Aligned to RIBA stages and DfE compliance
Our stakeholder engagement journey maps every step onto Royal Institute of British Architects (RIBA) Stages 3 to 7 and the Department for Education (DfE) construction requirements, so our inputs land when your programme needs them and the compliance evidence is produced as you go.
How we support each RIBA stage
We support principal contractors from RIBA Stage 3 to Stage 7 on education capital projects, from new project notification to release of the 12-month retention. The emphasis is practical ICT involvement: shaping scope early, producing coordinated deliverables, and delivering cleanly on site, so ICT reduces risk for the wider construction team rather than adding to it.
Our role at Stages 3 to 7
Preliminary Design and Consultancy
Shaping an ICT solution coordinated with the developing building design, the brief and the programme assumptions. New project notification, the initial asset and site survey, the Stage 3 design submission and DfE clarifications. Defining ICT early reduces redesign and protects budget certainty.
Technical Design and Planning
The ICT package moves from coordinated concept to buildable technical definition. Final small power and data confirmation, the Stage 4 design, DEIR clarifications and the pre-let cost review, produced to the project Information Standard. Our Head of Projects hands the scheme to a named Project Manager at the end of this stage.
Delivery and Implementation
Controlled delivery on site. ICT kick-off, programme and mechanical, electrical and plumbing (MEP) coordination meetings, server and hub room sign-off, phased installation of Wi-Fi, switching, uninterruptible power supply (UPS) and audio visual (AV), witnessed server restart and backup, and the decant of server, ICT and AV assets. Stakeholders are notified before each on-site activity.
Project Handover and Close
A controlled, documented handover that supports your practical completion. operation and maintenance (O&M) submission, a formal handover and user acceptance testing (UAT) session with you, the client and the DfE, snagging closed out with a remedial report, end-user training with a signed certificate, and completion submissions.
Post Handover Support
Support through initial occupation and the defects period, with visit reports and an updated support tracker. A project evaluation captures your feedback and the school's, reviews final cost and records lessons learned. The ICT package closes formally at the 12-month post-PC retention release.
What we produce at each stage
| RIBA stage | What we deliver |
|---|---|
| Stage 3 | Project registered and Medhurst lead assigned; survey notebook and legacy equipment risk information; Stage 3 design submission with project overview, network logical diagram, Wi-Fi heatmaps, hall AV markup and cost matrix; DEIR spreadsheet responses. |
| Stage 4 | Data port naming overview and power and data markups; full Stage 4 design with power and heat draws, updated logical diagram, heatmaps, rack layouts and hall AV markups; final cost matrix; insurance, Constructionline Gold and ISO evidence at pre-let. |
| Stage 5 | Stage 4 design presented at ICT kick-off; complete scope of works with proposed network configuration; ICT programme schedule and clash risk assessment; RAG-rated asset list; Wi-Fi, network and AV schematics; test and commissioning certificates; asset decant report. |
| Stage 6 | Full O&M manuals and warranty submission; UAT report, completion certificate and as-built network design handover document; snag remedial report; training handover certificate; final UAT report, signed completion certificate and signed-off snagging forms. |
| Stage 7 | Remedial and support visit reports and support tracker updates; cost analysis review, lessons learned and training documents; payment submission for retained funds and formal project close-out at 12 months post practical completion. |
Seven Project Action Meetings
The journey has 33 steps. Seven of them are formal Project Action Meetings, where you, the client and the DfE see the same information and sign off the next phase.
ICT kick-off
End-user design presentation to the client and school leadership, with the Stage 4 design document, presentation pack and ICT programme schedule.
Detailed ICT design and scope
Configuration agreed with the client's ICT team, producing the complete scope of works with proposed network configuration.
Decant meetings
Decant schedule presented and locked with school leadership, then access routes, dates and the fixtures, fittings and equipment (FF&E) decant plan confirmed with you and the DfE.
Server restart and backup witnessing
Witnessed with the client and the DfE, with email confirmation issued to you and the DfE.
Handover and UAT
Formal handover session producing the UAT report, completion certificate and as-built network design handover document.
Training
End-user training for school leadership and client ICT, closed with a signed training handover certificate.
Who leads at each point
Our Head of Projects leads Stages 3 and 4 and tracks the key dates. A named Medhurst Project Manager is assigned to the scheme after the initial survey, and leadership passes to them at the end of Stage 4 for delivery, handover and completion. The Head of Projects closes the project out through to the 12-month retention release.
Ready workspace, every visit
Before each on-site activity we notify the relevant stakeholders and confirm the prerequisites, typically power, containment, access and storage, so our engineers arrive to a ready workspace. risk assessments and method statements (RAMS) are issued before the first on-site works begin.
Most value comes from early involvement
We add most value when involved early enough to influence scope definition and coordination, and we stay accountable through technical design and site delivery. Across Stages 3 to 7, the aim is to reduce ICT-related risk, protect programme certainty, achieve a clean handover to the school and end user, and close the package properly at retention release.
Evidenced, not asserted
- Spec 21 and Spec 25 compliance through structured submissions
- Information produced to the project Information Standard, aligned to ISO 19650, through your document management system
- Construction (Design and Management) Regulations (CDM) compliant delivery, with site-specific RAMS approved before work starts
- Progressive testing with calibrated equipment and a certificate for every cable run
- Constructionline Gold
- Engagement with the DfE Education Technical Advisor
Speak with our Capital Programmes team
Tell us about your school, trust, or programme. We will route you to the right team and respond promptly.