2. Scope of services
The following is a general description of the services usually provided by the consultants throughout the various phases of the project.
|Phase 1||Master plan*|
|Phase 2||Feasibility study*|
|Phase 3||Schematic design|
|Phase 4||Design development|
|Phase 5||Contract documentation|
|Phase 6||Contract administration|
|Phase 7||Post occupancy evaluation|
* Phase 1 and 2 are often combined.
Dependent upon the nature of the project and the performance of a consultant they may be engaged for all phases or part thereof.
When consultants are to be engaged, the following issues will need to be clarified prior to their appointment:
- The scope of service required for the project. A detailed description of the consultant(s) services to be provided from the initial planning stages through to the finalisation of the contract.
- Time lines for execution of the services in accordance with the approval, funding and works program.
- The consultants are expected to warrant that designs and documentation are fit-for-purpose as required for the delivery of services and that the estimate is within the approved budget.
- The fee structure and any circumstances, which would require a fee adjustment together with the fees required at design milestones.
- The forms of procurement. If this is not determined prior to consultant engagement then the consultants are to base their proposal on the use of the standard government form of lump sum contract AS 2124 - 1992 with special conditions.
- The consultants are expected to provide input and participate in the reviews and reports associated with gateway, value management and post occupancy evaluation.
Details of the project manager scope are set out in the attached sample brief.
The department also requires the provision of engineering services data in suitable hard copy and computer format.
The project manager is the team leader and is usually a separate appointment for projects in excess of $5 million, sensitive or complex projects. Appointment of a project manager preferably occurs prior to any design work having been undertaken. The project manager is expected to manage and coordinate all aspects of the project during planning, design, documentation, construction, equipping and commissioning stages.
Generally the project manager’s services will entail the following activities:
- establish procedures and reporting requirements for liaison with client and consultant team
- if required assist in the selection of site, procurement model and client representation
- assist in the selection and engagement of the consultant team
- manage and co-ordinate all consultants
- develop and manage the approved program and budget
- review and where appropriate, amend the project brief
- provide regular reports to and make recommendations to the project control group (PCG)
- conduct business planning studies including gateway review of participation of private sector assessment
- prepare, manage, co-ordinate and ensure contract documents
- tender, evaluate and recommend construction works
- ensure appropriate quality assurance process including meeting sustainability and risk management objectives
- oversee construction works and represent the principal as Superintendent
- manage the commissioning process
- review and report on outcomes
- undertake the post occupancy evaluation (12 months after handover).
The extent of services provided will depend on the nature of the project and the project delivery method.
For projects less than $5M, the architect/principal consultant is generally responsible for the engagement of sub-consultants other than the quantity surveyor. The submission of tenders is to include a description of fees and services for the preferred sub-consultants. For major projects (in excess of $5-10M), the building services engineers will generally be appointed separately.
The agreed scope will determine the works and activities the architect will carry out.
For projects where there is no project manager, the architect will undertake the responsibilities as stated under the previous section. Services provided by the architect include the following:
- prepare plans and designs appropriate to the brief(s) and client requests including meeting building requirements such as passive design initiatives associated with energy efficiency and low maintenance assess
- co-ordinate sub consultants’ work which will have impact on plans/designs
- carry out services within approved program and budget
- undertake existing conditions audit
- ensure the works comply with regulatory requirements
- liaise with user groups and attend meetings of the design team and where appropriate, the PCG and support preparation of key documentation such as business plans
- liaise with and provide progress reports to the project manager
- administer the construction contract and perform functions of superintendent or the superintendent’s representative where appropriate
- manage or support the commissioning process and defects liability period activities
- participate in reviews and the post occupancy evaluation (12 months after handover)
- consultants are to prepare designs and documentation in accordance with environmental sustainable development principles that embody objectives of energy efficiency, greenhouse emission reduction and waste minimisation.
The scope of services for engineering should be appropriate at each stage to ensure all engineering and building systems options are considered in the planning and design processes.
Where the projects are in excess of $5-10M, the Department of Health and Human Services will independently appoint the building services engineers.
Engineering services normally include communications, environmental, fire safety, mechanical, electrical, civil, structural and hydraulics. As a project progresses, it is normal for the engineering requirements to become more detailed and it is possible that additional specialist consultants may be required.
Engineering services usually entail the following:
- in response to the brief and approved plans, prepare designs that result in the most resource and cost efficient and effective outcomes
- undertake existing building services and structural conditions audit (including fire safety requirements) and identify key infrastructure issues affecting the site
- provide life cycle cost analysis recurrent and capital cost estimates
- the facilities should make effective and efficient use of scarce resources such as fossil fuels and water
- engineering systems selected should promote use of renewable energy such as solar with particular application to relevant locations such as north of the divide
- undertake designs and documentation of building systems, materials and engineering infrastructure that are robust and low maintenance and reflect sound engineering design principles
- attend design team meetings
- commission and administer contracts
- participate in the post occupancy evaluation (12 months after handover).
The department will directly engage the quantity surveyor as an independent consultant, except for minor work projects.
The department expects the procedures of the Australian Institute of Quantity Surveyors (AIQS) cost control manual to be followed and the project development stages are related to NPWC cost plans. In relation to cost control, the department has developed for use Capital Management Guideline 2.3, cost plans and reports.
Generally the quantity surveyor will be responsible for:
- cost management and control
- cost estimating including preparation of bill of quantities when required
- assess, review and verify independently the building engineering services estimates
- cost planning and warrant the pre-tender estimate is within the approved budget allocation
- monitoring and reporting of financial progress including variations and contingencies
- identifying contingent liabilities (at completion of tender documentation)
- participate in the post occupancy evaluation (12 months after handover).
The department also requires the provision of cost / plan data in suitable computer format to allow data, lodgement, transfers and access for analysis.
The services of a building surveyor are engaged to arrange certification of documentation and issuance of an occupancy permit/certificate as required by the Building Act 1993.
Under the Act, the building surveyor is required to certify all tender documents prior to construction commencing and issue a certificate of occupancy at the completion of the project. In those instances where exemption from compliance with the regulations is required, the building surveyor is to arrange for seeking a modification.
Following initial certification any subsequent amendments to the documents are to be certified prior to changes being implemented.
Other specialist consultants
In some projects it may be necessary to appoint specialist consultants to provide advice and input on particular aspects. These consultants may cover areas such as town planning, environmental design, landscaping, security, asbestos, ergonomics, telecommunication, hazardous materials such as asbestos and interior design. The scope of service required would usually be defined by the specific problem encountered.
Commencement of services
No contract is to commence without the approval of the minister or the appropriate delegated director, secretary or executive director. The consultants recommended for appointment are not to commence work without documentation on file of one of the following:
- a signed contract
- an approval to enter into a contract from an authorised delegate
- a letter of engagement following an 'approval in principle' from the delegate.