1798 Tender South Melbourne Lifesaving Club ...design and construction process to develop an exemplary facility to house the South Melbourne Life Saving Club and to contribute positively

Tender No: 1798 Title: South Melbourne Life Saving Club Redevelopment Architectural and Head Consultant Services 32

2. Specification

PROJECT BRIEF

TENDER

SOUTH MELBOURNE LIFE SAVING CLUB REDEVELOPMENT

ARCHITECTURAL & HEAD CONSULTANT SERVICES

JULY 2012

The Tenderer is advised of the following amendments to the original Project Brief issued with Expression of Interest (EOI) Tender 1776.

Section Details Page 3.8 Stakeholder Consultation Additional requirements 9 5.7 Phases of Services to be Provided

Additional requirements – 5.7 Phase 6: Contract Administration

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6.0 Deliverables Additional requirements - 6.1 Documents to be submitted - Phase 6

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7.0 Program Dates amended 16-17

City of Port Phillip SOUTH MELBOURNE LIFE SAVING CLUB REDEVELOPMENT – ARCHITECTURAL & HEAD CONSULTANT SERVICES

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TABLE OF CONTENTS 1. INTRODUCTION.......................................................................................................... 3 1.1 Background ................................................................................................................................3 1.2 Site Information...........................................................................................................................3

2. PROJECT MANAGEMENT......................................................................................... 4 2.1 Project Name..............................................................................................................................4 2.2 Project Officer .............................................................................................................................4 2.3 Stakeholders...............................................................................................................................4 2.4 Project Management Structure ...................................................................................................4

3. SCOPE......................................................................................................................... 6 3.1 General .......................................................................................................................................6 3.2 Project Objective.........................................................................................................................6 3.3 Reference Documents ................................................................................................................6 3.4 Area Brief - SMLSC ....................................................................................................................7 3.5 Area Adjacencies - SMLSC ........................................................................................................8 3.6 Environmental Performance Benchmark ....................................................................................9 3.7 Community Consultation.............................................................................................................9 3.8 Stakeholder Consultation............................................................................................................9 3.9 Statutory Permits ........................................................................................................................9 3.10 OH&S .......................................................................................................................................10 3.11 Quality / Performance Requirements........................................................................................10 3.12 Hold Points ...............................................................................................................................10

4. SUB-CONSULTANTS ............................................................................................... 10 4.1 General .....................................................................................................................................10 4.2 Engagement of Sub-Consultants ..............................................................................................10

5. PHASES OF SERVICES TO BE PROVIDED ........................................................... 11 5.1 General .....................................................................................................................................11 5.2 Phase 1: Feasibility Study ........................................................................................................11 5.3 Phase 2: Concept Design .........................................................................................................13 5.4 Phase 3: Design Development .................................................................................................14 5.5 Phase 4: Contract Documentation ............................................................................................14 5.6 Phase 5: Tender .......................................................................................................................15 5.7 Phase 6: Contract Administration .............................................................................................15 5.8 Phase 7: Post-Contract / Defects Liability Period .....................................................................15

6. DELIVERABLES ....................................................................................................... 15 6.1 Documents to be submitted ......................................................................................................15

7. PROGRAM ................................................................................................................ 17

8. BUDGET .................................................................................................................... 17

9. ATTACHMENTS........................................................................................................ 18


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1. INTRODUCTION

1.1 Background

Council is preparing to redevelop the South Melbourne Life Saving Club (SMLSC) building, as the existing structure nears the end of its serviceable life.

Life saving clubs provide a valuable community and emergency service to the Port Phillip community and other foreshore users. They are operated and staffed by volunteers and are required to meet standards set by Life Saving Victoria. Council plays a key role in supporting the viability of clubs through the provision of contemporary, high quality facilities that are functional for life saving services and club activities and contribute to an active and creative community.

The SMLSC building (the ‘William Crawford Pavilion’) is located on Beaconsfield Parade (opposite Withers Street) in Albert Park. The SMLSC patrols the middle section of a 1.2 km stretch of beach between the Kerferd Road and Lagoon Piers. The Club has a strong and expanding nippers program. The new facility will provide amenities for foreshore users including public toilets and a café/kiosk.

An earlier proposal to merge the South Melbourne and Port Melbourne Life Saving Clubs and develop a ‘South-Port’ clubhouse was discontinued due to the growth in individual memberships of the two clubs.

1.2 Site Information

The SMLSC is located on crown land governed by the Department of Sustainability and Environment (DSE) and is subject to Coastal Management Act 1995. As part of the Feasibility Study phase of this project, the successful consultant will be required to investigate the many complex issues associated with two possible sites for the club; the existing site and a site further south, immediately adjacent to Plum Garland Playground, which is also currently undergoing redevelopment.


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2. PROJECT MANAGEMENT

2.1 Project Name

The project shall hereafter be known as the ‘South Melbourne Life Saving Club Redevelopment’.

2.2 Project Officer

The responsible project officer for this project is:

Katherine Belcher Project Manager – Capital Works City of Port Phillip

Note: all queries during the tender period are to be submitted via TenderLink.

2.3 Stakeholders

Key Stakeholders:

City of Port Phillip – Recreation Unit (client manager) South Melbourne Life Saving Club (building user) Life Saving Victoria

Secondary Stakeholders:

DSE (land owner) Foreshore users Local Residents

2.4 Project Management Structure

In response to the tasks to be undertaken and deliverables to be achieved with this commission, the following organisational structure has been adopted:


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CITY OF PORT PHILLIP

CoPP Project Manager

Client Manager CoPP Recreation Unit

Head Consultant / Architect

Specialist/Sub-Consultants

Building Users South Melbourne Life

Saving Club

Life Saving Victoria

Secondary stakeholders

Foreshore users Local residents

Land owner

DSE


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3. SCOPE

3.1 General

The Head Consultant shall provide the scope of services as specified in the brief, unless otherwise specified or excluded.

3.2 Project Objective

The objective of this commission is to assist Council in stepping through a thorough feasibility, design and construction process to develop an exemplary facility to house the South Melbourne Life Saving Club and to contribute positively to the experience of South Melbourne foreshore users.

This commission requires a significant amount of literature review, information gathering and analysis by the consultant team. Refer ‘Reference Documents’ below.

3.3 Reference Documents

The Head Consultant must familiarise themselves with the following documents unique to this project to inform the design process:

DSE - Coastal Management Act 1995 http://www.legislation.vic.gov.au/domino/Web_Notes/LDMS/LTObject_Store/LTObjSt6.nsf/DDE300B846EED9C7CA257616000A3571/DA05C920F555C321CA2578B6000F0EAE/$FILE/95-8aa015%20authorised.pdf Or by going to http://www.legislation.vic.gov.au/, select ‘Victorian Law Today’ then search under ‘Acts’.

City of Port Phillip – Foreshore Management Plan 2011

http://www.portphillip.vic.gov.au/foreshore-management-plan-2011.pdf Life Saving Victoria - Clubhouse of the Future Guidelines

http://www.lifesavingvictoria.com.au/resources/documents/Clubhouse_of_the_Future_Jun2011.pdf

City of Port Phillip - Public Toilet Strategy 2007 - 2011

http://www.portphillip.vic.gov.au/default/Toilet_Strategy_2007-2011.pdf

Office of the Victorian Government Architect – Issue 03: Good Design and the Coast http://www.ovga.vic.gov.au/images/documents/03_Good_Design_and_the_Coast.pdf

*Note: the Area Adjacencies and Area Brief herein take precedence over Life Saving Victoria’s Guidelines, however the Head Consultant should use this document to familiarise themselves with the operations of a typical life saving club.


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3.4 Area Brief - SMLSC

BASE BRIEF

Internal room areas only. Does not include circulation, lift, structure.

Ground Floor (Beach and/or Street Access)

Internal area (m2)

First Floor Int area (m2)

Aquatic store, IRB workshop, trailer store 400 Secretary's office 12 Unisex WC / family change 10 Kitchen 15 First aid room 17 Patrol & obs 18 Public amenities 20 Training/function room 120 Kiosk 20 Training/function toilets 20 Change rooms & toilets 120 Meeting Room 20 Youth Room 30

Balcony area (club use) TBA

Base brief GF Total 587 Base brief 1F Total 235 822

EXTENDED BRIEF

Internal room areas only. Does not include circulation, lift, structure.

Ground Floor (Beach and/or Street Access)

Internal area (m2)

First Floor Int area (m2)

Community group storage 60 Function space – extra over 200

Café (extra area in lieu of kiosk) 90

Kitchen - extra (commercial) 35

Ext deck (café) TBA Bar 15

Training/Gym – extra over 35

Members area / billiards 110

Apparel Store 10 Cleaners store 2

150 407

Extra over 150 Extra over 407 557

GF Total 737 1F Total 642 1379


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3.5 Area Adjacencies - SMLSC


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3.6 Environmental Performance Benchmark

The Head Consultant is required to complete the City of Port Phillip Sustainable Design Scorecard as part of this commission and should consider the requirements of the scorecard at all stages of the design and documentation process. Details can be found here: http://www.portphillip.vic.gov.au/sds.htm Our Sustainable Design Officers are available to respond to queries on this matter, however to ensure a transparent process, all questions must be lodged in writing through TenderLink.

3.7 Community Consultation

Council will coordinate and manage all consultation with the community.

The Head Consultant will be required to attend up to two (2) community consultation meetings (typically outside of business hours) and to present if required at such meetings. The Head Consultant is required to allow for design and production of material appropriate for presentation (A1 presentation boards etc).

3.8 Stakeholder Consultation

The Head Consultant shall consult with all relevant members of staff in order to accurately complete the commission in accordance with this brief.

As a minimum, the Head Consultant shall allow for the following consultation with, and briefing to, stakeholders in their tender submission:

Initial discussions with internal stakeholders DSE, Planning and Building Surveyor consultation as detailed under ‘Statutory

Permits’ Feasibility and concept design phases: attendance at monthly steering committee

meetings Design development and contract documentation phases: meetings with SMLSC

members regarding building functionality, fit-out, materials and design. Note, all stakeholder consultation is to be arranged through the Project Manager

Commencement to completion: attendance at monthly Project Control Group (PCG) meetings

Meetings as required with the Project Manager

3.9 Statutory Permits

The Head Consultant will be required to prepare all documentation required to obtain the following permits:

DSE Coastal Consent Planning Permit Building Permit

The Head Consultant is required to allow for consultations with Council’s Planning department, Council’s Foreshore Coordinator and DSE from the Feasibility Study and Concept/Schematic Design states through to granting of permits. The consultant will prepare all documentation required for the permit applications and any amendments requested by the relevant authorities subsequent to submission. Permits will be submitted by the Project Manager.

The above excludes submissions relating to or attendance at Victorian Civil and Administrative Tribunal hearings.

The Head Consultant is responsible for briefing and co-ordinating the building surveyor. Council’s Building Solutions Department will be engaged to provide building surveying services for this project. Building Solutions is located at the St Kilda Town Hall.


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The Head Consultant shall assist in this process by preparing and submitting all the necessary documentation, attending meetings and addressing all of the building surveyor’s requirements sufficient to obtain a Building Permit.

3.10 OH&S

The Council is obliged to provide and maintain, so far as is practicable, a working environment for its employees and members of the public that is safe and without risk to health. The Head Consultant must itself, ensure that any Sub-Consultants at all times identify and take all necessary precautions for the health and safety of all persons, including the Head Consultant’s employees and Sub-Consultants, staff of the Council, and members of the public, who may be affected by the performance of the Services. The Head Consultant must inform itself of all OH&S policies, procedures or measures implemented or adopted by the Council. The Head Consultant and Sub-Consultants must comply with all such policies, procedures or measures. The Head Consultant must comply with and ensure that its employees, Sub-Consultants and agents comply with any Acts, regulations, local laws, codes of practice and Australian Standards which are in any way applicable to OH&S and the performance of the Services. The Head Consultant must establish and implement an OH&S management system which ensures compliance with all duties of an employer under the Occupational Health and Safety Act 2004 (the OH&S Management System). The Head Consultant and its Sub-Consultants are required to comply with Section 28 of the Occupational Health and Safety Act 2004 in designing safe buildings and structures where these buildings and structures may be used as a workplace. All Council building should be regarded as a workplace for this purpose. The Head Consultant and its Sub-Consultants may not at any stage relinquish this responsibility nor attempt to transfer it Council. The Head Consultant may choose to mitigate their exposure to risk by engaging an independent auditor to assess their designs. Any costs associated with this engagement should be included in the lump sum fee submitted.

3.11 Quality / Performance Requirements

The Head Consultant will have a major role in influencing the quality of the design. The Head Consultant must take all reasonable steps to provide designs that are appropriate for the site and surroundings, suitable for the intended usage and occupation, adhere to the brief, compliant with relevant codes, standards, Planning and heritage regulations and the Coastal Management Act.

3.12 Hold Points

Due the complexity of the community and statutory consultation and approval process required for this project, Council requires a number of hold points. The Head Consultant must ensure that the lump sum fee submitted accounts for reasonable delays in the process at these hold points. The lump sum fee must be broken up into discrete phases as indicated in the fee schedule, as these phases represent Council’s required hold points. Should Council choose to discontinue the project at any stage, the Head Consultant shall be remunerated for services provided to that point.

4. SUB-CONSULTANTS

4.1 General

The Head Consultant shall include in their fee proposal all costs associated with the required Sub-Consultants including all overheads, margins and co-ordination.

4.2 Engagement of Sub-Consultants

The following specialist Sub-Consultants are required:


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Landscape Architect Land Surveyor Geotechnical consultant Civil/structural engineers Quantity surveyor (cost plans A, B and C) Services Engineers:

(Mechanical, electrical & data, hydraulic, lift and fire) Traffic Engineer DDA Consultant

5. PHASES OF SERVICES TO BE PROVIDED

5.1 General

A number of earlier studies and designs have been prepared for the South Melbourne Life Saving Club. These reports include:

K20 Architecture - ‘Opinions of Probable Cost – South Melbourne and St Kilda Life Saving Clubs’.

StratCorp - ‘South Port Life Saving Club Feasibility Study and Design’. Woodhead - ‘South Melbourne & Port Melbourne Life Saving Club Design Basis

report’ (Refer attachments)

Copies of these documents are attached where noted. The remainder are available from the Project Manager upon request, however documents will be provided strictly for information only. Council requires independent and innovative input from the consultant team based on this specific brief, relevant to the current construction climate and current development guidelines.

Summary of services as follows: Phase 1: Feasibility Study Report on two (2) alternative sites and the cost of developing

the base brief or extended brief at each site. Phase 2: Concept Design Prepare four (4) concept designs for Council’s preferred site:

Two (2) concept designs for the base brief, and Two (2) concept designs for the extended brief.

Phase 3 – 6: Design Typical Head-Consultant/Sub-Consultants services for Development to Council’s preferred design as detailed below. Post-Construction

5.2 Phase 1: Feasibility Study

Council requires the Head Consultant to prepare and co-ordinate a detailed Feasibility Study to provide Council with a clear understanding and comparison of the practical and financial implications of building on the two alternative sites. At the conclusion of the Feasibility Study the Head Consultant is to submit a Feasibility Report detailing its findings. The reports should include expert sub-consultant reports, analysis of site information, cost plan, drawings, details of existing services infrastructure and implications, sufficient to describe the outcome of the Feasibility Study. The Feasibility Study Report should serve as a toolbox from which to launch into Phase 2: Concept Design having investigated and summarised all aspects and implications for this unique project. As a minimum, the Feasibility Study must address:

Stakeholder consultation - SMLSC briefing, DSE consultation, Planning consultation etc.


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Co-ordination of sub-consultants - Council requires the Head Consultant to engage and co-ordinate a comprehensive team of sub-consultants as detailed under ‘Sub-Consultants’.

Area and massing - although concept designs are not required at this stage, the Head Consultant is required to develop basic diagrammatic floor plans including circulation allowances and services areas and massing, to ensure that financial and planning aspects of the project are fleshed out at this stage and described in the Feasibility Report.

Cost Plan A - demonstrating the difference in cost for each of the two sites, for both the base brief and extended brief. The Cost Plan should also take into account the cost of providing temporary storage and patrolling facilities for the SMLSC during the summer patrol season if construction of the new development was to occur on the existing site. Similarly, the cost of demolition and making good to the foreshore at the existing site should be accounted for if the alternative site was selected.

Sustainability Scorecard - the report must account for the cost of providing a building at the forefront of sustainable design, as a minimum satisfying the City of Port Phillip’s Sustainability Scorecard.

Existing Services - Thorough research into the existing services and infrastructure (including power, water, sewerage, storm water, gas and telecommunications services) provisions to the two sites is required. The report must examine the need for provision of any new services or supply upgrades and account for the costs of providing all services to the building in the Cost Plan. The report should identify any major works or relocations required and the practical implications to properties, buildings or thoroughfares. The Head Consultant is required to acquire ‘Dial Before you Dig information’ for both sites, to analysis and distil any pertinent information contained therein.

Structural/civil/coastal engineering. As a coastal development, the SMLSC design is required to adhere to DSE’s Coast Management Act, taking into account predicted sea level rise, king tides, flood levels etc. The structural and financial implications of these requirements must be fully understood and addressed within the Feasibility Report.

Planning implications. The Head Consultant is expected to participate in preliminary consultation with Council’s Planning Department and DSE to determine likely restrictions on building envelope. Any practical or financial implications from these consultations should be addressed within the Feasibility Study Report.

DDA & BCA compliance. Any unique issues or financial implications relating to achieving DDA and BCA compliance for this project should be addressed in the Feasibility Study Report.

Soil testing – Council has an in-house Soil Contamination Advisor qualified to extract and report on soil contamination conditions. The Head Consultant is required to liaise with the Soil Contamination Advisor early in the feasibility study process to enable the test results to be accounted for in the Cost Plan. Results, recommendations and cost implications are to be included in the Feasibility Report. Contact should be made through the Project Manager.

Geotechnical investigation. The Feasibility Study Report must include a Geotechnical Report with analysis of bore holes at each of the proposed sites.

Construction constraints. The report must address access, temporary traffic management, storage of materials, environmental impacts etc.

Traffic Engineering. A traffic engineering report is to be prepared addressing existing vs proposed pedestrian, cycle and vehicular traffic flows and activity for a each of the potential sites.

Upon submission of the Feasibility Study Report there will be a hold point while the Report is presented to Councillors and a decision made regarding the preferred site. Phase 2: Concept/Schematic Design will only commence once Council has reached a decision regarding the site.


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5.3 Phase 2: Concept Design

Four (4) concept designs are to be developed and refined including two (2) distinctive designs for each of the base brief and extended brief at the preferred site as selected by Council following Phase 1: Feasibility. The Head Consultant shall prepare a Concept Design Report including plans, elevations, sections and perspective views, in addition to a detailed cost plan (Cost Plan B) for each design. Upon submission of the Concept Design Report, Council will review the funding status and determine which of the briefs is to be pursued. The Head Consultant shall allow for minor amendments to either the two base brief designs or the two extended brief designs based on Councillors’s feedback, prior to the designs being presented for community consultation. The Head Consultant is required to prepare suitable presentation material (eg A1 presentation boards) for the community consultation process. The concept design phase should address:

Innovation - Council requires innovative design solutions, thinking outside the square and putting the City of Port Phllip at the forefront of good design.

Innovative storage solutions - Creative methods to address substantial storage needs and potential options for future expansion.

Sensitive coastal design - Designs to be sympathetic to the coastal location and neighbourhood prominence, taking account of the Foreshore Management Plan and Coastal Management Act

Land Survey - The Head Consultant must commission a full feature and level surveys for the preferred SMLSC site on behalf of Council. CAD and pdf copies of the surveys are to be issued to Council.

After hours access - for community groups and members of the public hiring the function spaces

Traffic flows - Designs must pay due consideration to pedestrian and cyclist traffic flows, ambulance and vehicle access, allowing safe entrance and egress (unlike the existing SMLSC facility)

Planning / DSE - Design in line with Council’s Planning Policy and feedback from Planner and DSE at Phase 1.

Lines of sight – Refer City of Port Phillip - Public Toilet Strategy. Materials – Innovative use of materials and consideration of longevity in this harsh

coastal environment and use of sustainable materials. Cost Plan(s) B – Addressing all concept designs.

The Concept Design Report should demonstrate how the Head Consultant has addressed issues of planning, DSE Coastal Consent, design, materials selection and constructability as well as reflecting upon the critical findings of the Feasibility Study. The report should include preliminary engineering from each of the compulsory Sub-Consultants, in the form of sketches, drawings and reports. Cost Plans B for each of the designs will be included in the report along with comparisons of positive and negative aspects of each proposal and the Head Consultant’s recommendations. The requirement for such a degree of specialist consultant input in advance of Design Development is to ensure that any logistical or financial unknowns unique to this site and typology are fleshed out prior to the budget being set.

The Head Consultant shall allow for minor amendments to the completed Concept Designs following each of the following review stages:

Council’s review of the Concept Design Report submission. Community Consultation, DSE and Planning feedback. Following Council’s review of

community feedback, DSE and Planning’s feedback, a final Concept Design Report will be submitted.


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5.4 Phase 3: Design Development

The Head Consultant is required to further refine the Concept Design adopted by Council in line with the budget determined at the end of Phase 2. The Design Development Report should be prepared in conjunction with documentation suitable to apply and obtain Planning approval and DSE Coastal Consent. Careful design resolution at Phase 3, in conjunction with budget consideration and development of Cost Plan C is critical to ensure that once submitted for DSE Coastal Consent, the design does not change. Refer also ‘Deliverables’

The Head Consultant is required to demonstrate how the project will meet the minimum environmental performance benchmark at this phase.

The Head Consultant must allow to prepare 2 x A1 presentation boards demonstrating the project with a site plan and visualisations suitable for public presentation.

Approval to proceed with Phase 4 will be granted once Council receives both Planning approval and Coast Consent.

5.5 Phase 4: Contract Documentation

This phase involves the development of complete, properly coordinated, checked and up-to-date documents suitable for tendering, Building Permit and subsequent construction. All technical, aesthetic, environmental, and structural elements will be documented and comprehensively specified. The Head Consultant must:

Provide technical/trade specifications detailing in clear and measurable terms the quantity, standard and quality of all elements of the final design of the South Melbourne Life Saving Club, suitable for inclusion in the tender documents for the Building Agreement. Specifications and/or schedules and/or supporting information from the Head Consultant and sub-consultants shall be combined into one singular and comprehensive document, rather than bound separately.

prepare detailed drawings that define the quantity, position, assembly and extent of

all elements of the construction of the Works to a standard suitable for inclusion in the tender documents for the Building Agreement. All drawings shall be prepared under the Head Consultant’s drawing template, unless specified otherwise, and be uniquely numbered to Council’s specification;

prepare a pricing schedule for a lump sum tender, suitable for inclusion in the tender

documents prepared by Council. Pricing schedules must be capable of being used as the basis for pricing the Works and determining progress payments arising from the Building Agreement;

liaise with the Project Manager to compile a master copy of the full suite of tender

documents, including Council-prepared documents such as the Conditions of Tendering, Contract Conditions and annexure;

provide electronic version of the tender document master copy and drawings in PDF

and AutoCAD formats;

assist the Project Manager in obtaining a building permit, as described under ‘Statutory Permits’.

Upon completion of the tender documentation and prior to going to tender, Council will engage an independent quantity surveyor to prepare a Cost Plan D (pre-tender estimate). Cost Plan D will be used to determine if the documented project adheres to the budget agreed at the conclusion of Phase 3. If Cost Plan D is found to be over budget beyond a reasonable margin and the overrun was not due to scope increases initiated by Council, the Head Consultant is required to amend the documentation in accordance with agreed savings.


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5.6 Phase 5: Tender

A public tender will be conducted by Council. The Head Consultant is only required to participate in an advisory capacity (ie responding to Tender RFIs and issuing revised drawings if required), and to provide a ‘Contract Set’ as detailed under ‘Deliverables.

5.7 Phase 6: Contract Administration

Council will superintend the Building Agreement (AS4000). The Head Consultant responsibilities are as follows:

respond to contractor’s Requests for Information (RFIs) expeditiously provide advice throughout construction on a broad range of issues regarding the

documentation and site etc; provide advice from specialist Sub-Consultants; review of shop drawings, samples, prototypes; attendance at fortnightly site meetings ; review progress claims for accuracy and completeness and recommend amount

payable by the Superintendent; issue drawing amendments as required; provide advice for the assessment of variations and additional claims; carry out regular site reviews and make recommendations to the superintendent

based on observations regarding the works or non-compliance with the documentation

resolve design and practical construction matters raised; make recommendations to the Council regarding any additional design work and

execute those works upon approval by the Superintendent; prepare monthly reports for the Project Manager detailing the Builder’s activities

during the period under review with reference to program, budget, quality, environmental and other specified control;

assist the Project Manager in ensuring the required inspections, tests and commissioning is carried out at the completion of the project.

review as-built drawings prepared by the contractor along with manuals and warranties

assist the Project Manager in ensuring Council staff and building users is provided with comprehensive training with regard to new equipment and processes.

The Head Consultant must provide all of the above in a timely manner such that the superintendent to the construction contract (the project manager) is able to comply with their obligations under AS4000. The Head Consultant’s response times for RFIs on critical path items, shop drawing submissions, progress claims etc must not extend to a duration that would reasonably entitle the Contractor to an extension of time (EOT)/variation/interest charge/project suspension. Refer also ‘Deliverables’.

5.8 Phase 7: Post-Contract / Defects Liability Period

Refer ‘Deliverables’.

6. DELIVERABLES

6.1 Documents to be submitted

The Head Consultant is to submit the following as a minimum: Phase 1 - Feasibility:

Feasibility Report addressing 2 x possible sites Site Plan Cost Plan A for each site Diagrammatic plan layouts Identification of the building envelope


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Planning and DSE input Consideration of sea level rise and tidal issues Engineering considerations Rough elevations Evaluation and recommendation of the above

Phase 2 - Concept Design: Concept / Schematic Design Report Cost Plans B for each of the four design Floor plans Elevations and sections Perspective views Concept design analysis and design explanation Evaluation and recommendations Planning and DSE input

Phase 3 - Design Development: 2 x presentation boards for public display Design Development Report Cost Plans C Floor plans Elevations and sections Perspective views Preliminary engineering documentation Planning permit application and all documentation and amendments required by the

relevant authority to obtain a Planning Permit. DSE Coastal Consent application and all documentation and amendments required

by the relevant authority to receive Coastal Consent. Phase 4 - Contract Documentation:

Architectural and sub-consultant documentation package For Tender. Architectural and engineering specifications and schedules Engineering certificates Building Permit application and all documentation and amendments required by the

relevant authority to obtain a Building Permit. Phase 5 - Tender

Responses to Tender RFIs as required ‘Contract Set’ of documentation. The ‘Contract Set’ will account for all addenda

items, post-tender clarifications and negotiations.

Phase 6 – Contract Administration ‘Construction Issue’ documentation Responses to contractor RFIs as required Up-to-date drawings to be maintained throughout construction for submission at the

completion of the project capturing all amendments issued during construction (through Architect’s Advice notices etc)

Payment recommendation for monthly progress claims (quantity surveyor) Variation assessments (quantity surveyor)

Phase 7 – Defects Liability Period

Periodic defects reports (3 month intervals) throughout the DLP Council shall endeavour to supply the Head Consultant any information or documentation necessary to enable the services required under the brief to be performed.


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The Head Consultant shall maintain records, including electronic records, survey information, data calculations, plans, designs, specifications, contract documents, reports, instructions and decisions pertinent to this brief and project.

7. PROGRAM Council’s indicative timelines are as follows:

Consultant Engagement Short-listed tenderers notified 27 July 2012 Short-list tenders close 17 August 2012 Letter of acceptance to successful consultant 31 August 2012

Phase 1: Feasibility Study & Report (8 WEEKS) Final Feasibility Report submission (incl Cost Plan A) 26 October 2012 HOLD POINT – Council’s review of Feasibility Report Anticipated Council approval and decision

regarding preferred site 27 November 2012 Phase 2: Concept Design Report (8 WEEKS)

Concept Design Report submission (incl Cost Plan B) 15 February 2013 Councillor Review / Community Consultation (min. 3 months)

HOLD POINT – Council’s review of Concept Design Report TBA Head Consultant to amend concept designs (and report)

as required in preparation for community consultation 2 WEEKS HOLD POINT community consultation TBA Council’s review of community consultation feedback and

direction on preferred design

Phase 3: Design Development Report Design Development Report submission (incl Cost Plan C) Mid 2013 Final submission following Council review and amendments Submit Planning and DSE Coast Consent applications HOLD POINT – Planning and DSE approvals

Phase 4: Contract Documentation (3 MONTHS)

Council final review and amendments as necessary Cost Plans D to be commissioned independently by Council

Phase 5: Tender

Council to conduct public tender process Late 2013 Phase 6: Contract Administration

Construction to commence 2014 Phase 7: Defects Liability Period 2015 - 2016

8. BUDGET The construction budget for the SMLSC project is yet to be tested. It is the intention of the Feasibility Study and Concept Design phases (Phases 1 & 2) to determine the budget to deliver the area briefs contained herein, taking into account the complexities of each site.

As a rough guide, council anticipates the SMLSC project to be in the order of $3.5M. Following the Concept Design phase, Council will determine the project budget and area extents based on the estimates from Cost Plan B.

Tenderers are required to tender as follows:


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Phase 1: Feasibility Study & Report and Phase 2: Concept Design Report – Fixed lump sum fees to be based on the scope of services described in this brief and not the nominal budget. Fee variations will only be entertained if the scope is increased by Council and fees are agreed in advance.

Phases 3-7: Design Development to Defects Liability Period - Lump sum fee to be based on the nominal budget of $3.5M.

As part of the consultant’s tender submission a percentage is to be nominated for additional fees in the event that the budget determined from Cost Plan B exceeds the nominal budget by more than 10% (>$3.85M). This fee review will occur prior to commencing Phase 3. Any further fee variations prior to tender will only be entertained if the scope is increased by Council and fees are agreed in advance.

For Contract Administration and Defects Liability Period (Phases 6-7), fees may be reviewed once the building contract is awarded and amended in accordance with the percentage fee as noted above. Fees will be based on the contract award amount.

The Head Consultant is required to allow in the lump sum fee for amendments to documents following hold points council review and consultation as noted under ‘Program’ above.

9. ATTACHMENTS A. Woodhead - ‘South Melbourne & Port Melbourne Life Saving Club Design Basis

Report’ (17 pages)

SOUTH MELBOURNE & PORT MELBOURNE LIFE SAVING CLUB DESIGN BASIS REPORT

PP02 – 26/08/09


Contents

Design Assumptions

Consolidated Response

Site Analysis

Diagrammatic Response

Scheme 1 – ‘Rectilinear’

Scheme 2 – ‘Fluid’

Generic Cross Section

Details

Appendices

1

2

4

5

6

10

14

15

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Design Assumptions

- Vibrant Community Hub

- Accessible Storage

- Flexible internal and external space

- Durability / fit for purpose

- Community asset

- S.L.S is about fun and enjoyment

- S.M & P.M L.S.C centres on nippers

and I.R.B training.

- Internal and external connectivity

Room Name Port Melbourne Existing

Port Melbourne Proposed

South Melbourne Existing

South Melbourne Proposed

L.S.V (Clubhouse of the future)

StratcoReport

Project Brief (City of Port Phillip)

Return Brief Draft Analysis:01/07/09

Patrol Admin / Meeting Room

10 12 12 12 12

Patrol Observation Room 12 15 12 25 9 18 18 20

Function / Training (Interactive) Room

48 80 116.5 200 90 120 120 250

Commercial Kitchen 7.5 12 12 50 15 15 40

Bar 15 15

Male Amenities 15 15

Female Amenities 15 15

Disabled W.C 5

Gallery / Entry / Circulation 27 25 150 80 85

Secretary Office 8 10 10 12 9 12 12 12

Nipper Area & Store 20 36.5 30 20 20 30

First Aid Room 12 15 10.5 15 15 15 15

Female Member Amenities 9 20 39 25 50 50 70

Male Member Amenities 9 20 50 25 50 50 60

Gym / Multipurpose 40 40 33 200 70

Members / Training (Theory) 40 46 140 40 40

Billiard Room 82 90

Training Storage 10 3 30 6 20

Kitchenette 6 3

Information Kiosk / Shop 15

Female Public Amenties 42 25 15 10 10 25

Male Public Amenities 42 25 15 10 10 25

Kiosk 16 16 35

Café 80 110 110 130

Storage for ATV’s & I.R.B’s 40 60 42.5 420 120 230 230 470

Storage for ski’s 49.5 60 127 64

Storage for boards 60

IRB Workshop 25

Trailers (x 4) / 2 Surfboats/ Repairs

55

Total (m2) 397 699 770 1437 325 842 777 1569


14841399Total (m2)

55Trailers (x 4) / 2 Surfboards / Repairs

020Services

2525IRB Workshop

Storage for Boards

Storage for Skis

440400Storage for A.T.V’s & I.R.B’s

130130Café

Kiosk

2525Male Public Amenities

2525Female Public Amenties

1515Information Kiosk / Shop

Kitchenette

20Training Storage

00External Deck

90Billiard Room

40Members / Training (Theory)

7070Gym / Multipurpose

6060Male Member Amenities

7070Female Member Amenities

1515First Aid Room

3030Nipper Area & Store

1212Secretary Office

8585Gallery / Entry / Circulation

55Disabled W.C

1515Female Amenities

1515Male Amenities

1515Bar

4040Commercial Kitchen

250200Function / Training (Interactive) Room

2020Patrol Observation Room

1212Patrol Admin / Meeting Room


1400 Target

Room Name



– The fundamental purpose of this building is to facilitate the operation of theS.L.C. Ancillary requirements for other tenants will be addressed in theoccupation of multiuse spaces.

– The siting of this facility needs to consider context and adjacencies (i.e. playground) as well as functional requirements.

– Through consultation with Lifesaving Victoria it is understood that this facilitycould accommodate up to 1000 members.

– The design team will consider 3 options for the arrangement of program onthe site.

– It has become apparent through further stakeholder consultation and therevelation of potential roving patrols that the equipment storage will exceed thatspecified in the original brief.


SO

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LB

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Inventory Items P.M units S.M units Total

I.R.B’s 3 4 7

Motors 5 5 10

Fuel Cells 8 8

Prop Guards 8 8

A.T.V’s 1 1 2

Trailer 2 4 6

Large Ski (Surf) 25 18 43

Small Ski 5 12 17

Rescue Boards 10 96 106

Competition Malibu 15 15

Nipper Boards 70 70

Training Manikins 10 28 38

BBQ’s 2 2

Chairs 100 100

Tables 20 20

Compressor 1

Reels 8

Tents 2

Patrol Stand 1


Site Analysis

Contour PlanSurvey Section

1.0

0.5

0.0

1.5

2.0

2.5


Diagrammatic Response

Planning Options – ‘Perpendicular’







Ground Level

Level 1



Ground Level

PRELIMINARY AREAS

CAFÉ 130 GYM 70

WC PUBLIC 50 ATV / IRB 120

SHOP / INFO 15 SURF SKIS 100

FIRST AID 15 BOARDS 180

WC MEMBERS 130 WORKSHOP 50

TOTAL

(Exclusive of circulation)860



Level 1

PRELIMINARY AREAS

FUNCTION 200 OFFICE 12

KITCHEN 40 WC (M / F / DIS) 36

BAR / MEMBERS 150 PATROL 20

TOTAL






Ground Level

Level 1



Ground Level

PRELIMINARY AREAS

CAFÉ 130 GYM 70

WC PUBLIC 50 ATV / IRB 120

SHOP / INFO 15 SURF SKIS 100

FIRST AID 15 BOARDS 180

WC MEMBERS 130 WORKSHOP 50

TRAINING 40

TOTAL




Level 1

PRELIMINARY AREAS

FUNCTION 200 OFFICE 12

KITCHEN 40 WC (M / F / DIS) 36

BAR / MEMBERS 115 PATROL 20

TOTAL



Details


Generic Cross Section