• confirm sources of funding
• construct premises (including completion and occupation)

Following these steps will:

• ensure the requirements of NHS guidance are met
• clarify the responsibilities of the project team
• maximise the opportunities for any development partner to meet their commercial objectives as specified in the development appraisal

The key steps in procuring a small GP-led scheme are:

1. Confirm site availability. The services of a commercial estate agent or a property developer may be necessary to help with this process.
2. Update financial projections. As some time will have passed between submission and approval of the business case it is important that financial projections are checked at this stage.
3. Produce initial concept designs. As part of the process of confirming the suitability of a site in terms of size, access and likelihood of obtaining planning approval, a design team will need to produce initial sketch proposals (based on an outline brief provided by the proposed occupiers).
4. Calculate site specific outline costings. The sketch design proposal should be costed and the financial model updated so that a final decision can be taken as to the financial viability of the site.
5. Secure the site. If the site is going to be leased, this will be handled by the development partner (although at this stage the developer will require the proposed lessee to sign an 'agreement to lease'). The lessee must engage a suitably qualified solicitor to provide them with expert advice. If purchasing directly, it is vital to ensure that funding is available and no irrevocable commitment should be made until planning approval has been granted.
6. Produce a planning application. This involves working with the design team to turn the initial sketch proposals into a planning application. Before a formal application is made, the PCT needs to give formal approval for the scheme to proceed and confirm that it will be eligible for full rent reimbursement.
7. Produce a detailed design. This is normally undertaken immediately after the submission of the planning application if all parties are confident that the application will be approved. In situations when the planning application may not be successful this stage should be delayed until the outcome of the planning process is known to ensure abortive costs are not incurred.
8. Confirm sources of funding. Formal confirmation of funding should be in place at this stage.
9. Construct premises (including completion and occupation). This stage includes a myriad of different tasks to be arranged before moving – such as making decisions on telecoms issues and computers, finding removers, deciding on gas and electricity suppliers, ordering soft furnishings and new stationary, making new staff arrangements and, perhaps most importantly, informing patients.