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Project Management Services - Acquistion
Acquisition (Start Up) Acquisition (Project Management)
Panel Members Panel Members

Acquisition (Start Up)

4.2 In liaison with the project officer the Consultant will be required to:
  1. Provide conceptual design layouts of facilities options. Conceptual layouts may be architectural or engineering in discipline, and provide detail as required to explain the range of options identified.
  2. Provide detailed planning cost estimates of facilities options. Planning cost estimates are required to provide an indication of likely total construction costs and may include land, infrastructure, energy, equipment, building fabric, furniture and fittings and may include personnel costs. The level of accuracy of estimates will vary depending upon scope and complexity of project requirements.
  3. Prepare a Facilities Acquisition Strategy (FAS). The FAS will detail the method of procurement, the method of delivery, risks (commercial, environmental, land, design, construction, quality, policy) and budget for the facilities works. Development of this document will require an understanding of Commonwealth Procurement Guidelines and relevant Departmental documentation.
  4. Prepare Functional Design Briefs (FDB’s). FDB’s include a rigorous analysis of spatial requirements, functional areas, and include any special facilities requirements such as technological, environmental, acoustic, land, equipment, furniture and fittings.
  5. Prepare reports and submissions for Government approval. These vary but may include impact studies (economic, personnel and facilities) point briefs, executive Summaries, discussion papers etc.
  6. Prepare all material required for referral to the Parliamentary Standing Committee on Public Works (PWC), including:
    1. PWC referral motion which is to include a letter to the Minister;
    2. notice of the motion;
    3. the actual motion; and
    4. the draft media releases as required by the Public Works Committee Act 1969.
  1. Prepare all technical support material required as evidence for PWC. The technical support material includes but is not limited to:
    1. location plans and maps;
    2. scope of works;
    3. site description;
    4. zoning;
    5. planning and design;
    6. project staging plans;
    7. energy conservation measures (including the use of solar energy);
    8. site planning;
    9. provision for disabled;
    10. future development;
    11. structure;
    12. material and finishes;
    13. mechanical services;
    14. hydraulic services;
    15. fire protection;
    16. electrical and communications services;
    17. security;
    18. landscaping;
    19. civil works;
    20. authorities consulted;
    21. relevant codes and standards;
    22. project cost;
    23. construction program; and
    24. associated drawings.
  1. Attend as a witness before the PWC. Provide public relations advice, material and handling. Specialised PR/media skills are required to advise on facilities related issues and projects.
  2. Manage the preparation of environmental and heritage assessments. Specialised skills are required to provide detailed reports incorporating all pertinent standards and legislation.
  3. Manage obtaining necessary environmental and heritage approvals. Collating and progressing facilities environmental and heritage approvals through the relevant authorities.
  4. Provide specialised facilities testing or investigatory services. These may include engineering services, environmental investigatory and reporting services, aircraft flight data modelling, aircraft pavement analysis, acoustic services, and soils analysis. Outcomes and recommendations to be reported in the format as required.
    Company
    Nominated Point of Contact
    APP Corporation Pty Ltd Mac Howell
    Manager Defence Relations
    Mail to:
    PO Box 39
    DEAKIN WEST ACT 2600
    Located:
    36 Thesiger Court
    DEAKIN ACT 2600
    Tel: 02 6285 1097
    Fax: 02 6285 1153
    Mob: 0412 369 302
    Email: mac.howell@app.com.au
    Halliburton KBR Pty Ltd Rolfe Hartley
    Manager Civil Infrastructure
    Mail to:
    PO Box 5418
    KINGSTON ACT 2604
    Located:
    Centenary House Level 3
    19 National Circuit
    BARTON ACT 2600
    Tel: 02 62722722
    Fax: 02 62722711
    Mob: 0418 285 634
    Email: Rolfe.Hartley@Halliburton.com
    Carson Group Pty Ltd Rod Weir
    Director
    Level 4, 55 Chandos Street
    ST LEONARDS NSW 2061
    Mail to:
    PO Box 333
    ST LEONARDS NSW 1590
    Tel: 02 9460 8470
    Fax: 02 9460 8180
    Mob: 0419 209 541
    rweir@carsongrp.com.au
    Connell Wagner Pty Ltd Kevin Earle
    Located:
    Level 1,  31 Thesiger Crt
    DEAKIN ACT 2614
    Tel: 02 6232 5138
    Fax: 02 6232 5151
    Mob: 0408 655 549
    Email: earlek@conwag.com.au
    Gutteridge Haskins & Davey Pty Ltd David Buckley
    Principal Engineer
    Mail to:
    PO Box 36
    BELCONNEN ACT 2616
    Located:
    Level 2, Belconnen Chambers
    59 Cameron Avenue
    BELCONNEN ACT 2617
    Tel: 02 6245 1923
    Tel: 02 6253 1999
    Fax: 02 6253 1911
    Mob: 0402 257 677
    Email: david_buckley@ghd.com.au
    Power Initiatives and Bligh Voller Nield Mark Power
    PO Box 346
    FYSHWICK ACT 2609
    Tel: 02 6239 1740
    Fax: 02 6239 1786
    Mob: 0417 240 976
    Email: canberra@powerinit.com.au
    Savant Pty Ltd, Rider Hunt Group, CMR Pty Ltd, and Righter & Associates Cambell Mackie
    Managing Director
    Level 1, 77 Grenfell St
    ADELAIDE SA 5000
    Tel: 08 8228 8100
    Fax: 08 8228 8188
    Mob: 0408 823 170
    Email: cmackie@savant.com.au
    Special Project Management Pty Ltd John Lines
    PO Bax 258
    GUNGAHLIN ACT 2912
    Tel: 02 6262 2836
    Fax: 02 6262 2837
    Email: jlines@pcug.org.au
    Woods Bagot Peter Hoskins
    Manager Strategic Planning and Project Management
    Mail to:
    PO Box N19
    Grosvenor Place
    SYDNEY NSW 2000
    Located:
    Level 10, Wynyard Green
    11-31 York St
    SYDNEY NSW 2000
    Tel: 02 9249 2500
    Fax: 02 9299 5592
    Mob: 0417 000 014
    Email: peter.hoskins@woodsbagot.com.au

Acquisition (Project Management)

Panel Members

In liaison with the project officer the Consultant will be required to:

    Time Management

  1. The Consultant is to prepare, maintain and operate a Master Time Program for the project.
  2. The Consultant is to ensure all other programs used on the project remain consistent with Master Time Program.
  3. The Consultant is to ensure the Master Time Program allows sufficient lead times for any staff relocation activities associated with the project.
  4. The Consultant is to review and approve Time Programs submitted by the design Consultant and construction contractors (subordinate programs) for their components of the project. In reviewing those programs, the Consultant must ensure they adequately reflect the requirements of the Master Time Program and are sufficiently detailed to consider all activities, including approval times, major supply item lead times and co-ordination requirements.
  5. The Consultant is to monitor the Master Time Program for the project to ensure the requirements of the Department of Defence are met. In monitoring the Master Time Program, the Consultant is to ensure the subordinate programs are being adequately maintained.

    Cost Management

  1. The Consultant is to prepare, maintain and operate a Cost Control System for the project. The Cost Control System is to be of sufficient detail to provide accurate assessments of the project’s financial status at any point in time. The Cost Control system must include all aspects of the project and show links between all stages. The Cost Control System must also take into account any internal Defence financial management systems (eg. ROMAN).
  2. The structure and format of reports generated by the Cost Control system is to be approved by the project officer.
  3. The Cost Control system is to allow accurate tracking of:
    1. cash flows;
    2. contingency planning and monitoring;
    3. Purchase Orders;
    4. Variations; and
    5. commitments and expenditure.
  1. The Consultant is to report to the Department of defence as soon as it becomes aware that the approved budget may be exceeded and must provide its recommendations as to the appropriate action to be taken by the Department of Defence. The recommendation is to include a full impact statement of the mechanisms necessary to ensure the approved budget will not be exceeded.

    Risk Management

  1. The Consultant is to prepare, maintain and operate a Risk Management Program for the Project. The Risk Management Program is to be used by the Consultant to identify, monitor and undertake actions to mitigate all risks associated with the project so the project objectives are achieved.
Specific Tasks Related to the Assessment of Packaging Options
  1. The Consultant is to evaluate the packaging options and contract types to be used for each construction package of the Project (as reflected in the Facilities Acquisition Strategy). The evaluation is to assess and recommend to Defence the optimal packaging option that ensure the project objectives are met and there is minimal disruption to the Base operations.
  2. The Consultant is to prepare for, organise and facilitate a Value Management Review (VMR) of the FDB and preliminary sketch plans for each construction package. The VMRs are to be undertaken at a time recommended by the Consultant. Each VMR is to validate, or revise as appropriate, early concepts for the package, including the Cost/Benefit study. In the context of the project, prepare for and facilitate means providing all material, the location, facilitation service, reporting services and facilities for the conduct of the VMR.

Construction Co-ordination

  1. The Consultant is to prepare a Work Plan (WP) for each stage setting out (as appropriate):
    1. proposed relocation of individual user groups;
    2. changes to pedestrian and vehicular systems;
    3. changes to parking facilities;
    4. temporary and permanent changes to provision of utilities;
    5. location of areas for construction activities;
    6. processes for minimising foreign object debris;
    7. impact of construction activities on Defence activities, such as air traffic movement;
    8. measure to comply with environmental and heritage requirements;
    9. condition required for each facility which is to be handled over to a Construction Contractor;
    10. date for handover of such facilities; and
    11. such other matters as are directed by the project officer.
  1. The Consultant is to obtain the project officer’s approval to the WP within 21 days of the Consultant being notified of approval of a stage of the project.
  2. Any change to the WP must be approved by the project officer.
  3. The Consultant must ensure that all construction and related activities are carried out in accordance with the approved WP.
  4. The Consultant must regularly notify the project officer of the date by which facilities are to be handed over to Construction Contractors. The method and timing of notification is to be approved by the project officer and must take into account the time required by the Department of Defence for relocation and handover.

    Selection of Consultants and Contractors

  1. The Consultant is to prepare any Tender Evaluation Plans (TEP) for the selection of Consultants and contractors.
  2. The Consultant is to prepare documentation needed for the calling of all Invitations to Register Interest (ITR) and Requests for Tender (RFT) for the selection of all other Consultants and contractors required to deliver the project.
  3. The Consultant is to:
  1. Prepare all documentation necessary to call for ITRs;
  2. Prepare advertisements for the ITRs;
  3. Place the advertisements for the ITRs;
  4. Prepare and distribute the ITR packages to all firms requesting such information;
  5. Issue any addenda as may be required;
  1. Prepare for and participate in a Registration Evaluation Board in a manner approved by the Department of Defence that assesses the ITRs received, and includes:
  1. Validation of ITRs;
  2. Evaluation of ITRs;
  3. Carrying out reference checks;
  4. Arranging for financial assessment of ITRs (if considered necessary); and
  5. Participating in interviews with firms (if considered necessary);
  6. Prepare a report summarising the findings of the Registration Board as to firms to be invited to tender for the activities associated with the ITR.
  7. Preparing a report summarising the findings of the Registration Board as to firms to be invited to tender for the activities associated with the ITR.
  8. Preparing tender documentation, arranging for review by Department of Defence legal advisers if required by the project officer, and distributing to all tenders.
  9. Preparation and distribution of any addenda as may be required;
  10. Participating in and supporting the Tender Evaluation process including:
  11. Validation of tenders;
  12. Review of tenders;
  13. Evaluation of tenders;
  14. Carrying out reference checks;
  15. Carrying out financial assessments of tenderers;
  16. Arrange and manage interviews with tenderers;
  17. Analysis of alternatives or substitutions proposed by tenderers including any detailed investigations in conjunction with tenderers enabling the Department of Defence to make an informed decision on whether to proceed with an alternative proposal and if so, to enable the alternative to be fully specified in the contract documentation;
  18. Preparation of a report for Defence approval recommending a preferred tender for the Consultants and/or Contractors needed to deliver the project;
  19. Manage and participate in any negotiations with tenderers;
  20. Assist the project officer to award the contract to the successful Tenderer, including:
  21. Notification of contract award;
  22. Preparation and distribution to the Contractor, on behalf of the Department of Defence, of a notice to proceed with the work; and
  23. Assist the Department of Defence legal advisers in the preparation and distribution of sets of contract documents for execution by parties to the contract.
Specific Tasks in relation to the Design of Facilities
  1. The Consultant is to determine the most appropriate times for the conduct of design reviews and advise all necessary parties of the design reviews.
  2. The Consultant is to facilitate all design review. The design reviews must ensure the design by all disciplines is consistent and in accordance with the agreed project FDB, approved budget, all known environmental and heritage conditions and is consistent with the building Code of Australia, State and Territory Building Regulations, Acts, ordinances, Defence Accommodation Guidelines, the Facilities Manual, FACMAN 2, and the Security Manual.
  3. The Consultant is to ensure that appropriately qualified designers certify all designs.
  4. The Consultant is to ensure Certificates of Compliance in relation to the fire and safety components of the designs are provided by all design Consultants for all appropriate building works. The certificates are to be provided by a registered building surveyor.
    Quality Management
  1. The Consultant is to develop a Project Quality Plan (PQP) for the project to facilitate delivery of all aspects of the project (including the rectification of defects) in the agreed time frame and to the required quality. The PQP must be based on AS/NZS ISO 9001 : 1994 and must cover all Services provided under this Contract. The PQP must make appropriate provision to monitor the quality plans of each Consultant and contractor engaged on the project, and integrate these quality aspects.
  2. The Consultant is to ensure that:
  1. The PQP identifies all obligations and responsibilities held by the Consultant;
  2. The PQP assigns responsibility to achieve the project objectives;
  3. The PQP provides a tracking mechanism to allow the status of the project to be identified at any stage during the project;
  4. The PQP links to the quality systems of other Consultants and contractors involved in the project, integrating them in such a manner that the overall quality system is a co-ordinated tool used to assist the delivery of the project.
  1. The Consultant is to submit the PQP to the Department of Defence for approval by the project officer within 14 days of notification of acceptance of the offer. Acceptance by the project officer does not absolve the Consultant of any responsibilities in relation to the delivery of the project.
  2. The Consultant is to maintain and operate the quality system throughout the entire project, ensuring the quality system assists in delivering the project objectives.
  3. The Consultant is to review and approve the adequacy of PQPs submitted by all Design Consultants and Contractors involved in the project. This review must ensure the PQPs developed by each Design Consultant or Contractor are not inconsistent with the Consultant’s PQP.
  4. The Consultant is to plan and develop a schedule for the review of quality systems operated by all Design Consultants and Contractors involved on the Project. The schedule is to be submitted to the project officer for approval.
  5. The Consultant is to audit the implementation of all Consultant’s and construction contractor’s quality systems in accordance with the approved schedule.
  6. evelopment and operation of their quality systems.
 

Specific Tasks in relation to the Construction of Facilities

The Consultant is to establish and facilitate a partnering workshop for the project. In establishing the partnering workshop, develop a partnering strategy that will apply to the project. Obtain approval for the partnering approach from the project officer.

The Consultant is to prepare the necessary Soil and Water Management Plans for the site.

The Consultant is to administer all contracts associated with the project so that the project objectives are achieved. In administering the contracts, the Consultant must provide the Department of Defence with a full impact report on any matter relating to:

Time;

Cost;

Quality;

Variations; or

Defects.

The impact report is to provide an assessment of the impact on the Master Time Program, Cost Program or quality system, as appropriate. The report is to also recommend actions needed to be taken to ensure the approved program and budget are not exceeded.

The Consultant is to supervise all construction to ensure all works are constructed in accordance with approved designs and specifications, and that these construction activities are built using commonly accepted industry standards.

The Consultant is to manage all project construction sites so that all OH&S requirements are met.

The Consultant is to manage all project construction sites so that the WP is adhered to.

The Consultant is to manage all project construction sites so that industrial harmony is maintained on the site.

The Consultant is to manage all project construction sites so that the Defence Installation remains operational, paying particular attention to debris, pedestrian and vehicle traffic, waste disposal, continuity of utilities (including power, lighting, sewer, water, gas and compressed air).

The Consultant is to arrange and conduct all site meetings needed to deliver the project.

The Consultant is to minute all meetings, allocate responsibility for action, and monitor all actions arising from meetings to ensure those organisations or individuals responsible for actions undertake the appropriate actions.

The Consultant is to regularly inspect the works and obtain certifications that construction has been carried out in accordance with approved plans and specifications. The Consultant is to determine the most appropriate organisation to provide the certification, based on common industry practice.

The Consultant is to ensure all necessary sign-offs are received.

The Consultant is to prepare the following final reports for each project package:

Performance report of the Design Consultant;

Performance report of the Contractors; and

Project completion report addressing the overall delivery of the package.

The Consultant is to provide to the project officer at Practical Completion of each separable part, the copies of consolidated manuals for operation and maintenance of all mechanical and electrical plant items at each site specified in the contract. Copies of ‘As Constructed’ drawings are to be obtained from the contractor and provided to Defence. ‘As Constructed’ site survey drawings are to be provided to Defence in accordance with the appropriate survey specifications.

The Consultant is to develop and manage Method of Work Plan (MOWP) for airfield works.

The Consultant is to support the project officer in developing strategies and documentation for any ongoing maintenance requirements associated with the project.

Progress Reporting

The Consultant is to prepare monthly reports to the project officer as to the progress of the project. Those reports must, as a minimum, address the following issues:

Progress towards achieving Project objectives;

Time performance;

Financial performance;

Quality performance;

Design and construction progress;

Design and construction issues;

WP issues;

Risk issues;

Impending relocations, and the notification given;

Impact of the future works on base operations;

Photographic record of works of each component; and

OH&S and IR issues.

The Consultant is to attend all design co-ordination meetings.

The Consultant is to attend, provide briefings and prepare the minutes for Project Control Group meetings.

Problem Log

The Consultant is to maintain a log of all problems or issues arising during all phases of the project. The log shall include:

A unique identifier for the problem;

The date the problem arose;

A description of the problem;

A description of the proposed solution;

The identity of the organisation/person assigned to undertake the identified solution;

The target date for resolution of the problem;

The current status of the problem resolution, using a status agreed by the project officer; and

The actual date the problem was resolved.

Management of Defects

The Consultant is to assess any defect that becomes apparent during the defects liability period.

If required as a result of any assessment undertaken during the defects liability period, the Consultant is to arrange for and inspect the rectification of the defect by the Contractor.

The Consultant is to continue to manage the project until all defects have been rectified under all packages, the last Defects Liability Period has expired, and all claims or disputes are finalised.

The Consultant is to prepare a Post Occupancy Evaluation Report at the end of the Defects Liability Period.

The Consultant is to assist the Department of Defence in any dispute that arises in respect of any contract.

The Consultant is to prepare a detailed Completion Report to finalise all contract invoicing claims for payment and contractual administration matters.

Contract Administration

After the award of the Construction Contract the Consultant will perform and discharge the functions imposed upon the party defined as either the Superintendent, Project Consultant or the Contract Administrator in the Construction Contract. In particular (but without limitation), the Consultant shall provide appropriate advice and information to the Department of Defence and ensure that the Contractor discharges its duties and obligations in relation to the construction and commissioning of the project in accordance with the Construction Contract.

Note: This menu of tasks will be refined from time to time to take account of better ways of delivering projects and the differences in the delivery frameworks supporting the Defence Suite of Contracts.

Acquisition Panel - Project Management

Company Nominated Point of Contact
APP Corporation Pty Ltd Mac Howell
Manager Defence Relations
Mail to:
PO Box 39
DEAKIN WEST ACT 2600
Located:
36 Thesiger Court
DEAKIN ACT 2600
Tel: 02 6285 1097
Fax: 02 6285 1153
Mob: 0412 369 302
Email: mac.howell@app.com.au
Halliburton KBR Pty Ltd Rolfe Hartley
Manager Civil Infrastructure
Mail to:
PO Box 5418
KINGSTON ACT 2604
Located:
Centenary House Level 3
19 National Circuit
BARTON ACT 2600
Tel: 02 62722722
Fax: 02 62722711
Mob: 0418 285 634
Email: Rolfe.Hartley@Halliburton.com
Carson Group Pty Ltd Rod Weir
Director
Mail to:
PO Box 333
ST LEONARDS NSW 1590
Located:
Level 4, 55 Chandos Street
ST LEONARDS NSW 2065
Tel: 02 9460 8470
Fax: 02 9460 8180
Mob: 0419 209 541
rweir@carsongrp.com.au
Connell Wagner Pty Ltd Kevin Earle
Located:
Level 1,  31 Thesiger Crt
DEAKIN ACT 2614
Tel: 02 6232 5138
Fax: 02 6232 5151
Mob: 0408 655 549
Email: earlek@conwag.com.au
Gutteridge Haskins & Davey Pty Ltd David Buckley
Principal Engineer
Mail to:
PO Box 36
BELCONNEN ACT 2616
Located:
Level 2, Belconnen Chambers
59 Cameron Avenue
BELCONNEN ACT 2617
Tel: 02 6245 1923
Tel: 02 6253 1999
Fax: 02 6253 1911
Mob: 0402 257 677
Email: david_buckley@ghd.com.au
Savant Pty Ltd, Rider Hunt Group, CMR Pty Ltd, and Righter & Associates Cambell Mackie
Managing Director
Level 1, 77 Grenfell St
ADELAIDE SA 5000
Tel: 08 8228 8100
Fax: 08 8228 8188
Mob: 0408 823 170
Email: cmackie@savant.com.au
Woods Bagot Peter Hoskins
Manager Strategic Planning and Project Management
Mail to:
PO Box N19
Grosvenor Place
SYDNEY NSW 2000
Located:
Level 10, Wynyard Green
11-31 York St
SYDNEY NSW 2000
Tel: 02 9249 2500
Fax: 02 9299 5592
Mob: 0417 000 014
Email: peter.hoskins@woodsbagot.com.au

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