Project Brief for

Consultancy Services

Project Name: …..

Consultant Type: ….

Tender No. …

Date of Issue: …..

Capital Projects and Service Planning

Department of Health
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CONTENTS

Introduction.......................................................................................................1

Section A Project Specific Details..........................................................................2

1 The Client................................................................................................2
1.1 Client..............................................................................................2
1.2 Principal..........................................................................................2
1.3 Contact Officer...................................................................................2
2 The Project..............................................................................................2
2.1 Background......................................................................................2
2.2 Project Objectives and Scope.................................................................2
3 Scope of Consultancy Services......................................................................3
3.1 Phases of Standard Brief (Part B) to be Undertaken......................................3
3.2 Additional Services.............................................................................3
3.3 Consultancy Structure..........................................................................3
3.4 Information Available...........................................................................4
3.5 Site Inspections.................................................................................4
4 Terms and Conditions.................................................................................5
4.1 Standard Agreement............................................................................5
4.2 Progress of Phases.............................................................................5
4.3 Warranty..........................................................................................5
4.4 Quality Assurance...............................................................................5
4.5 Insurances........................................................................................5
4.6 Intellectual Property.............................................................................5
5 Program..................................................................................................6
6 Estimated Project Cost................................................................................6
7 Proposal.................................................................................................6
7.1 Submission Inclusions..........................................................................6
7.2 Fees - Submission..............................................................................7
7.3 Fee Payable – Adjustment.....................................................................7
7.4 Resources........................................................................................8
7.5 Other Information...............................................................................8
7.6 Submission: Resource Tables................................................................9
7.7 Submission: Fee Table.......................................................................10
7.8 Submission – Resource Availability........................................................12
8 Privacy Statement....................................................................................13
9 Lodging of Submissions.............................................................................13
10 Selection Criteria.....................................................................................14

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Section B Standard Consultant Brief & Services.......................................................17

11 Project Consultancy Services......................................................................17
A: Environmental Sustainable Development.................................................17
B: Bushfire provisions............................................................................17
11.1 Phase 1 - Fabric Survey / Master Plan Study.............................................18
11.2 Phase 2 - Feasibility Study..................................................................20
11.3 Phase 3 - Schematic Design................................................................20
11.4 Phase 4 - Design Development.............................................................21
11.5 Phase 5 - Tender Documentation...........................................................22
11.6 Phase 6 - Tender, Evaluation, Award and Contract Administration....................23
11.7 Phase 7 - Defects Liability Period..........................................................23
11.8 Phase 8 - Post Occupancy Evaluation.....................................................23
12 Roles and Responsibilities – Consultants........................................................24
12.1 Liaison with Department’s CPSP Project Manager......................................24
12.2 All Consultants – General Responsibilities................................................24
12.3 Project Manager - Consultant...............................................................26
12.4 Architect as Planning & Design Consultant...............................................31
12.5 Architect as Principal Consultant............................................................35
12.6 Architect as Principal Consultant and Project Manager.................................36
12.7 Quantity Surveyor.............................................................................37
12.8 Engineering & Other Consultants...........................................................42
12.9 Mechanical Engineers........................................................................43
12.10 Electrical Engineers...........................................................................49
12.11 Hydraulic Engineers..........................................................................54
12.12 Communications and Security Engineers.................................................58
12.13 Civil Engineers.................................................................................64
12.14 Structural Engineers..........................................................................69
12.15 Fire Protection Services......................................................................73
12.16 Fire Safety Engineer..........................................................................79
12.17 Lift Services Engineers.......................................................................81
13 Other Consultants....................................................................................86
13.1 Building Certification Services...............................................................86
13.2 Environmental Sustainability Consultant..................................................87

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Introduction
The role of the Department of Health is “to enhance and protect the health and well-being of all
Victorians”. The Department delivers health care services through the public hospital system, community
based services and ambulance services, aged care and mental health services, directly and via funded
agencies. The Department seeks the provision of facilities which meet service requirements and which
provide value for money, while conforming to Government policies and probity requirements.
Capital Projects & Service Planning Branch (CPSP) manages or assists in the development of capital
projects to support the delivery of health services.
These Health projects require construction related consulting services. Requirements for the provision of
these services for this project are set out in this document as follows:
Section A: Project Specific Details
Section B: Standard Consultant Brief and Services (covering all consultant types)
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Section A Project Specific Details

1 The Client
1.1 Client
The Client will be the Department of Health and for all phases of the project, the Client will be represented
by a Project Control Group.

1.2 Principal
The Principal to the contract is the Secretary to the Department of Health.

1.3 Contact Officer

The primary point of contact for the consultant team is the Project Manager from the Project Development
& Implementation unit within the CPSP branch of the Department, who has a key role in the co-ordination
and management of the project. The CPSP Project Manager is delegated to represent the “Supervising
Officer”, nominated in each consultant’s Consultancy Agreement for the project, for the day-to-day
operational aspects in the management of the project.
The name and contact details of the Department of Health’s CPSP Project Manager responsible for this
project is noted under sub-clause 3.4 below. Reference to the general role of the CPSP Project Manager
is briefly noted in clause 12 below under sub-clause 12.1: “Roles and Responsibilities – Consultants”.
The responsibilities of consultants for liaising with the CPSP Project Manager are set out in more detail in
Part B, clause 12, under sub-clause 12.2: “All Consultants – General Responsibilities”. That sub-clause
also includes the general responsibilities of all consultants for meeting attendance, reporting requirements
and other matters.

2 The Project
2.1 Background
The CPSP Project Manager will include here a brief background to assist consultants in the preparation of
their tender. Background information may include details of the following:
 Location of proposed project; history of current site, former site(s);
 Relevant health region;
 Existing health services;
 Existing buildings;
 History of additions to buildings or on the site;
 Identification of new or updated service needs;
 Completed preliminary studies, conclusions, outcomes;
 Current state of development (example – Master Plan already prepared/not prepared)

2.2 Project Objectives and Scope

The CPSP Project Manager will include here a description of the project, with an outline of the objectives
and an explanation of the scope.
The project scope may include any combination of the following:
(a) Refurbishment of the existing building(s) and/or,
(b) Additions to an existing building and/or,
(c) A new purpose built facility.
The project is to be developed in phases as detailed in the following sub-clause 3.1. .

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3 Scope of Consultancy Services

3.1 Phases of Standard Brief (Part B) to be Undertaken
The phases applicable to this project will be: [The CPSP Project Manager will modify as appropriate]:
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 Defects Liability Period
Phase 8 Post Occupancy Evaluation
A summary of the key aspects of the consultant services to be provided for each phase is set out in Part B,
clause 11, of this project brief. Part B also includes a general description of the roles and responsibilities
of consultants for each consultant discipline.

3.2 Additional Services

Additional Services required for this project are listed follows:
 [Example: Asbestos Audit]
 [Example: Decanting]
[The CPSP Project Manager will list associated or additional services required to be included and priced
by the consultant. List to be duplicated into Table C in sub-clause 7.7]
These additional services to be provided by the consultant are to be included in the consultant’s tender
price by completion of Part B of Table C in sub-clause 7.7 below.
The Department of Health or the Project Control Group (PCG) reserves the right to review the project
design and documentation at any stage by the engagement of an independent consultant or through the
process of an internal departmental review.

3.3 Consultancy Structure

The details of all consultants to be appointed for this project are listed below.
The Project Manager, the Principal Consultant – Architect, and the Quantity Surveyor will be separately
appointed by the Department.
The extent of each consultant’s involvement will be dictated by the specific project size, cost or focus of
service delivery.
[The CPSP Project Manager will modify and customise the list of possible consultants below, as
appropriate consultants to be appointed for the particular project]
Consultants to be appointed for this project include:
 Project Manager * (refer to Roles and Responsibilities of Consultants, sub-clauses 12.3
Project Manager (Consultant))
 Architect / Principal Consultant (refer to Responsibilities of Consultants – sub-clauses 12.4:
Architect as Planning and Design Consultant, and 12.5: Architect as Principal Consultant).
 The Principal Consultant’s engagement may include the following disciplines/sub-
consultants:
 Architectural;
 Interior Design;
 Landscape;
 Engineering Services;
 Health Planning;

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 Structural Engineers;
 Hydraulic Engineers (cold water and sewerage);
 Civil Engineers;
 Fire Risk Assessment (safety audit);
 Fire Safety Engineer;
 Traffic Engineer; and
 Building Certification Services Consultant
 Quantity Surveyor (refer to Responsibilities of Consultants – 12.7)
 Engineering and Services Consultants / Sub-Consultants (refer to Roles and
Responsibilities of Consultants – clause 12, sub-section 12.8: Engineering & other
Consultants, and other following sub-clauses):
 Mechanical Engineers;
 Electrical Engineers;
 Hydraulic Engineers;
 Communications and Security Engineers;
 Fire Protection Services Consultants;
 Lift Services Engineers
 Sustainability (Environmental / Energy) Consultants#

3.4 Information Available

The following documents are available at http://www.capital.health.vic.gov.au/:
 Standard Contract for Construction Consultancy Services
 Property Guidelines
 Fire Risk Management Guidelines
 Capital Development Guidelines
This Project Brief describes what specific additional information or documentation will be available for
viewing. Such documentation includes the following:
 Asbestos Audit Report
 Draft Functional Brief
 Fire Risk Assessment Report
 Master Plan Study
 Service Plan
Any further information will be available by contacting the CP&SP Project Manager:
xx ….@healthcontactname*> Phone: xx …@healthcontactnumber*>
Capital Projects and Service Planning Fax: 9096 9136
Department of Health E-mail: xx @healthcontactemail*>
Level 4, 50 Lonsdale Street
Melbourne Vic 3000

3.5 Site Inspections

The location of the project site will be set out in the Project Brief. The availability and timing of site visits
will be detailed.

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4 Terms and Conditions

4.1 Standard Agreement
Consultants will be required to enter into a Standard Contract for Construction Consultancy Services,
which is available for perusal on request and is available at:
http://www.capital.health.vic.gov.au/StandardFormsContracts/ConsultancyContracts.
Tenderers should familiarize themselves with this Agreement, and provide a statement in their
submission that they are prepared to sign the Standard Departmental Contract for Construction
Consultancy Services (unaltered) should they be successful in being awarded the tender.
No requests for any modification of the Standard Consultancy Agreement will be considered by
the Department of Health. Any tender submission which includes suggested or proposed
modifications to the Standard Consultancy Agreement will be considered to be an invalid tender
and will not be considered.
Upon acceptance of the tender, the CP&SP Project Manager will prepare the specific Consultancy
Agreement and forward copies to the successful consultant. The consultant must arrange for signing by
the appropriate directors and promptly return the agreements for execution by the Department.

4.2 Progress of Phases

Consultants are to be appointed for all phases described in the Project Brief and the submission should
contain separate fees for each component. Consultants will only proceed from one phase to the next
following endorsement by the Project Control Group and approval by the Department.

4.3 Warranty
The consultants will be required to warrant that the project design and documentation is fit-for-(the stated)
purpose, conforms to the objectives detailed in clause 2.2 above and meets the requirements of service
delivery set out by the service plan and this project specific brief.

4.4 Quality Assurance

Consultants will be required to demonstrate that they have appropriate processes in place to ensure that
the planning, design and documentation conforms to the brief, and to ensure co-ordination of the physical
aspects of the project across disciplines. The appointed Project Manager or Principal Consultant must
ensure that such processes are established at the earliest stage of the project. All consultants must co-
operate in the quality assurance process.
Where the consultant has a quality management system in place which includes these processes, the
system should evidence a commitment to ensure that the design and documentation is fit for the stated
purpose.

4.5 Insurances
The consultants are to obtain and keep current for the duration of the project, Professional Indemnity
Insurance and Public Liability for amounts specified in Schedule 1 of the Agreement. Standard details of
insurances required are as follows:

Amount of Public Liability Insurance: $10,000,000 for any one occurrence

Amount of Professional Indemnity Insurance $10,000,000 for any one claim and $20,000,000
in the annual aggregate.

4.6 Intellectual Property

The Department retains the right to use the project design and documentation in whole or part as
set out in the Agreement (refer to clause 8 - Intellectual Property).

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5 Program
The specific “Project Brief” will advise likely dates that the particular Consultancy will commence and be
completed. The project brief will also advise the anticipated date by which the handover of buildings
should be achieved.
The consultants are to provide a preliminary program to reflect these targets as part of their submission.

6 Estimated Project Cost

The estimated Total Construction Cost (TCC), exclusive of GST, is: $......................
(Note that this amount excludes property acquisition, consultants’ fees, furniture and equipment, authority
charges, temporary accommodation, administration and agency commissioning costs).
This amount is to form the basis for the consultant’s fee submission – refer to 7.2.1 below.
The TCC will be adjusted at Cost Plan C1 stage and this adjusted TCC will be used to determine the final
fee payable - refer to sub-clause 7.3 below.

7 Proposal
7.1 Submission Inclusions
The consultant’s submission shall provide all information requested in this Project Brief.
7.1.1 General:
The submission shall include a response to each of the Selection Criteria in the order listed in clause 10
below.
The submission should include the following items to assist in consultant selection:
 Methodology – provide a description of the manner in which the consultant would provide
the services as set out, including a proposed development program and reporting schedule
for the whole project.
 Resources – nominate personnel to be assigned to the project; refer to sub-clause 7.4
below.
 Resource availability – provide a clear affirmation confirming that the personnel nominated
in the submission would be available to be assigned to the project and would remain
available for the duration of the services. Where applicable, Table D in sub-clause 7.8
below is to be completed as part of the submission.
 Referees - list of minimum 3 clients for whom the consultant(s) has recently carried out
similar consultancies, together with a contact for reference in each instance.
7.1.2 Fees.
Complying submissions shall have fee schedules set out in accordance with the format included in this
Project Brief. Where appropriate, the schedules shall be prepared for all consultant(s) including sub-
consultants (shown separately).
7.1.3 VIPP
The consultant’s attention is drawn to the Government’s Victorian Industry Participation Policy (VIPP).
The Policy applies to Government procurement activities for projects above the threshold values of $3
million or more in Metropolitan Melbourne and $1 million or more in Regional Victoria. The policy requires
a VIPP Plan certified by the Industry Capability Network Victoria Ltd (ICN) to be submitted as part of the
tendering and evaluation process. For consultancy engagements, where the tender amount (including
GST) is above the threshold values, tenderers must submit a Certified VIPP Plan to the Principal as part of
the Tender. Where the tender amount (including GST) is below the threshold values, this requirement
does not apply.
Tenderers are advised that the services of the Industry Capability Network Victoria (ICN) will be available
to assist them in implementing the policy in obtaining a certified VIPP plan to include with their tender
submission.

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Further information on the policy and templates are available on the Department of Innovation, Industry
and Regional Development (DIIRD) website www.diird.vic.gov.au/vipp

7.2 Fees - Submission

7.2.1 The consultant’s fee submission is to include a sub-total of amounts for those phases which are
fixed sum, and a sub-total of amounts for those remaining phases which are percentage based.
Fee percentages in the consultant’s submission should be based on the estimated Total
Construction Cost exclusive of GST (TCC). (Refer to Project Cost, clause 6 above.) For the
calculation of the final fee payable, note the contents of sub-clause 7.3 below.
7.2.2 Fee proposals shall be provided for each of the phases listed in this Project Brief. The following
table lists the type of fee required to be submitted for each particular phase. (refer to Table C –
Fee Schedule, in sub-clause 7.7 below):

Phase 1 Master Plan Fixed Sum

Phase 2 Feasibility Study Fixed Sum
Phase 3 Schematic Design Percentage
Phase 4 Design Development Percentage
Phase 5 Contract Documentation Percentage
Phase 6 Contract Administration Percentage
Phase 7 Defects Liability Period Fixed Sum*
Phase 8 Post Occupancy Evaluation Fixed Sum*
Note: The project brief may require the fee for Phase 7 to be included in the fee for Phase 6.
7.2.3 The fees for each sub-consultancy should be separately shown for each phase (as set out above)
when a submission is provided by a consortium.
7.2.4 Provisional sums are to be identified for selected items. They are to be listed separately.
Consultants are to identify which of these items are included in the fees associated with Phases 1
to 8 above.
7.2.5 Consultants should note that the fee schedule (refer Table C in this section) should be adjusted for
specific project issues.
7.2.6 Total Fees will allow for all relevant consultant services and all disbursements, including all travel,
printing of all documents to provide sufficient copies to inform all relevant parties and to meet
contract obligations.
7.2.7 If the project is cancelled or deferred, additional fees for any consultants will not be attracted.
7.2.8 Fee proposals should show the GST exclusive values, the GST values and note clearly that fee
claims will be in the form of a tax invoice detailing the fee plus GST.
7.2.9 Consultants should provide a schedule of hourly rates for works undertaken at the direction of the
Department outside the agreed scope of the consultancy, and should clearly indicate the period of
validity of the rates quoted.

7.3 Fee Payable – Adjustment

For those phases which are not fixed sum, the consultant’s submitted fee percentages will be used to
determine the final fee payable to the consultant. The percentages will be applied to the construction cost
from the approved Cost Plan C1, to adjust the final fee payable. For the purpose of this determination, the
TCC as calculated at Cost plan C1 includes the design and construction contract contingency amounts,
but does not include cost escalation to project completion.

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7.4 Resources
The consultant’s submission for services shall nominate personnel to be assigned to the project. The
submission should also include a list of proposed sub-consultants, which contains such consultants’
professional experience. The submission should include the following for relevant consultant personnel,
and for each consultant and sub-consultant:
 The names of the personnel who would be assigned to the project, their roles and
responsibilities, qualifications and other professional experience relevant to the conduct of
this study.
 The person nominated to lead the team and the team’s clearly defined management
structure. The assigned staff together with allocation of time should be presented in the
consultant’s submission in a form as set out below: see Tables A, B and D.

7.5 Other Information

7.5.1 Electronic data

In order to simplify the exchange of electronic files between Capital Projects and Service Planning Branch
and consultants, the Branch requires that consultants supply files in a format (either created in or saved
as) that is consistent with the software used by the Branch.
Consultants should therefore be able to supply files that are compatible (i.e. can be opened readily) with
the following (IBM compatible) software:
 MS Word for Windows 2003
 MS Excel for Windows 2003
 MS Project for Windows 2000
 Electronic drawings compatible with Autocad 10.
 Adobe pdf/picture files in jpeg format.
7.5.2 Compliance
Compliance - all consultants will be required to acknowledge in their submission that they are prepared to
sign the Department’s Standard Contract for Construction Consultancy Services, unamended as indicated
in sub-clause 4.1 above.

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7.6 Submission: Resource Tables

Consultants are required to submit costings in accordance with the following two table formats. The
consultant’s proposed resources plan will be used for evaluation of the submission and selection process
only.

Table A:
Resource Rate Hours $ Allowance
(ex GST)
Director *

Team Leader *

Manager *
Consultant *

Admin *

Other

Other

Other
Total $

* Example titles only.

Table B
Resource Phase Phase Phase Phase Phase Phase Phase Phase Total Hours per
1 2 3 4 5 6 7 8 Resource
Hours Hours Hours Hours Hours Hours Hours Hours

Director *
Team Leader
*
Manager *
Consultant *
Other
Other
Other
Total Hours
per Phase
* Example titles only.
Note: Table B will not be used as any basis for the assessment of variations.

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7.7 Submission: Fee Table

Section A, sub-clause 3.1 identifies which phases are included in this particular project. Additional services
which are to be included in the project have been listed in sub-clause 3.2.
This table C is required to be completed by each consultant or sub-consultant separately, e.g. Project
Manager, Architect, Quantity Surveyor, Civil Engineer, Mechanical Engineer, Landscape Architect, Planner
etc and a summary sheet should also be included.
Fees are to be lodged as set-out in the following table. Insert details in shaded areas. Fees are to be based
on the Total Construction Cost defined in Section A, clause 6 above, calculated as described in sub-
clause 7.2.
Exclude GST from the fee proposals except where shown at the bottom of the table.
The CPSP Project Manager will customise the following table to reflect the particular project
Table C Fee Schedule
Fee Schedule Fixed Fee $ Percentage Summation
(F) (%) Column ($)

A Phase 1
Phase 2
Phase 3 )%
Phase 4 )convert
Phase 5 )to $
Phase 6 )
Phase 7
Phase 8
B of Q )

Sub Total – Fixed & Percentage F= % P=

Sub Total A (F + P)
[Fee based on building cost (estimated
TCC) of $ - see clause 6]

B Provisional Sums and Indicative Monetary Allowances

Aerial Photos
Asbestos Audit
Asset Management Plan
Attendance at VM/Design Review
BCA Modification
Building Permit Levy
Decanting
Environmental Survey
Fire Safety Audit
Risk Assessment
Geotechnical Assessment
Heritage Study
Business Case
Land Surveying
Presentation Model
Property Assessment
Prototype
Town Planning Permit
Design Review
Traffic Study
Video
Undertake Performance Based
Assessment
Other
Sub Total B
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Total Fee Subtotal A + Subtotal B $

GST $
Total Payable $

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7.8 Submission – Resource Availability

Table D: Resource Availability Schedule
INSERT COMPANY NAME
RESOURCE ALLOCATION SCHEDULE
Insert & amend titles as appropriate
PROJECT PROGRESS STATUS DIRECTORS PARTNERS / ASSOCIATES PROJECT MANAGERS
Insert name & role of each nominated team member below

Insert project status & timing Team Member 1 Team Member 2 Team Member 3 Team Member 4 Team Member 5 Team Member 6 Team Member 7 Team Member 8
(eg. In design documentation
Insert project name
due for completion Nov
2009.)

Insert percentage of time allocated to each project

RESOURCE
COMMITMENTS (%)
CURRENT
TENDERS
Insert project name Insert phase(s) proposed Insert percentage of time proposed on current tender submissions

TOTAL TENDERED

TOTAL COMMITMENT (%)

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8 Privacy Statement
The information provided in the consultant’s submission will, to the extent that it is not publicly available
information, be kept by the Department in accordance with the Information Privacy Principles under the
Information Privacy Act 2000. Please see the Privacy Policy Statement at www.health.vic.gov.au/privacy or
contact the Department’s Project Manager to request a hard copy by mail.
Each department must report summary details of all contracts in excess of $100,000 but less than $10
million on the Contracts Publishing System website.
Contracts over $10 million in value are to be disclosed in full on the Contracts Publishing System website,
subject to application of the exemption criteria in the Freedom of Information Act 1982.
For further information, refer to the Central Register of Major Government Contracts at
www.contracts.vic.gov.au.

9 Lodging of Submissions
Submissions should be clearly marked with the project identification details required by the Project Brief
and should clearly show the tender number. The tender submission should be delivered to the following
address:
Tender No. (include number)
Tender Box
The Department of Health
Mailroom, Basement Level 1 (B1)
50 Lonsdale Street
MELBOURNE VIC 3000
Submissions should be received no later than at the time and date indicated in the tender documents.
A4/A3 copies of the submission with their tender.

All queries should be directed through the Department’s Project Manager.

Note 1: No submissions sent by fax or delivered later than the date/time set out in the Project Brief will be
considered to be a conforming tender. The submissions will be returned unopened in accordance with the
Department’s tender procedures.
Note 2: The Tender Box is located in the mailroom in Basement level B1. Access can be either via the
carpark, entrance Little Lonsdale Street, or from the foyer via the Eastern lift, following the signs “Tender
Box” at basement level 1.
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10 Selection Criteria
Assessment of detailed submissions will be against the Selection Criteria, to which weightings are shown
in the table below. The tender evaluation process will apply the weightings in a manner to ensure value
for money. The selection panel will short list consultants using the selection criteria then use the final
selection criteria, the fee proposal, to make a final selection:

Selection Criteria Weighting

Project Experience
The experience of the consulting organisation/group in working with or on a project of
this type, scale and environment.

Team / Management
The specific people to be engaged on the project; their experience (particularly in
relation to the projects mentioned for the above criterion), expertise and nominated
tasks; how they will be managed and coordinated. Consideration has to be given to the
consultant’s recognition of their responsibility to the project process.

Methodology / Approach
Having a sound understanding of the issues surrounding the particular project and
tailoring the sequence of activities to ensure that the desired project outcome is
achieved. Having identified critical activities and outputs. The ability to effectively
communicate key activities and steps to be performed. The ability to challenge and
promote lateral thought amongst all parties is an important consideration.

Program / Response
A demonstration that the consultants have an awareness of the time constraints placed
on the project, and having considered the particular timing issues relevant to the
project, have established the sequence of tasks and associated schedules necessary to
achieve any predetermined timelines.

Design Quality
Demonstrated ability to design and deliver facilities that support efficient service
delivery, are supportive of the needs of the various building occupants and visitors,
contribute to the creation of a high quality environment, are efficient to operate and
maintain and have the required flexibility to accommodate any planned or unplanned
future expansion or changes in use.

Environmental Performance
Demonstrate the consultant’s experience in the environmental performance of these
types of projects. Key performance elements are energy efficiency, water consumption,
waste management, material selection, biodiversity and indoor environment quality.
The consultant’s tender should address the following:
1. How are the sustainability goals and targets established?
2. What are appropriate performance indicators and monitoring methods?
3. How are Environmental benefits of options established?

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Client Focus
Competency in addressing client issues and concerns.
The ability of the client to elicit a cooperative and valuable contribution from the client.

Quality Assurance
A demonstration that the consultant has processes in place to ensure that the required
documents conform to the brief.
The tender submission should address if the consultant’s organisation has in place a
quality management system; the nature of the quality management system; details of
any other quality assurance procedures the consultant’s organisation would put in place
for the project.

Resources and Availability

The consultant’s history and resource capability to perform services and availability of
key personnel.

Services Planning Expertise

Experience in service planning for facilities (eg. to meet health needs).

Experience with Government Procedures

Relevant experiences may include: previous government/DHS/DH projects, knowledge
of government/DHS/DH procedures and policies, the degree to which the firm’s systems
can meet government procedures, previous tendering experience.

Insurance Mandatory
Please provide the information as indicated below on your company’s public liability and
professional indemnity insurance arrangements.
 Name of Insurer
 Policy Number(s)
 Expiry Date
 Limit of Liability.

Victorian Industry Participation Program Mandatory

Commitment to engagement or participation of local suppliers/supply chains, building
local industry knowledge and skills and promoting services that utilise regional industry
participation are considered

References Mandatory
Normally three referees should be provided to support the submission in relation to the
type of work/role envisaged.

Compliance Mandatory
Acknowledgement that the consultant is prepared to sign the Department’s Standard
Contract - refer to sub-clause 4.1 above.

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Fee Inclusions
Scope of services included in the fee proposal and the appropriateness of the quoted
amount to enable optimum service provision for the client.

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Section B Standard Consultant Brief & Services

11 Project Consultancy Services

The consultant is to provide services for each phase in accordance with the details set out in the
Capital Development Guidelines.
A summary of the key aspects of the services to be provided for each phase by consultants includes
the activities described in the following sub-clauses 11.1 to 11.7.

Total Project Issues – all Consultants.

In the preparation and development of designs and documentation, consultants are also to include
consideration of the following issues A and B below:

A: Environmental Sustainable Development

The project team and all consultants are to prepare designs and documentation in accordance with
the Capital Development Sustainability principles in the guidelines. The design shall embody
objectives of energy efficiency, greenhouse emission reduction and waste minimisation.
The project team shall take a whole-of-life approach to sustainability including but not limited to,
indoor environment quality and resource efficiency. The Project Team shall design and deliver
systems which support positive behavioural practices from staff, patients and visitors.
The project team shall undertake design and documentation of building systems, materials and
engineering infrastructure which are robust and low maintenance and reflect sound engineering
design principles. Building design and Engineering systems selected should promote use of
renewable energy.

B: Bushfire provisions.
Consultants are to prepare designs and documentation in accordance with Ministerial Direction No. 3
– Bushfire provisions for buildings of a public nature issued under the Project Development and
Construction Management Act 1994.
Application of the Ministerial Direction will ensure that a bushfire attack level risk assessment, based
on the methods in AS 3959-2009 Construction of buildings in bushfire prone areas, is incorporated
into the design and documentation process.
The bushfire attack level risk assessment is to be conducted by a suitably qualified practitioner, which
can include a specifically trained registered building practitioner. The assessment applies to new
construction, rebuilding, alterations and additions, requiring one or more building permits.
Bushfire attack level risk assessments are, by their nature, a broad indicator only. Some design
attention may still be required in instances of low risk assessment, taking into consideration
surrounding conditions and potential threat, particularly from ember attack.
The risk level may be reduced / minimised by site maintenance and management arrangements, such
as appropriate landscaping and planting, and regular fuel reduction practices. Consultants should
therefore incorporate such non-building related measures into their design treatments.
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11.1 Phase 1 - Fabric Survey / Master Plan Study

The consultant is to provide services for each phase in accordance with the details set out in the
Capital Development Guidelines.
A summary of the key aspects for consultants includes the following activities:

(i) Fabric Survey

Where existing assets are being upgraded or redeveloped, a fabric survey is to be undertaken as part
of the Master Plan study and preparation phase, using the format of the Department’s Asset
Assessment workbook.
The survey is to be carried out in a format for a building condition audit. The ensuing report should
clearly set out the requirements and recommendations to meet the current regulations in respect to
safety, asbestos, disabled access, hazardous goods storage, etc. This survey can be undertaken in
conjunction with the services planning. As part of the survey, it is critical that an assessment be made
of the fire safety issues for the asset, taking into consideration the current regulations.

Physical Assessment
Undertake a physical assessment of the assets including buildings and engineering services of the
existing facility. This will identify the general construction, finish and condition of the principal internal
and external elements together with a general analysis of the existing engineering services. The
strengths and deficiencies of the buildings and infrastructure should be highlighted. Alternatively,
confirm / modify the findings of any existing assessments.

Fire Safety and Risk Assessment - for buildings subject to Fire Risk Management (FRM)
Guidelines
A fire safety and risk assessment report is to be provided where proposed capital works may be
impacting on life safety to a client accommodation area of the facility. These works may be in the
building providing the client accommodation or in an ancillary building that may be a fire source
feature that can indirectly pose a fire risk to the occupants.
Fire safety and risk assessment is to be carried out by a qualified fire safety engineer. Building
practitioners registered in Victoria in the class of fire safety engineer and building surveyor may carry
out the fire safety and risk assessment to ascertain the adequacy and appropriateness of
management and fire precautions systems for the well being of clients and staff. In particular, fire
safety recommendations are to be part of a single integrated fire safety system throughout the site.
The department’s fire risk management strategy requires the consultant to determine priority works
necessary to meet the objectives of the Capital Development Guidelines for Fire Risk Management
(Series 7).
For existing buildings identification of fire hazards and immediate fire safety precautions is to be
undertaken in accordance with relevant codes and departmental guidelines (refer to Fire Risk
Management guidelines)..
The fire safety engineer will be expected to review options and provide advice at the master
plan/feasibility study stage and be involved in all stages of the design and documentation phases. The
fire safety engineer is to sign off that the documentation encapsulates the intent of the fire safety
report recommendations that were developed in accordance with the departmental Fire Risk
Management guidelines.

Functional Assessment
Undertake an assessment of the functional condition of each building and identify those areas which
affect the delivery of agreed services. This should be done in terms of both functional suitability and
functional adaptability. Alternatively, confirm / modify the findings of any existing assessments.

Space Utilisation Assessment

All buildings presently used for and considered suitable for health purposes are to be assessed to
satisfy the department’s guidelines and standards. Alternatively, confirm / modify the findings of any
existing assessments.

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(ii) Master Plan Study and Functional Brief

The master plan phase will include the preparation of a functional brief where this has not been
prepared prior to this phase. The functional brief sets out the key service activities and their
relationships. The detailed requirements are set out in the Capital Development Guidelines.
The master plan phase should commence only when the services planning has been agreed and
endorsed by the PCG. Determine appropriate net and gross space requirements using the
Department’s benchmarks and guidelines, and confirm activities and their relationships.

Functional Brief
Schedule the requirements for pedestrian and vehicular access, car parking and any special
requirements as identified in the brief.

Site and Environs

Investigate the relevant information and influences specifically affecting the works including an
existing conditions audit (eg. access, orientation, views, site services, asbestos removal, relevant
authority requirements, etc.).
Assessment of properties for acquisition / disposal: Consultants will be expected to identify where
rationalising facilities will provide surplus land or alternatively to undertake a site identification survey
and development of selection criteria to evaluate a minimum of 3 sites. The performance
requirements will be based on the Department’s base Site Selection Criteria, including location, area,
topography, accessibility, shape, zoning, planning constraints, availability, value, servicing and
timeframe, as well as any changes or additions to the criteria to reflect project specific issues
confirmed by the Department.

Energy Efficiency – BCA Part J Requirements

From the early planning stages of the project, all consultants are to consider energy efficiency in the
design decisions and the choice of materials. Consultants are expected to consider the performance
requirements set out in the Building Code of Australia, Part J.
Consultants should identify design options appropriate to their area of professional responsibility
which will facilitate the efficient use of energy. All consultants are to contribute during all phases of
the design process to the preparation of reports leading to compliance with the “deemed to satisfy”
Part J requirements. Where there is a failure to achieve the “deemed to satisfy” requirements, all
consultants are expected to assist with the performance based assessment process.

Associated Works
Describe any additional works which may be associated with the development of the project (eg. site
services, landscaping, demolition, temporary accommodation, etc.).

Engineering Services
Ascertain future service needs and assess existing services against their adequacy and
appropriateness to current and future needs, in particular fire safety requirements. Develop options for
meeting future service needs, with emphasis on solutions that are cost effective, readily maintained,
flexible and can be implemented with minimal disruption. Particular attention has to be given to energy
usage and performance. Alternative energy systems should be examined.

Project Confirmation
Develop and examine the proposal for the works to the point where the physical, operational and
financial parameters are identified and the proposal can be confirmed as the most appropriate scope
of work (to Cost Plan A level). It is then to be presented to the PCG for consideration and assessment.
Typical documentation required at the completion of this stage is as set out in the Department’s
Masterplan Report Checklist.
Approval is required before proceeding to the next phase.

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(iii) Strategic Masterplan

A Strategic Masterplan may be undertaken to inform high-level planning for a site or to update a
recently completed Masterplan with new information or to accommodate changed circumstances.
The exact format of a Strategic Masterplan will vary according to the availability of site information but
will generally be a reduced form of Masterplan, eg User Group Consultation is generally only with an
Executive User Group.
The output from a Strategic Masterplan is generally a high-level development strategy for a site rather
than planning for a specific project.
Consultants who are unsure of the level of detail required where a Strategic Masterplan is sought
should contact the Department’s Project Manager to seek clarification

11.2 Phase 2 - Feasibility Study

With the approval of the PCG, the selected proposals will be further enhanced with a detailed analysis
of physical, operational and financial aspects, including options for conformance with the BCA Part J
requirements. An indicative Cost Plan, prepared in accordance with the Standard Procedures
included in the Australian Institute of Quantity Surveyors’ “Australian Cost Management Manual”
(based on the National Public Works Council Cost Control Manual) and the Department’s Guidelines,
to Cost Plan B level should be prepared. The consultants are to prepare an implementation timetable
for the project and an associated cashflow projection that incorporates any timing constraints that may
be imposed by associated works or other relevant factors.
A Business Case is to be carried out in accordance with Department of Treasury requirements,
including a financial analysis for each of the viable options, indicating capital and recurrent cost
issues, net present values, etc for each.
Typical documentation required at the completion of this stage is as set out in the Department’s
Feasibility Study Report Checklist.
Endorsement by the Project Control Group (PCG) is required before proceeding to the next phase.

11.3 Phase 3 - Schematic Design

This phase involves the review of the Feasibility Study, preparation of design briefs and design
sketches for the agreed development option, the preparation of a Limit of Cost Estimate (Cost Plan C)
for the agreed development option, and the preparation and submission of planning approval
applications, if required. This applies to both architectural and engineering services design.
A Schematic Design Report will be prepared that demonstrates that a thorough analysis of design and
engineering service systems has occurred that ensures that the intent of the functional brief will be
met. The report will also demonstrate how the performance requirements of the BCA Part J will be
met.
The report would also include studies and recommendations relating to operational issues, such as:
 Client Records
 Communications
 Energy Systems
 Fire safety systems
 Maintenance systems
 Management Information Systems
 Storage and Distribution (Linen and Goods)
 Waste Management
 Catering, etc.

Fire Risk Management Strategy.

If the proposed works are subject to the Fire Risk Management Guidelines, the design team
(particularly the fire safety engineer and the building surveyor), will be responsible to ensure that all

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passive requirements (such as compartmentalisation, ease of egress and material selection),

detection and suppression systems have been addressed satisfactorily in the schematic design.
Documentation will be subject to a "desktop" review to ensure that the fire safety design will satisfy
the performance based requirements of the building regulations, including the BCA, and the
departmental guidelines on Fire Risk Management. The fire safety engineer is to sign off that the
schematic design documentation embodies the intent of the "desktop" fire safety report
recommendations developed in accordance with the departmental Fire Risk Management guidelines.
The fire safety engineer is to undertake liaison with key disciplines, eg. communications and security,
to ensure integrity and integration of systems.

Project Documentation before proceeding

Typical documentation required at the completion of this stage is set out in the Department’s
Schematic Design checklist and should including the following:
 Cost Plan C(including life cycle recurrent costs / square meter)
 Development Application documentation, if required.
 Elevations and Sections (1:100 or 1:200).
 Floor and roof plans (1:100 or 1:200).
 Building Services systems description (including energy consumption / hour / square
meter)
 Business Case Report.
 Preliminary Room Data Sheets.
 Preliminary Specification for all materials and finishes (including low maintenance
issues).
 Presentation Standard Perspectives.
 Site Plan (1:500) including identification of setbacks, built forms, vehicular & pedestrian
routes, easements, emergency access routes.
 Title Survey Plan (if not already provided).
 Typical Construction Details and Sections for facade, walls, floors and roof (1:100).
Project programme of key milestone dates and procurement method should be determined at this
phase and consultants should prepare a report on options considered and recommend the
appropriate project delivery methodology.
A Business Case is to be undertaken with input from all members of the consultant team as directed
by the CPSP Project Manager. Alternatively update, if a Business Case has already been prepared.
The approval of the PCG is required before proceeding to Phase 4.

11.4 Phase 4 - Design Development

This phase involves the ongoing development and refinement of the approved design by all
consultants and the incorporation of all Authority requirements, including those in the BCA Part J, into
the design. A further Cost Plan (C2) estimate will be prepared to demonstrate that the project is still
within budget.
A Design Development report will be prepared that demonstrates that issues of planning, design,
materials selection, constructability, building services, (structural, civil, fire safety, mechanical,
electrical, hydraulic and energy services) have been coordinated and integrated into the proposal to
ensure an effective project outcome.
Following the fire audit and risk assessment of existing conditions, the redevelopment or new project
design and documentation is to be reviewed and liaison with the consultant design team to ensure
compliance with the department’s Fire Risk Management Strategy and Guidelines.

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Typical documentation required at the completion of this stage is as set out in the Department’s
Design Development Report Checklist and should be based on the approved Schematic Design
developed in more detail. It will include but not necessarily be limited to the following:
 Asset Management Plan (including items listed below)
 Building Services including plant, reticulation, monitoring and control systems.
 Construction sections (1:50) for facade, perimeter wall sections showing finishes at
junctions of walls and floors, ceilings, etc.
 Coordinated reflected ceiling plans (1:100).
 Developed Room Layouts (1:50).
 Equipment Briefing Schedules.
 Lift, stair and riser details (1:50).
 Plans, Sections and Elevations (1:100).
 Roof layout and drainage details.
 Room Data Sheets.
 Site Plan.
 Siteworks and Landscaping layouts.
 Review & confirm Cost Plan C (including life cycle & recurrent costs / square meter)
 Description of the project operations in terms of :
- users’ performance requirements (eg low maintenance and low energy
consumption)
- design parameters (eg architectural / engineering capacity of structure and
systems).
Note: The Asset (or Facility) Management Plan is to be prepared to enable the facility to be managed
across its operational life. The Plan will include, but not be limited to
 an asset register including age, condition, value and supplier data
 operating plan(s) (including cleaning, energy and hotel services)
 maintenance plan(s) (including replacement / refurbishment schedules)
 compliance issues eg maintenance of essential services
 projected costs for annual (recurrent/ongoing) requirements, eg. energy or cleaning,
and anticipated costs for the life cycle of the facility eg major plant or refurbishment of
systems.
Approval of the PCG is required before proceeding to Phase 5.

11.5 Phase 5 - Tender Documentation

This phase involves the development of properly coordinated documents, suitable for tendering and
subsequent construction either as a lump sum or a number of contracts. The documents, and the
project, must have all relevant Authority approvals.
A pre-tender estimate Cost Plan D will also be prepared to demonstrate that the project will remain
within budget.
Typical documentation required at the completion of this stage should include but not necessarily be
limited to the following:
 Advertisements (tender and/or expression of interest)
 Bill of Quantities
 Contract including special conditions.

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 Cost Plan D
 Specification.
 Tenderer’s Brief.
 Working Drawings.
 Program of key milestone dates.

Fire Risk Management Strategy:

Where required, the fire safety engineer is to review the tender documentation to ensure that all
recommendations for fire safety have been included, that the intent of the performance based design
has been met and complies with the Department’s Fire Risk Management Guidelines.
Approval of the Phase 5 - Tender Documentation by the PCG is required before proceeding to Phase
6.

11.6 Phase 6 - Tender, Evaluation, Award and Contract Administration

This phase involves the calling, evaluation and awarding of tender(s), and contract administration. It
also involves the appropriate commissioning of the building.
Typical documentation required at the award of tender stage should include but not necessarily be
limited to the following:
 Bank guarantee
 Contract documents (including Instrument of Agreement, legal contract and technical
documents)
 Financial check
 Compliance with OHS, IR and Victorian Industry Participation Program requirements
 Insurance evidence
 Selection report and endorsement
 Statutory declaration (comply with Code of Practice)

11.7 Phase 7 - Defects Liability Period

This phase involves monitoring the works and having all discovered defects addressed by the
Contractor. The consultants shall provide advice and support to the Principal regarding defects,
including faulty materials and workmanship. Where the matter is critical to the service delivery
functions or occupant safety, the Superintendent shall arrange for the Contractor to promptly rectify
the defect. In the case where this fails, the Superintendent, on behalf of the Principal, may arrange
for an alternative means to be used utilizing the security retained for this purpose.
The consultants are to arrange for a coordinated report to be provided to the Principal, initially for
review and sign off, in sufficient time to be forwarded to the Contractor during the Defects Liability
Period.

11.8 Phase 8 - Post Occupancy Evaluation

Post Occupancy Evaluation (POE) is required to be undertaken as part of the project consultancy
quality assurance process. It usually takes place 12 months after the completion of the construction
and occupation by the agency. The POE shall review the functions and suitability (ie fit-for-purpose) in
terms of the original brief and shall make comment on:
 assessment of current operations,
 project objectives have been met, and
 the requirements to be considered for future projects.

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12 Roles and Responsibilities – Consultants

(Consultants to refer to appropriate sub-clause)

12.1 Liaison with Department’s CPSP Project Manager

1. The Department’s Project Manager is the primary contact for the consultant team and is the
main conduit to the Agency. The Department’s Project Manager is to provide technical
expertise in the processes of planning, procurement and implementation of assets, buildings
and associated infrastructure works.
2. All documents issued to, from or through the Department which are project related are to be
controlled through the Department’s Project Manager. This does not preclude direct
communication by consultants with agencies in implementing their consultancy. Such
communication may occur on a day to day basis. Copies of all communications are to be made
available to the Department’s Project Manager.
3. In the Project Brief, Section A, sub-clause 3.4, the name and contact details of the Department
of Health’s CP&SP Project Manager responsible for the particular project is provided.
4. The Department’s Project Manager will engage, direct and monitor the services, responsibilities
and duties of the consultants throughout all stages of the appointment.

12.2 All Consultants – General Responsibilities

Overview
1. All consultants are to liaise with the PCG through the Department’s Project Manager.
2. Consultants are engaged to facilitate the planning and development of physical facilities to
provide health, aged care or mental health services for the Department of Health. All
consultants are to work as a consultant team to plan and deliver the stated facility.
3. The general responsibilities of consultants with respect to meeting attendance and reporting
requirements are set out in this sub-clause.
4. For a more detailed general description of the scope of the services required and the
responsibilities of the particular consultant, refer to the sub-clause relevant to the consultant’s
discipline.

Meeting Attendance
5. All consultants are required to attend regular (eg fortnightly) meetings throughout each phase of
the project. Meetings they are expected to attend include but are not necessarily limited to:
 Consultant Team meetings
 Design and Sustainability Principles Briefing
 Design Team meetings
 Design Review Workshops (including Peer Reviews for larger or more complex projects)
 User Group meetings
 Contractor’s meetings
 Project Control Group meetings.

Consultant Team Meetings

6. All consultants are required to attend regular Consultant Team meetings (eg fortnightly)
throughout the design and documentation phases of the project. Consultant Team meetings
manage all activities and report on the status of the project to the Project Control Group. The
meetings are chaired and minuted by the Project Manager or where there is no Project
Manager, the Principal Consultant.

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Consultant Design and Sustainability Principles Briefing

7. All consultants are required to attend a Design and Sustainability Principles Briefing workshop
at the commencement of the project, at which the Department and the Agency Executive User
Group will develop an agreed brief on the key design and sustainability objectives of the
project. Consultants assist in the development of these objectives by providing expert advice
and information on emerging issues, trends and leading edge examples.

Design Team Meeting

8. All consultants are required to attend regular Design Team meetings at which all design and
technical issues are discussed in detail. Design Team meetings are chaired and minuted by the
Project Manager (or Principal Consultant).

Design Review
9. All consultants are required to prepare information for briefings and participate in Design
Reviews as required by the Project Manager or Principal Consultant. Design Reviews for larger
or more complex projects may include peer review.

User Group Meeting

10. An intensive programme of User Input is expected in projects. This is achieved primarily
through regular meetings with the project User Groups during key stages of the design,
documentation and commissioning phases.
11. User Group meetings determine the performance requirements to be met for each service,
within reasonable financial limits. User requirements are subject to the approval of the agency
management representative on the Project Control Group, or the Executive user Group. The
meetings may be used as a checklist for compliance checking of documents, with verifying
records produced at the end of each applicable design phase.
12. All consultants attend as required by the Project Manager or Principal Consultant. The
Services Engineer and the Quantity Surveyor attend, with other engineering consultants in
attendance as requested. The structure and format should have prior agreement with the
Project Manager. The Principal Consultant minutes all User Group meetings and distributes
copies prior to the next meeting.

Contractor’s Meeting
13. Consultant Team meetings and Design Team meetings are replaced by Contractor’s meetings
when construction commences. All consultants must attend as required by the Superintendent.
This is generally for the duration of the contract administration phase for their area of
responsibility. The Quantity Surveyor is to attend all Contractor’s meetings. The meetings are
chaired and minuted by the Contractor and held on site if feasible.

Project Control Group (PCG) Meeting

14. All consultants may be required to attend Project Control Group (PCG) meetings at the request
of the Project Control Group or the Project Manager. Project Control Group Meetings are
generally attended by the Project Manager, Principal Consultant and Quantity Surveyor, and for
the majority of projects, the main Services Engineer is to attend. Other consultant engineers or
specialised consultants may be required to attend from time to time, as required by the Project
Manager.

Reporting Requirements
15. All consultants must prepare monthly progress reports (generally no more than 3 pages in
length) for inclusion in the Project Manager’s Monthly Report to the Project Control Group. The
consultant’s progress report should include a brief summary of the status of the work and
outline any key issues or critical decisions to be made regarding their area of responsibility.
The Monthly Report must be in the format as set out by the Department’s guideline document.

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12.3 Project Manager - Consultant

1. The Project Manager (Consultant) shall be appointed to undertake but not be limited to the
following services, responsibilities and duties related to the capital project. Activities will focus
primarily on capital works and services and will not generally extend to service delivery or
programmatic issues.
2. It is expected that the consultant will work closely with the Network/Agency and departmental
staff dealing with service delivery and programmatic issues of the project to ensure appropriate
integration of service requirements into the built environment.

Management
3. Assume overall responsibility for the management and co-ordination of all development aspects
of the Project during the design, documentation, construction, equipping and commissioning
stages. During these stages, the Project Manager will be responsible for the overall
management of other consultants appointed by the Department or agency, with respect to
project matters. This will include an oversee and review role to ensure that relevant data is
provided to the PCG including:
 Asset Management Plan reports
 Business Planning
 Functional Briefing
 Business Case progress reports
 Monthly reports
 Design Reviews
The Project Manager will be responsible for co-ordination, consolidation and preparation of all
material required in the above reports, studies etc. in accordance with the Capital Development
Guidelines.

4. Accept delegated authority for specific matters determined by the PCG.

5. Set out and maintain lines of communication, the frequency of meetings required for completion
of the design and construction aspects of the Project and establish a reporting system.
6. Develop the nominated management structure including procedures for administration,
accounting, purchasing, approvals, reporting, and document circulation: review same with the
PCG and Consultants and when approved, implement over the period of the Project.
7. Review all design, documentation, construction and commissioning variations to the Project to
see that they are within the terms of the brief, the agreed design and budget limitations.
8. Keep a photographic record of key elements of the project and provide to PCG at completion.

Liaison
9. Attend all meetings of the PCG, prepare agenda, record minutes and prepare monthly report
and circulate. Provide hard copies at meetings as appropriate. Recommend and advise on all
matters relating to the project and follow up as required.
10. The Project Manager is to:
 Arrange and chair such progress meetings as are necessary for satisfactory co-ordination of
the work with user groups, consultants, contractor, sub-contractors and suppliers etc.
 Report, recommend and advise on matters relating to the construction aspects of the project
for the Project Control Group.
 Be involved in coordinating any opening ceremonies or media during the project in
association with the PCG and Project Co-ordinator.

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 Work with the Centre and the contractor to ensure the commissioning and smooth occupancy
of the facility on a staged basis.
11. Ensure all statutory requirements are complied with and approvals are obtained as necessary
from Government, local Government and other authorities and bodies having jurisdiction over
the Project within the required time frame. Obtain modifications to the building regulations when
required.
12. Motivate and co-ordinate the work of the Principal Consultant and associated sub-consultants,
Quantity Surveyor and other specialist groups.

Reporting
13. Report to the PCG at monthly intervals or as required on:
 Expenditure against budget and estimated cost to completion.
 Actual progress compared with original program and work still to be completed.
 Design and scope changes and change proposals.
 Variations.
 Issues.
14. Prepare detailed reports and regularly update program schedules, monitor future activities in
keeping with the requirements of the Master Project Program. Make recommendations on
activities to be expedited to meet predetermined completion dates.
15. Advise the PCG as necessary at all times on public and community relations and industrial
relations in relation to the project. The Project Manager will assist in arranging and providing
appropriate publicity and promotional material as required.
16. Prepare a detailed Asset Management Plan report including major plant update program
schedules, benchmark data for use in monitoring future asset performance and identification of
key activities to be undertaken to prepare facility budgets and strategic plans to meet service
delivery requirements and corporate / business plans. Inputs, for example costing, upgrade
&/or replacement and life cycles, an updated Asset Assessment workbook to reflect the “as-
built” configuration of the site, its buildings and the services, are to be provided by relevant
consultants, eg engineers and quantity surveyors.

Budget
17. Establish, through the Quantity Surveyor, costing systems to continuously monitor the
expenditure to provide feedback to the PCG and ensure that regular updated cash flow
requirements are prepared including:
 Review and report on all payments.
 Contingencies for design and construction.
 Project variations and impact on approved budget.
18. Ensure that the budget is prepared for the Project by the Quantity Surveyor including accurate
cash flow projections. Arrange to re-examine and revise as necessary for cost control purposes.
19. Establish procedures regarding the issuing of variations and feedback to the Project Control
Group of the overall cost budget position; produce costs-to-completion information regularly
and keep the PCG fully informed. Prepare submissions for approval of variations by the PCG in
accordance with the relevant delegation.
20. Check that the design(s) produced complies with the overall cost budget and ensure that
consultants consider such items as cost efficiency in operation and maintenance. Ensure
adequate provisions are made for the most effective form of building services and future
requirements. Demonstrate the various options, and energy saving measures.
21. Ensure that all final accounts are dealt with according to the contract conditions and that all
claims are settled.

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Program
22. Develop the master program for the Project from the planning stage to final completion
identifying all critical target dates and milestones to meet the established completion dates.
This program will identify the priorities and any constraints that could interfere with the
achievement of the program. Ensure the program is sensitive to and incorporates appropriate
timelines for the service provision redevelopment tasks set out by the Agency/ Network.
23. Assess all planning, design and pre-tender construction programs as well as implementation
alternatives and regularly update the Master Program comparing it to current status for the
design, documentation, tender, construction and commissioning of all stages and communicate
to all parties.
24. Monitor design information flow and PCG approvals and ensure that program requirements are
being achieved.
25. Advise the Contractor of program procedures and requirements and ensure that program
requirements are being achieved including:
 Monitor design information flow and PCG approvals.
 Monitoring of all off-site activities, including necessary shop drawings.
 Ensure that material is available, and orders are initiated on the Principal’s behalf for long
lead times items such as materials, plant and equipment.
 Monitoring manufacturers’ progress in design, fabrication and delivery.
26. Identify problems and anticipate problems with contractor and sub-contractors, and take such
measures as are necessary to resolve these equitably. Fully report all potential delays to the
PCG.

Consultants
27. Advise on the scope and content of work to be undertaken by Consultants, also other Specialist
services which may be required, and assist in the selection, negotiations and agreement of
Consultant’s professional services engagements. Update and maintain in association with the
PCG the detailed briefs relevant to the particular consultant disciplines.
28. Direct and administer the work of the Consultant Team members, including the certification of
their accounts for payment by the PCG.

Tendering
29. Advise on alternative methods available for the construction of new and refurbished facilities
and the various contractual methods that could be utilised. Consider procedures for selection
and appointment of Contractors in conjunction with the PCG including the form of tendering,
form of contract, terms of payment and degree of sub-contracting required.
30. In association with the Architect and Quantity Surveyor, assist in the briefing, selection and
appointment process. This may involve a two stage process to call for expressions of interest
from which will be drawn a recommended list of Contractors who will be invited to tender on the
main contract subject to the PCG’s approval.
31. Assist in the calling and evaluation of tenders by participation on the selection panel. Make
sure all compliance requirements are addressed eg VIPP; prepare reports supporting
recommendations to the PCG regarding the appointment of the Contractor, subcontractors and
suppliers.
32. See that the contract documents are properly executed before work starts on site. Ensure that
the Contractor, any subcontractor and supplier have complied with statutory, insurance, and the
Code of Practice requirements and are fully aware of security requirements necessary during
the construction phase.

Contractual
33. Act as Superintendent under the construction contract and ensure the issuing of all certificates
required under the Conditions of Contract including certificates of Practical and Final

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Completion at the appropriate time and ratify any payments required and perform all duties
within prescribed times and limits set out in the contract.
34. Appoint Superintendent’s representatives where necessary or appropriate. Ensure
responsibilities are clearly defined.
35. Ensure that site possession will be available when required (advise on the site requirements
including the prior checking of any insurance, security, legal or planning restrictions affecting
the site).
36. Be registered as a ‘Building Practitioner’ or suitable equivalent under the Building Act and
ensure consultants and contractors be ‘Registered Building Practitioners’ or suitable equivalent
as required by the Building Act and carry appropriate professional indemnity and insurance.
37. Advise the PCG when:
 Certificates of Practical Completion and Final Certificates are to be issued to allow the PCG to
first have the opportunity to inspect the works.
 The Project or part of the Project is fit for use, occupation, client and/or training purposes.
38. Ensure provision of suitable prototypes of various components as required for assessment and
approval prior to full implementation in works.
39. Place orders on behalf of the Principal and negotiate and agree the scope of works relating to
public utilities, Statutory Authorities and other bodies having jurisdiction over the works to
ensure their works accord to program requirements, where these are not Contractors
responsibility.
40. Investigate and resolve any adjacent owner/occupier situations, preservation orders, rights of
way or easements. Ensure that the statutory authorities can provide the basic services
required.
41. Arrange site meetings as required to review progress of the Project construction and for the
purpose of discussing technical and financial matters arising from the Project. The Project
Manager will arrange issue of minutes (normally prepared by the contractor) of these meetings,
accurately recording all matters discussed and resolved and these shall be tabled for formal
acceptance at the subsequent meetings.

Quality Assurance
42. Undertake assessment of issues of ongoing asset management, minimising recurrent costs and
maximising energy efficiency principles. Co-ordinate and undertake design review processes as
required for the Project Control Group.
43. Ensure that all quality control and testing requirements are clearly established and
documented. Prepare an appropriate quality plan for the project in consultation with all other
consultants. Establish the Project requirements on such matters as professional accountability,
liquidated damages, insurance requirements, compliance with Government regulations in
relation to quality assurance and tendering.
44. Oversee the completion of design and contract documents for tendering are in accordance with
the agreed project quality plan and warrant that they are checked, coordinated and
comprehensive.
45. Review the works during the defects liability period and inspect with the Architect at the
expiration of this time. Recommend the release of retentions or other form of (bank) guarantee
at the expiration of defects liability period.
46. Ensure that adequate access is provided to service installations for maintenance and future
replacement.

Commissioning
47. Ensure that documentation of all specified or necessary construction and equipment, operating
manuals and as built drawings, including plans, elevations and details, are supplied in hard
copy and electronic format to the Principal. The Department also requires the provision of an
updated Asset Assessment workbook (initially completed during master planning) to reflect the

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“as-built” configuration of the site, its buildings, the facility’s services and the breakdown of its
Gross Floor Area according to the Health Planning Units Naming Conventions.
48. Ensure ‘plain English’ guides are prepared for all components and the commissioning program.
This is to include operational and maintenance contracts that form the basis of managing the
project.
49. Arrange for the preparation of equipment and furniture schedules including the tendering,
ordering, confirmation of receipt, final placement and performance testing of all reusable and
new items in preparation for handover to the Agency.
50. Ensure that all required pre-commissioning checks are carried out as necessary for the plant,
equipment and buildings. Arrange for training, additional commissioning, testing and
implementation phasing to suit the requirements of the users in order to ensure efficient
operation of the plant, equipment and buildings.
51. Ensure adequate provision of consultant services to cover commissioning issues and to allow
corrective measures to be undertaken in order that handover of buildings can be carried out in
an efficient manner.

Review
52. Evaluate the various planning and operational options available to the Network/Agency a
functional, cost and time oriented view. Recognise and report on capital and recurrent cost
ramifications with appropriate recommendation to the Network/Agency and the Department.
53. Co-ordinate and undertake Design review(s) as required by the PCG including provision of an
independent Design Review facilitator, planning consultant/technical adviser or other support as
required. Follow up on action plans resulting from the Design Review.
54. Ensure that appropriate equipment and plant operational policies are developed for
Network/Agency services with recurrent costs at sustainable levels of funding.
55. Review and develop procedures for monitoring defects liabilities.
56. Ensure the preparation and development of an Asset Management Plan for long term operation
of the facility. Ensure the maintenance and technical operating manuals are suitable for the
task and supplied in both hard and electronic copy.
57. Plan, co-ordinate and arrange a Post Occupancy Evaluation of the completed Centre at a time
suitable to the Project Control Group, normally at the end of defects liability period.
58. Advise the PCG on other matters associated with the capital redevelopment of the Centre as
detailed in the Master Plan but not limited to the use of the balance of the site.

Resourcing
59. Ensure that the Consultants and Contractors make adequate personnel available for the fully
professional execution of their obligations, both within the design and implementation areas.

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12.4 Architect as Planning & Design Consultant.

Engagement
1. The Planning & Design Architect is normally engaged directly by the Department and is directly
responsible to the Project Control Group, but is under the day-to-day direction of the consultant
Project Manager.

Scope of Services
2. Generally, in respect of the project: prepare proposals, plans and reports; supply copies of
plans and other relevant documents; evaluate information; attend meetings; recommend
payments; prepare and supply “as built” documentation; respond to management requests.
3. Initiate, evaluate and recommend design and construction variations to the project.

Attendance at Meetings
4. The Architect is required to:
 Attend meetings of the Project Design and Construction Team, attend user group meetings
and attend meetings of the PCG to report and advise on the project on a regular basis;
 For general meeting attendance requirements for the Architect, reference should be made to
the requirements for “All Consultants” in 12.2 above;

Reporting Requirements
5. Reporting responsibilities include:
 Preparation of all reports including development reports, equipment lists, as built drawings,
asset management plans, post occupancy evaluation and other reports as required;
 For the preparation of monthly reports: reference should be made to the requirements for “All
Consultants” in 12.2 above;

Phase Responsibilities

Master Planning
6. During the Master Planning stage, the responsibilities will be to:
 Examine existing conditions; research and investigate for relevant information; determine
influences which may affect the proposed works;
 Where existing assets are being upgraded or redeveloped, prepare an Asset Assessment
workbook to reflect the configuration of the site, its buildings, the facility’s services and the
breakdown of its Gross Floor Area according to the Health Planning Units Naming
Conventions.
 Formulate strategies; consider energy efficiency in proposed design decisions; consider the
performance requirements set out in the Building Code of Australia, Part J, in anticipation of
the preparation of certificates;
 Develop and prepare design proposals and options appropriate to the brief which conform to
current building regulations and planning requirements;
 Present recommended design proposals in clear and co-ordinated format together with
appropriate reports

Feasibility Study
7. During the feasibility study:
 Further develop design proposals;
 Carry out a comprehensive assessment of possible alternative solutions;

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 Assess architectural decisions to ensure conformance with service requirements;

 Monitor design proposals for their functional, capital and/or recurrent cost impact;
 Contribute to design review conducted by the Department of Health.

Design Review
8. During any review stage:
 Participate in Design Reviews and any other reviews;
 Prepare relevant documentation for presentation by the review team;

Schematic Design
9. During the Schematic Design stage:
 Develop the recommended design to preliminary sketch plan stage;
 Review and confirm scope and approved budget with consultant team
 Ensure that the proposed designs from engineering and other disciplines conform to the brief;
 Check that the design conforms to government regulations;
 Prepare report to the PCG on progress, including advice on time, cost and quality
implications;

Business Case
10. During the Business Case development:
 Prepare and develop suitable descriptive text describing the assessment and reporting on the
viability of options to assist the Quantity Surveyor in the preparation of relevant cost
information.
 Prepare any required architectural information in a suitable form to be included in relevant
business case documentation, to enhance the business planning, evaluation and design
review assessment components of the business case, in a form that accords with
government and departmental guidelines.

Design Development
11. Design Development responsibilities of the Architect during this stage are:
 Prepare Architectural plans, sections, elevations and 3D CAD drawings further developing the
design approved by the PCG;
 Co-ordinate the development of associated mechanical, structural, electrical and other
engineering disciplines to conform to the brief and the approved design;
 Commence the preparation of the specification and contract documentation;
 Commence the preparation of Part J certificates for the building fabric (J1), glazing (J2),
building sealing (J3) and access for maintenance (Building fabric & Glazing); co-ordinate
the preparation of Part J certificates from the Services consultant for parts J4, J5, J6 and
J8;
 Initiate preparation of equipment and furniture lists as appropriate;
 Assist the Quantity Surveyor in monitoring of key decisions made in each discipline in terms
of their impact on capital costs of the project;
 Ensure resolution of all outstanding design issues;
 Identify optional items for inclusion in the project;
 Present documentation to enable the PCG to approve completion of DD phase;

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Contract Documentation
12. The responsibilities of the Architect in the Contract Documentation Stage shall include the
following:
 Complete the preparation of all architectural plans, sections, elevations, 3D CAD drawings
and details in clear and co-ordinated format, to enable the construction contractor to
efficiently implement the work;
 Co-ordinate the completion of appropriate documentation from engineering disciplines and
other appropriate consultants;
 Complete the preparation of the specification;
 Complete the preparation and co-ordination of all Part J certificates to satisfy the “deemed to
satisfy” provisions; where the design of any component fails to achieve the “deemed to
satisfy” provisions, assist the ESD consultant to undertake performance based assessment;
 Prepare contract documentation to enable tendering to proceed;
 Supply to the nominated DH (CPSP) Project Manager, copies as requested in pdf format or
CAD format on disc, of A3/A4 floor plans, sections, elevations, 3D drawings, details,
specifications and other appropriate documents, at pre-tender phase. Hard copies shall
also be supplied as requested.

Tender, Evaluate and Award

13. The responsibilities of the Architect during these processes are to:
 Supply all documentation required for tendering to the department in electronic format;
 Participate in the evaluation and awarding process; contribute as a member of the Tender
Opening Panel as required;
 Review all tenders received and prepare tender reports with recommendations to be
submitted to the Agency and the Department;
 Assist as required in detailed assessment and recommendations during any negotiations;

Construction
14. During project construction the Architect is to:
 Provide advice, explanation and elaboration on the intent of the documented design;
 Provide advice on acceptable alternatives to the design, layout, finishes and standard of
finish; and
 Provide recommendations on payments to sub-consultants, contractors and suppliers where
requested.

“As Built” Documents

15. Following project completion, the Architect is to supply “As Built” documentation in electronic
and hard copy formats. All documentation on disc, including the work of sub-consultants,
contractors and sub-contractors, is to be provided on uncompressed DFX drawing and pdf
format, within 2 weeks of Practical Completion. The CAD files are to be provided in the
following manner:
 simplified floor plans, sections, elevations, 3D drawings and major engineering services
systems suitable for reproduction (without dimensions, drawing notes, fitting or construction
schedules, section lines, elevations, construction details, joinery details or similar
extraneous information);
 full set of all “As Built” documentation on separate layers ( viz: site plan, roof plan, floor plans,
reflected ceiling plans, sections, elevations, details, dimensions, drawing notes, fitting or
construction schedules and construction / joinery / etc details. Separate layers are required
for equipment, plant and engineering systems and safety/security services;

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 furniture, finishes and equipment schedules are to be provided in Microsoft excel format, set
out in a format suitable for the client to include on the asset register (eg description of the
item, date of purchase, model / make Nos., value, expected life, location);
 the data on each disc is to include a complete list of all items, with the items on that particular
disc highlighted; and
 all discs are to be clearly labelled with the project name, consultant or sub-consultant’s name,
practical completion date, CAD format information, disc name indicating flow plan, etc.
16. “As Built” drawings shall be based on information provided by contractors and verified wherever
possible by consultants, with particular attention to building services.

Asset Management
17. Should Building Information Modelling (BIM) be used in the documentation of the project, the
Architect shall hand over a copy of the “Contract Documentation” Model for use by the
Department of Health and its Agencies.
18. Ensure that an updated Asset Assessment workbook (initially completed during master
planning) is prepared to reflect the “as-built” configuration of the site, its buildings, the facility’s
services and the breakdown of its Gross Floor Area according to the Health Planning Units
Naming Conventions.

Post Occupancy Evaluation

19. The Architect shall participate in, contribute to and advise on, any POE process that the
Department shall instigate.

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12.5 Architect as Principal Consultant.

In this option, in addition to being appointed as Planning & Design Architect, the Architect is appointed
as Principal Consultant.
The responsibility of the Architect as Principal Consultant will be to:
1. Where required, engage sub-consultants, direct and administer the work of the Consultant
Team members (sub-consultants) including the certification of their accounts for payment.
2. Assume overall responsibility for the management and co-ordination of all the Architect’s sub-
consultants for the project, including engineers and other specialist groups, during the planning,
design, construction, documentation, equipping and commissioning stages to ensure that the
agreed scope, time, cost and quality parameters for the project are met.
3. Ensure that all engineering sub-consultants provide evidence, including computations, that the
design of all elements contained within each individual consultant’s discipline has been
prepared in accordance with the relevant standards.
4. For alteration work or work within an existing facility, ensure that all engineering consultants
have examined existing site conditions and have allowed for those conditions in their designs.
5. Advise on the scope and content of work to be undertaken by sub-consultants as well as other
Specialist Services consultants which may be required from time to time.
6. Advise on the program and the consequential planning and construction implementation
strategies.
7. Investigate existing conditions as necessary to confirm feasibility of proposed design. Co-
ordinate the investigation of existing services by the relevant services engineers.
8. Co-ordinate the development of the briefs for the design and operation of the Facility. Take
responsibility for the preparation of the functional brief, where this has not been otherwise
prepared, co-ordinating input from other consultants and the agency. Co-ordinate user group
consultation.
9. Prepare all planning, design and pre-tender construction programs as well as implementation
alternatives.
10. Liaise and negotiate with Public Utilities and Statutory Authorities during the course of the
project.
11. Evaluate the various planning and operations options available to the Network/Agency which,
from time to time, may require change from a functional, cost and time oriented view.
12. Ensure designs and documentation seek best value for money in considering capital and
recurrent cost ramifications to the client and the department and report to the PCG.
13. Where the facility or part of the facility is deemed as a secure facility, take steps to ensure that
access to detailed floor plans is restricted to only those persons approved by regulations or DH.
14. Undertake duties including carrying out the role of the Superintendent’s Representative, where
appropriate, for those roles delegated by the Superintendent at his/her discretion. The role of
the Superintendent’s Representative may include contract administration matters such as
directing variations, and issuing relevant certificates. Liaise with statutory authorities and
engage Building Surveyor and fire safety engineering services as part of the Principal
Consultant team to certify the works.
15. Convene all meetings of the Project Team, prepare minutes and circulate to relevant groups
and follow up as required to maintain project momentum.
16. Attend all meetings of the PCG to report, recommend and advise on matters relating to the
project. Prepare minutes and reports for the PCG as directed.
17. Assist in calling tenders, assessment and recommendation to the client on acceptance of all
tenders for Contractors and suppliers.
18. Advise on:

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 Alternative methods available for the construction of new facilities.

 Contractual matters including AS2124 or other DH approved form of contract.
19. Attend Site Meetings during construction period.
20. Review the Contractors construction program and implementation alternatives as may be
considered from time to time.
21. Advise the PCG on the implications of any deviations by the Project Team and construction
team to the agreed program.
22. Prepare recommendations on corrective measures to be adopted by participants to maintain
the agreed program.
23. Monitor and advise the Client on the Contractors’ performance generally, with particular regard
to time, cost and quality.
24. Administer the Contract to ensure that the Client’s rights and responsibilities under the Contract
are adhered to.

12.6 Architect as Principal Consultant and Project Manager.

1. When no separate Project Manager is appointed, the Principal Consultant will also assume the
responsibilities of the Project Manager. In these circumstances, the Architect will undertake the
duties set out in the sub-clause above under “Project Manager”.
2. These responsibilities are in addition to the responsibilities set out in the sub-clauses above
under Architect as “Principal Consultant” and Architect as “Planning & Design Consultant”.

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12.7 Quantity Surveyor

Engagement and Role
1 The Quantity Surveyor is normally engaged directly by the Department, is directly responsible
to the Project Control Group for audit purposes but is under the day-to-day direction and
management of the Project Manager.
2 The general role of the Quantity Surveyor is to advise on the cost management aspects of a
project.

Scope of Services
3 The Quantity Surveyor is required to:
 Establish and maintain cost planning services for all stages of project development;
 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated;
 Prepare financial analyses for the project in accordance with professional best practice and
with the Department’s requirements for benchmarking of projects;
 Develop and update the project budget;
 Provide the Project Control Group with regular updated estimates of project cost based on
the evolution of design and construction documentation;
 Provide the Project Control Group with Cash Flows for the project;
 Provide the Project Control Group with progressive statements of costs against the
anticipated final cost of the project and advise on methods to maintain agreed budgets as
required;
 Prepare detailed financial analyses indicating capital and recurrent facility costs of
proposed building and services systems;
 Prepare a detailed analysis of life cycle costs and recurrent facility operating costs of the
project for the following key stages:
- Business case;
- Schematic design (Cost Plan C);
- Tender Documentation Cost Plan D; and
- As built.
The detailed analyses shall be prepared in accordance with AS/NZ Standard 4536:1999
Life Cycle Costing—An Application Guide. The prepared material should be developed in
greater detail as the phases of the project progress. The resultant material should be
sufficient to enable the operating body to determine an operational budget, maintain an
asset register, depreciation of the assets and replacement costs for insurance purposes;
 Prepare, process and make recommendations to the Project Control group concerning
payment of all accounts on the project;
 Measure, value and negotiate the cost of claims to the contract, construction variations or
extensions of time and advise the Project Control Group;
 Advise the Project Control Group on the status of contingency;
 Advise the Project Control Group of costs associated with a change of scope or client
initiated requirements; and
 Advise on the release of Bank Guarantees or other forms of security approved by the
Department.

Attendance at Meetings
4 The Quantity Surveyor is required to attend regular meetings throughout the course of the
project. For general meeting attendance requirements for the Quantity Surveyor, refer to the
requirements for “All Consultants” in 12.2 above.

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Reporting Requirements
5 The Quantity Surveyor is to provide the Project Control Group with formal reports throughout
the project. The minimum formal reports expected to be prepared by the Quantity Surveyor are:
 Cost Plan A
 Cost Plan B
 Cost Plan C
 Cost Plan D
 Progress Cost reports
 Final Costs
 Cash Flows
 Cost Analysis
 Bills of Quantities
6 All Cost Plans prepared by the Quantity Surveyor must comply with the Australian Institute of
Quantity Surveyors’ “Australian Cost Management Manual” (based on the National Public
Work’s Council Cost Control Manual) and meet the Department’s requirements for
benchmarking purposes. The Cost Plans must separately identify allowances for:
 Consultants’ fees
 Design contingency
 Prototypes
 Site works (including landscaping and decontamination)
 Building works and services
 Furniture and equipment (on a groups 1, 2 and 3 basis).
 Statutory and authority charges
 Construction contingency
 Cost escalation, prolongation and GST
 Specialised equipment (eg security/bio-medical)

Design Review
7 The Quantity Surveyor participates in Design Reviews. During these reviews, the Quantity
Surveyor’s role is to:
 Prepare briefing information on financial aspects of the project for participants;
 Assist in the development of selected ideas generated in the Design Review into
working solutions;
 Take follow up actions with the consultant team and key stakeholders.

Project Control Group Meeting

8 Project Control Group Meetings are generally attended by the Project Manager, Principal
Consultant and Quantity Surveyor. The Quantity Surveyor reports to the Project Control Group
on all financial aspects of the project.

Phase Responsibilities

Master Planning
9 During Master Planning, the Quantity Surveyor is to:
 Prepare Cost Plan A based on Functional Areas, identifying the capital, recurrent (including
energy and maintenance) and operational costs of the project facility.

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 Prepare benchmarks that allow Cost Plan A to be evaluated against comparable projects on
an area per unit, output (eg WEIS) and/or functional area basis or as otherwise required by
the Department.
 Continuously monitor and assess key decisions and plans as they develop, to ensure they
conform to the scope of work and budget for the project.
 Advise the Project Manager and the Consultant Team members of cost reduction options
as required to maintain the project within budget.
 Prepare a Project Cash Flow outlining projected monthly requirements for the separate
project categories.

Feasibility Study
10 During the feasibility study the Quantity Surveyor is to:
 Prepare a full cost analysis that examines capital, recurrent and life cycle costs for each
option developed for the project.
 Prepare Cost Plan B for the preferred development option for inclusion in the Feasibility
Study Report to be produced by the project Architect. Cost Plan B is to reflect the general
project description, the service plan and features of the property. It is to be prepared on an
elemental basis and include all costs associated with the project.
 Identify reasons for any major discrepancies from the project budget at the end of the
feasibility study and advise the Project Control Group on methods to maintain agreed
budgets.

Schematic Design
11 During the schematic design stage the Quantity Surveyor is to:
 Monitor and assess all design decisions in terms of their impact on the capital and recurrent
costs of the project.
 Monitor total costs and advise the Project Control Group on methods to maintain agreed
budgets.
 Review and report to the Project Control Group and Project Manager on engineering
services specifications and engineering services cost estimates, as they are produced by
the engineering services consultants.
 Develop detailed elemental breakdowns for all costs associated with the project into Cost
Plan C1 to set the Total End Cost (TEC) for the project. Cost Plan C1 is to be incorporated
into the Schematic Design report produced by the Project Architect.
 Provide an initial report of recurrent operating costs of the project based on approximate
estimates once the building services systems are selected and the project budget set.

Business Case
12 During the Business Case process, the Quantity Surveyor is to assess and report on the
viability of options in accordance with Department of Treasury and Finance requirements (i.e. in
terms of net present value in cost per unit of output) or as otherwise directed by the Project
Control Group.

Design Development
13 During design development the Quantity Surveyor is to:
 Monitor and assess key decisions made in each discipline in terms of their impact on
capital and recurrent costs of the project.
 Identify responsibility for financial matters associated with special facilities and equipment.
14 At the completion of design development, the Quantity Surveyor is to:
 Prepare Cost Plan C2 in consultation with all other consultants. Cost Plan C2 is to be
categorised both departmentally and elementally and incorporated into the Design
Development Report for the project.

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 Highlight any departures from Cost Plan C1 and advise the Project Control Group on
methods to maintain agreed budgets.
 Report to the Project Control Group and Project Manager on engineering services
specifications and engineering services cost estimates as they are produced by the
engineering services consultants.
 Provide the Project Control Group with a report on the recurrent operating costs of the
project.

Contract Documentation
15 During contract documentation the Quantity Surveyor is to:
 Incorporate the specifications and documentations produced by consultant team members
into pre-tender estimates and Bills of Quantities (if required) in accordance with AIQS
Standard Method of Measurement.
 Establish a construction documentation programme with the superintendent to ensure
tender documentation is available for costing two weeks prior to the date of tender.
 Ensure that all documents produced are checked and coordinated.
 Monitor construction documentation and advise the Project Control Group of any changes
from tender documentation likely to have a significant impact on capital or recurrent costs of
the project.
 Prepare Cost Plan D against the project budget and time frames. It must be based on
accurate assessments of marketplace cost conditions and predictions for time related costs
such as escalation (Cost Plan D is used to assess received tenders).
 Review all pre tender estimates to ensure they do not exceed the approved budget.
 Identify and sign off contingent liabilities at the completion of tender documentation.
 Establish contract administration procedures with the Superintendent for proper handling of
issues such as variations that arise throughout the project.

Tender, Evaluate and Award

16 The responsibilities of the Quantity Surveyor in these processes are to:
 Participate as a member of the Tender Opening Panel as required.
 In conjunction with the Principal Consultant, review all tenders received and prepare tender
reports with recommendations to be submitted to the Agency and the Department.
 Assist as required in detailed assessment and recommendations during any negotiations.
 In conjunction with the Contractor, update the project Cash Flow based on the project as
let.
 Provide the Project Control Group with a report that compares planned, revised and actual
expenditure for the project.

Construction
17 During project construction the Quantity Surveyor is to:
 Assess the status of work on the project.
 Make monthly checks of claims for progress payments from the Contractor and make
recommendations to the Superintendent regarding payment.
 Independently price all proposed variations prior to claim by the Contractor and make
recommendations to the Superintendent regarding payment.
 Review any claims for extensions of time where costs are incurred and make
recommendations to the Superintendent regarding payment.
 Prepare monthly Financial Reports for inclusion in the monthly Project Team Report to the
Project Control Group. The Financial Report must detail Budgets, Commitments (contracts
let), Contingencies and Expenditures across all project areas and contracts for the project,

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the status of all variations, both approved and pending, and monitor the project
contingencies. Financial information regarding fees and loose furniture and equipment to be
included in the Financial Report is provided to the Quantity Surveyor by the Superintendent.
 Advise the Project Control Group of any unforeseen or potential cost impacts on the
project.
 Provide end of financial year reconciliations against the project budget.
 Prepare the Final Account with input from the Superintendent.
 Reconcile final project costings.
 Prepare a statement of the breakdown of final costs into Asset Components as defined in
the Victorian Department of Treasury and Finance directive FRD 103. (This document is
available by contacting the CP&SP Project Manager).
 Prepare an interim financial statement of such component allocation, as at the date the
facility becomes operational.
 Prepare the final statement when the project reaches financial closure.

Asset Management Requirements - Recurrent Operating Costs

18 The Quantity Surveyor is to provide the Project Control Group with a Report containing detailed
estimates of the recurrent annual operating costs (asset management costs) associated with
the operation, maintenance and energy consumption of the facility for a period of 15 to 20
years.
19 The building operating and maintenance cost elements are to include but are not necessarily
limited to:
 Essential services (monitoring and reporting)
 Lifts
 Major plant and equipment
 Fire protection systems
 Security
 Communication services
 Building energy consumption costs (light, power, gas, heating, cooling, ventilation etc)
 Municipal, water and sewerage rates and charges
 Building repairs
 Cleaning and grounds care
 Trade waste, infectious wastes and rubbish removal costs
 Present value of future replacement and upgrade programs
 Contract administration of out-sourced operation and maintenance programs.
 Land tax
 Other sundry operating expenses

Schedule for Replacement and Upgrade

20 In conjunction with the Services Engineers, the Quantity Surveyor is to provide the Project
Control Group with a schedule of the approximate timing and costs for any replacement and
upgrade programs

Post Occupancy Evaluation

21 The quantity Surveyor is required to:
 Participate in the Post Occupancy Evaluation of the completed project.
 Prepare a Post Occupancy Evaluation Report.

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12.8 Engineering & Other Consultants

Overview
1. Engineers and other consultants are engaged to facilitate the planning and development of
physical facilities to provide health, aged care or mental health services for the Department of
Health.
2. Engineers must be qualified as specified in the Building Regulations.
3. On major projects (i.e. those projects with a complex program or a budget in excess of $15m),
engineers and other building consultants are engaged directly by the Department. The
composition of the project consultant team will vary depending on the requirements of the
project. On projects with a budget of less than $15m, the Department requires the Project
Manager, Principal Consultant or Architect to engage the appropriate sub-consultants for the
project.
4. The composition of the consultant consortium proposed by the Principal Consultant on a project
will vary according to the project requirements but will most commonly include the following
engineering specialities:
 Mechanical
 Electrical
 Hydraulic
 Communications and security
 Civil
 Structural
 Fire services
 Fire safety
 Lift services
5. The principal responsibilities of engineering consultants are to:
 Provide professional services consistent with best practice for their area of specialisation.
 Support the Project Manager, Principal Consultant or Architect in meeting the
accommodation and performance requirements of service delivery.
 Assess the demands and circumstances of the project. Investigate existing conditions as
necessary to confirm site infrastructure capacity and connection points and prepare
documentation showing all points of connection.
 Report on options as requested by the Project Control Group, detailing the relative capital
development cost and ongoing operating and maintenance costs of each system.
 Assist in identifying the most appropriate solution to the needs of the project, the client and
users in the immediate and the long term.
 Plan, design, document and inspect all of the building systems and service components
within their area of responsibility, throughout all stages of the project to ensure they are
functional, fit for purpose, comply with the construction documents, and achieve the design
intent.
 Ensure that all building systems, service components and their installation comply with all
Departmental, statutory and regulatory requirements, particularly in relation to essential
services.
 Collaborate in a systematic analysis of energy efficiency and energy cost saving
opportunities. Collaborate in the preparation of BCA Part J certificates to be submitted for
approval by the Building Surveyor.

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 Develop contingency plans for all systems.

 Develop asset management plans for all systems.
 Ensure that systems meet asset management (i.e. life cycle) objectives including:
- Reliability
- Low maintenance costs
- Energy efficiency
- Flexibility of use.
 Ensure site infrastructure meets the requirements for all buildings on the site and can
accommodate future expansion.

12.9 Mechanical Engineers

Scope of Services
1. Mechanical engineers have a general responsibility for the following service components of a
project:
 Space heating
 Ventilation
 Air conditioning
 Smoke control
 Refrigeration and chilled water systems
 Gas
 Medical gases
Note: Acoustic engineering related to the mechanical services and/or the building components
may require the separate engagement of an Acoustic Consultant.

Roles and Responsibilities

2. Mechanical engineers have general responsibilities to:
 Communicate with relevant authorities, determine the availability and adequacy of the utility
(specifically gas) and record all discussions regarding upgrades, tapping in and surety of
supply.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare design, documentation and technical advice commensurate in detail with each
stage of the project.
 Prepare cost estimates for major plant and reticulation systems in terms of:
- capital costs;
- life cycle costs; and
- energy costs (including embodied energy and energy costs for operation).
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.

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 Advise on the selection, installation and type of services to any specialist equipment.
 Contribute to the preparation of Business Case reports, tender documents, asset register,
operation and maintenance plan and energy management plan.
 Prepare the design and documentation of the services systems to ensure that the systems
are low maintenance, have low energy requirements and comply with any energy efficiency
requirements of the Government of Victoria as well as any energy efficiency requirements
of the Building Code of Australia. (Any project seeking exemption is to be considered by the
Director, CPSP or Manager of Standards, CPSP.)
 Prepare a BCA Part J certificate for the following components:
- Air movement (Deemed to Satisfy and Performance Based);
- Air conditioning (Deemed to Satisfy and Performance Based); and
- Access for maintenance (Building Services) (Deemed to Satisfy and Performance
Based).
 Advise on acoustic treatment to various locations, including rooms, corridors plant rooms,
etc, to minimise noise, especially plant room noise or vibrations; advise on the engagement
of a specialist acoustic consultant as appropriate.
 Administer the mechanical services components of the work during the construction stage
and issue the relevant completion certificates as required.
 Monitor and check the work of each sub-consultant if relevant.
 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
3. The more specific responsibilities of mechanical engineers are to:
 Analyse environmental and functional requirements as well as performance standards to be
met by systems.
 Identify options and report on the recommended mechanical systems including:
- Design, location, area, size and approximate weight of equipment;
- Plant rooms sizes and locations (including access for maintenance, repairs and
replacement);
- All ductwork/pipe risers including ceiling, vertical and floor reticulation and prepare
single line duct layout;
- Specifications including testing and commissioning regimes for the major equipment,
system(s) and other interfaces; and
- Proposed standby and emergency arrangements.
 Coordinate location of system components such as major plant and equipment, structural
penetrations, set downs and plinths with other services and architectural requirements.
 Meet functional requirements to ensure system is fit for purpose, including essential
services.
 Liaise with the electrical consultant regarding normal and critical power load of air
conditioning, heating, sterilisation, chilled water, ventilation and smoke spill.
 Identify all work by others relating to service provision, including the builder and other
services consultants.
 Define builder’s work in relation to services.

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Attendance at Meetings
4. For meeting attendance requirements for the mechanical engineer, refer to the requirements for
“All Consultants” in 12.2 above.
5. The mechanical engineers may be required to attend Project Control Group meetings at the
request of the Project Control Group or the Project Manager.

Reporting Requirements
6. The mechanical engineer must prepare monthly progress reports (generally no more than 3
pages in length) for inclusion in the Project Manager’s Monthly Report to the Project Control
Group. The engineers’ progress report should include a brief summary of the status of the work
and outline any key issues or critical decisions to be made regarding their area of responsibility.

Design Reviews
7. Mechanical engineers are required to:
 Identify areas of high recurrent costs for consideration by the Project Control Group at the
Design Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

Phase Responsibilities

Feasibility Study
8. During the feasibility study, the mechanical engineer is responsible for the following tasks in
relation to their area of professional responsibility:
 Following a comprehensive assessment of possible alternative solutions to the project’s
service requirements, prepare a Feasibility Study Report that includes a comparison of
capital development costs and ongoing operating and maintenance costs of each
alternative.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, structural and civil engineering and services decisions
for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area
per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and
area basis. Benchmarks will include but not be limited to recurrent engineering services
costs).

Schematic Design
9. During schematic design the mechanical engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Analyse environmental and functional (area and room data sheets) requirements and
confirm performance standards to be met by mechanical systems.
 Identify requirements for redundancy and for future expansion for sizing of major plant.
 Prepare a schematic design Report following a comprehensive assessment of possible
alternative solutions to the project’s service requirements, including capital development
costs and ongoing operating and maintenance costs of each alternative. The Report is to
be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Identify the cost of capital required to achieve recurrent savings.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.

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 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Continuously monitor architectural, structural and civil engineering and services decisions,
drawings and documentation for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.

Design Development
10. During design development the mechanical engineer is required to carry out the following tasks
in relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.
 Ensure that all exposed furniture, fixtures and fittings are designed in accordance with
requirements for harm minimisation and are vandal proof with special attention to secure
facilities.
 Provide the Quantity Surveyor with estimates of the cost of mechanical services for
inclusion in Cost Plan C2.
 Provide the Architect with all the information required to finalise Room Data Sheets.
 Prepare draft Specification if required.
 Review all systems to ensure they coordinate with all others (eg architectural, structural,
electrical etc).

Contract Documentation
11. During contract documentation the mechanical engineer is required to undertake the following
tasks in relation to their area of professional responsibility:
 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation
- Description of maintenance requirements for essential services, major plant and
equipment and any specialised facilities.
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Prepare a list of suitable sub-contractors where required.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.

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Tender, Evaluate and Award

12. The mechanical engineer is required to undertake the following tasks in conjunction with the
Project Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.
 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

Construction
13. During construction the mechanical engineer is required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all required local authority approvals and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate services requirements for “Client Supplied Equipment”.
 Monitor the installation of services to ensure they comply with the construction documents
and achieve the design intent.
 Provide regular reports regarding the work’s progress, quality and compliance with
construction documents.
 Examine and endorse all relevant shop drawings.
 Check all off-site fabrication.
 Provide any documentation required for the processing of variations.
 Respond to Contractor’s requests for information and on site queries.
 Amend contract drawings as required during construction and provide ’as built’ drawings
upon completion.
 Ensure that the client is provided with:
- All approved operating and maintenance manuals.
- As-built drawings.
- Negatives/computer disks of installed services.
 Ensure that a building services commissioning program is undertaken with maintenance
operators and that all guarantees and warranties are processed.
 Witness the testing of all major equipment, systems and the interfaces with other services.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.

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Asset Management
14. The mechanical engineer is to:
 Prepare a register of all major plant and equipment included in the project that records:
- Type, model and name of manufacturer.
- Date of acquisition, purchase value and location of spares/back up.
- Design capacity, redundancy and life expectancy of elements.
 Prepare an asset maintenance budget in conjunction with the Quantity Surveyor, indicating
the anticipated cash flow and annual budget for the life of the facility (say 15 to 20 years)
with a replacement or refurbishment schedule. It must include:
- Energy consumption costs (eg. electricity and gas for lighting, power, heating and
cooling).
- Operating and maintenance costs.
- Other sundry operating expenses.
- Contract management and supervision of out-sourced contracts
15. The Asset Management Plan must be provided in electronic and hard copy format. Documents
are to be recorded in a form suitable for monitoring and reporting (essential services,
accreditation and annual compliance checks).

Post Occupancy Evaluation

16. The mechanical engineer is required to participate in the Post Occupancy Evaluation of the
completed project.

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12.10 Electrical Engineers

Scope of Services
1. Electrical engineers must be qualified as specified in the Building Regulations.
2. Electrical engineers have a general responsibility for the following service components of a
project:
 Power
 Lighting (including emergency lighting and external lighting)
 Illuminated egress and Exit signage
 Uninterrupted Power Supply (UPS)
 Emergency power generator
 Clocks
 Alternative energy systems eg central energy facility, cogeneration, solar and photovoltaic
etc)

Roles and Responsibilities

3. Electrical engineers have general responsibilities to:
 Communicate with relevant authorities, determine the adequacy of the utility and record all
discussions regarding upgrades, tapping in and surety of supply.
 Determine appropriate tariff and contractual arrangements for the client.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare design, documentation and technical advice commensurate in detail with each
stage of the project.
 Prepare cost estimates for major plant and reticulation systems in terms of :
- Capital costs
- Life cycle costs
- Energy costs (including embodied energy and energy costs for operation)
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.
 Advise on the selection, installation and type of services to any specialist equipment.
 Contribute to the preparation of reports for any Business Case, tender documents, asset
register, operation and maintenance plan and energy management plan.
 Ensure that services systems are low maintenance, have low energy requirements and
comply with any energy efficiency requirements of the Government of Victoria as well as
any energy efficiency requirements of the Building Code of Australia. (Any project seeking
exemption is to be considered by the Director, CPSP or Manager of Standards, CPSP.)
 Prepare a BCA Part J certificate for the following component:
- Artificial lighting and power (Deemed to Satisfy and Performance Based).
 Administer their components of the work during the construction stage and issue the
relevant completion certificates as required.
 Monitor and check the work of each sub-consultant if relevant.

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 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
4. The more specific responsibilities of electrical engineers are to:
 Analyse environmental and functional requirements as well as performance standards to be
met by systems.
 Identify options and report on the recommended electrical services systems including:
- Design, location, area, size and approximate weight of equipment.
- High Voltage and Low Voltage supply and preferred route of cables into substation from
boundaries.
- Number and location of substations, meters and switch rooms including room sizes.
- Proposed standby and emergency arrangements including power supply backup and
essential engineering services loads.
- Mechanical, fire, communications and security distribution reticulation (cable trays used
and their location to be recorded).
- Lighting and power layout designed in accordance with the ring main and alternative
supply arrangements.
- Specifications including testing and commissioning regimes for the equipment, systems
and other interfaces.
 Coordinate location of system components such as major plant and equipment, lighting and
power with other services and architectural requirements.
 Meet functional requirements to ensure system is fit for purpose including load shedding,
alternative supply and maintenance of essential services. The consultant is to ensure the
facility can be supplied from portable equipment and the converters and system can
accommodate the contingency plan guideline.
 Evaluate the performance and maintenance aspects of light fittings and high recurrent cost
elements and provide recommendations to the Principal Consultant.
 Identify all work by others relating to service provision, including the builder and other
services consultants.
 Define builder’s work in relation to services.
 Prepare energy monitoring and management activities.

Feasibility Study
5. During the feasibility study, the electrical engineer is responsible for the following tasks in
relation to their area of professional responsibility:
 Following a comprehensive assessment of possible alternative solutions to the project’s
service requirements, prepare a Feasibility Study Report that includes a comparison of
capital development costs and ongoing operating and maintenance costs of each
alternative.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, structural and civil engineering and services decisions
for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area
per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and
area basis. Benchmarks will include but not be limited to recurrent engineering services
costs.)

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Schematic Design
6. During schematic design the electrical engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Analyse environmental and functional (area and room data sheets) requirements and
confirm performance standards to be met by electrical systems.
 Identify requirements for redundancy and for future expansion for sizing of supply and
major equipment.
 Prepare a Schematic Design Report following a comprehensive assessment of possible
alternative solutions to the project’s service requirements, including capital development
costs and ongoing operating and maintenance costs of each alternative. The Report is to
be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Identify the cost of capital required to achieve recurrent savings.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Continuously monitor architectural, structural and civil engineering and services decisions,
drawings and documentation for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.

Design Review.
7. Electrical engineers are required to:
 Identify areas of high recurrent costs for consideration by the Project Control Group at the
Design Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

Design Development
8. During design development the electrical engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design Review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.
 Ensure that all exposed furniture, fixtures and fittings are designed in accordance with
requirements for harm minimisation and are vandal proof with special attention to
requirements in secure facilities.
 Provide the Quantity Surveyor with estimates of the cost of electrical services for inclusion
in Cost Plant C2.
 Provide the Architect with all the information required to finalise Room Data Sheets.
 Prepare draft Specification if required.
 Review all systems to ensure they coordinate with all others (eg architectural, structural,
mechanical etc).

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 Ensure design of safety and security systems for secure facilities are suitable for
maintenance by a single contractor.

Contract Documentation
9. During contract documentation the electrical engineer is required to undertake the following
tasks in relation to their area of professional responsibility:
 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation
- Description of maintenance requirements for essential services, major plant and
equipment and any specialised facilities.
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure documentation of safety and security systems for secure facilities is suitable for
maintenance by a single contractor.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Prepare a list of suitable sub-contractors where required.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.

Tender, Evaluate and Award

10. The electrical engineer is required to undertake the following tasks in conjunction with the
Project Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.
 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

Construction
11. During construction, the electrical engineer is required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all required local authority approvals and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate services requirements for Client Supplied Equipment.
 Monitor the installation of services to ensure they comply with the construction documents
and achieve the design intent.

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 Provide regular Reports regarding the work’s progress, quality and compliance with
construction documents.
 Examine and endorse all relevant shop drawings.
 Check all off-site fabrication.
 Provide any documentation required for the processing of variations.
 Respond to Contractor’s requests for information and on site queries.
 Amend contract drawings as required during construction and provide ’as built’ drawings
upon completion.
 Ensure that the client is provided with:
- All approved operating and maintenance manuals.
- As-built drawings.
- Negatives/computer disks of installed services
 Ensure that a building services commissioning program is undertaken with maintenance
operators and that all guarantees and warranties are processed.
 Witness the testing of all equipment and systems and the interfaces with other services.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.

Asset Management
12. The electrical engineer is to:
 Prepare a register of all major plant and equipment included in the project, recording:
- Type, model and name of manufacturer.
- Date of acquisition, purchase value and location of spares/back up.
- Design capacity, redundancy and life expectancy of elements.
 Prepare an asset maintenance budget in conjunction with the Quantity Surveyor, indicating
the anticipated cash flow and annual budget for the life of the facility (say 15 to 20 years)
with a replacement or refurbishment schedule. It must include:
- Energy consumption costs (eg. electricity for lighting, power, heating and cooling).
- Operating and maintenance costs.
- Other sundry operating expenses.
- Contract management and supervision of out-sourced contracts
13. The Asset Management Plan must be provided in electronic and hard copy format. Documents
are to be recorded in a form suitable for monitoring and reporting (essential services,
accreditation and annual compliance checks).

Post Occupancy Evaluation

14. The electrical engineer is required to participate in the Post Occupancy Evaluation of the
completed project.

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12.11 Hydraulic Engineers

Scope of Services
1. Hydraulic engineers must be qualified as specified in the Building Regulations.
2. Hydraulic engineers have a general responsibility for the following services components of a
project:
 Sewer drainage reticulation.
 Sanitary plumbing system including sanitary fixtures and fittings.
 Water supply.
 Domestic hot and cold water reticulation systems, including thermal fixtures to bathrooms
and kitchens.
 Rainwater gutters and downpipes to main stormwater lines (Note: Stormwater drainage is
by the civil engineer).
 Waste water drainage to sewer or stormwater lines.

Roles and Responsibilities

3. Hydraulic services engineers have general responsibilities to:
 Communicate with relevant authorities, determine the availability and adequacy of the
services and record all discussions regarding upgrades, tapping in and surety of supply.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare design, documentation and technical advice commensurate in detail with each
stage of the project.
 Prepare cost estimates for major plant and reticulation systems in terms of:
- Capital costs
- Life cycle costs
- Energy costs (including embodied energy and energy costs for operation)
 Advise on the selection, installation and type of services to any specialist equipment.
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.
 Contribute to the preparation of reports for any Business Case, tender documents, asset
register, operation and maintenance plan and energy management plan.
 Ensure that services systems are low maintenance, have low energy requirements and
comply with any energy efficiency requirements of the Government of Victoria as well as
any energy efficiency requirements of the Building Code of Australia. (Any project seeking
exemption is to be considered by the Director, CMB or Manager of Standards, CMB.)
 Administer their individual components of the work during the construction stage and issue
the relevant completion certificates as required.
 Monitor and check the work of each sub-consultant if relevant.
 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
4. The more specific responsibilities of the hydraulic building services engineers are to:

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 Analyse environmental and functional requirements as well as performance standards to be

met by systems.
 Identify options and report on the recommended hydraulic services systems including:
- Design, confirm areas, locations and size including all interfaces with mechanical,
electrical, communications and security systems.
- Water supply tapping and alternative supply arrangements.
- Proposed standby and emergency arrangements.
- Consider alternative systems eg solar hot water.
- Specifications including testing and commissioning regimes for the equipment,
system(s) and other interfaces.
 Coordinate with other services and architectural consultants the location of all system
components including:
- Ring main
- Meters
- Risers
- Sewer drainage systems
- Trade waste systems
- Sanitary plumbing system
- Domestic hot and cold water supply systems.
 Meet functional requirements to ensure system is fit for purpose including essential
services.
 Identify all work by others relating to service provision, including the builder and other
services consultants.
 Define builder’s work in relation to hydraulic services.

Feasibility Study
5. During the feasibility study, the hydraulic services engineer is responsible for the following tasks
in relation to their area of professional responsibility:
 Following a comprehensive assessment of possible alternative solutions to the project’s
service requirements, prepare a Feasibility Study Report that includes a comparison of
capital development costs and ongoing operating and maintenance costs of each
alternative.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, structural and civil engineering and services decisions
for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area
per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and
area basis. Benchmarks will include but not be limited to recurrent engineering services
costs.)

Schematic Design
6. During schematic design the hydraulic services engineer is required to carry out the following
tasks in relation to their area of professional responsibility:
 Analyse functional requirements and confirm performance standards to be met by hydraulic
services systems.
 Identify requirements for redundancy and for future expansion for sizing of services.

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 Prepare a schematic design Report following a comprehensive assessment of possible

alternative solutions to the project’s service requirements, including capital development
costs and ongoing operating and maintenance costs of each alternative. The Report is to
be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Identify the cost of capital required to achieve recurrent savings.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Continuously monitor architectural, structural and civil engineering and services decisions,
drawings and documentation for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.

Design Review.
7. Hydraulic services engineers are required to:
 Identify areas of high recurrent costs for consideration by the Project Control Group at the
Design Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

Design Development
8. During design development the hydraulic services engineer is required to carry out the following
tasks in relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design Review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.
 Ensure that all exposed furniture, fixtures and fittings are designed in accordance with
requirements for harm minimisation and are vandal proof.
 Ensure design is undertaken to allow isolation of specific areas within secure facilities.
 Provide the Quantity Surveyor with estimates of the cost of hydraulic services for inclusion
in Cost Plant C2.
 Provide the Architect with all the information required to finalise Room Data Sheets.
 Prepare draft Specification if required.
 Review all systems to ensure they coordinate with all others (eg architectural, structural,
electrical etc).

Contract Documentation
9. During the contract documentation stage the hydraulic services engineer is required to
undertake the following tasks in relation to their area of professional responsibility:
 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation

442500923.doc
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- Description of maintenance requirements for essential services, major plant and

equipment and any specialised facilities.
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Prepare a list of suitable sub-contractors where required.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.

Tender, Evaluate and Award

10. The hydraulic services engineer is required to undertake the following tasks in conjunction with
the Project Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.
 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

Construction
11. During construction the hydraulic services engineer is required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all required local authority approvals and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate services requirements for Client Supplied Equipment.
 Monitor the installation of services to ensure they comply with the construction documents
and achieve the design intent.
 Provide regular Reports regarding the work’s progress, quality and compliance with
construction documents.
 Examine and endorse all relevant shop drawings.
 Check all off-site fabrication.
 Provide any documentation required for the processing of variations.
 Respond to Contractor’s requests for information and on site queries.
 Amend contract drawings as required during construction and provide ’as built’ drawings
upon completion.
 Ensure that the client is provided with:
- All approved operating and maintenance manuals.

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- As-built drawings.
- Negatives/computer disks of installed services
 Ensure that a building services commissioning program is undertaken with maintenance
operators and that all guarantees and warranties are processed.
 Witness the testing of all equipment, systems and the interfaces with other services.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.

Asset Management
12. The hydraulic services engineer is to:
 Prepare a register of all major plant and equipment included in the project, recording:
- Type, model and name of manufacturer.
- Date of acquisition, purchase value and location of spares/back up.
- Design capacity, redundancy and life expectancy of elements.
 Prepare an asset maintenance budget in conjunction with the Quantity Surveyor, indicating
the anticipated cash flow and annual budget for the life of the facility (say 15 to 20 years)
with a replacement or refurbishment schedule. It must include:
- Energy consumption costs (eg. electricity and gas for hot water, pumps).
- Operating and maintenance costs.
- Other sundry operating expenses.
- Contract management and supervision of out-sourced contracts
13. The Asset Management Plan must be provided in electronic and hard copy format. Documents
are to be recorded in a form suitable for monitoring and reporting (essential services,
accreditation and annual compliance checks).

Post Occupancy Evaluation

14. The hydraulic engineer is required to participate in the Post Occupancy Evaluation of the
completed project.

12.12 Communications and Security Engineers

Scope of Services
1. All such engineers must be qualified as specified in the Building Regulations.
2. Communication and Security engineers have a general responsibility for the following service
components of a project:
 PABX, telephones, intercoms and site radio systems
 Public Address System
 CCTV surveillance
 Pagers systems and nurse call systems
 Security systems including duress alarms, electric strike door locks and restricted door
access
 Emergency and Evacuation Warning System

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 Computer network, cabling and fibre optics

 Audio-visual equipment including remote video facilities, recording facilities, display
 (MA)TV system

Roles and Responsibilities

3. Communications and security engineers have general responsibilities to:
 Communicate with relevant authorities, determine the adequacy of the utility and record all
discussions regarding upgrades, tapping in and surety of supply.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare design, documentation and technical advice commensurate in detail with each
stage of the project.
 Prepare cost estimates for major plant and reticulation systems in terms of :
- Capital costs
- Life cycle costs
- Energy costs (including embodied energy and energy costs for operation)
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.
 Advise on the selection, installation and type of services to any specialist equipment.
 Contribute to the preparation of reports for any Business Case, tender documents, asset
register, operation and maintenance plan and energy management plan.
 Ensure that services systems are low maintenance, have low energy requirements and
comply with any energy efficiency requirements of the Government of Victoria as well as
any energy efficiency requirements of the Building Code of Australia. (Any project seeking
exemption is to be considered by the Director, CMB or Manager of Standards, CMB.)
 Administer their components of the work during the construction stage and issue the
relevant completion certificates as required.
 Monitor and check the work of each sub-consultant if relevant.
 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
4. The more specific responsibilities of the Communications and Security Engineering Consultants
are to:
 Analyse environmental and functional requirements as well as performance standards to be
met by systems.
 Identify options and report on the recommended communication and security services
systems including:
- Design, confirm area and size including approximate weight of equipment.
- Proposed standby and emergency arrangements.
- Equipment rooms sizes and locations (including access for maintenance, repairs and
replacement).
- Communication systems layout including fibre optic cables
- Voice and data point layouts.

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- Specifications including testing and commissioning regimes for the equipment, systems
and other interfaces.
 Integrate systems for radio, pager and mobile devices including duress alarm.
 Prepare a single line plan of communications and security distribution systems.
 Coordinate the location of all system components with other services and architectural
requirements.
 Meet functional requirements to ensure system is fit for purpose including essential
services.
 Identify all work by others relating to service provision, including the builder and other
services consultants.
 Define builder’s work in relation to communications and security services.

Feasibility Study
5. During the feasibility study, the communications and security systems engineer is responsible
for the following tasks in relation to their area of professional responsibility:
 Following a comprehensive assessment of possible alternative solutions to the project’s
service requirements, prepare a Feasibility Study Report that includes a comparison of
capital development costs and ongoing operating and maintenance costs of each
alternative.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, structural and civil engineering and services decisions
for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area
per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and
area basis. Benchmarks will include but not be limited to recurrent engineering services
costs.)

Schematic Design
6. During schematic design communications and security engineers are required to carry out the
following tasks in relation to their area of professional responsibility:
 Analyse functional requirements and confirm performance standards to be met by
communications and security systems.
 Identify requirements for redundancy and for future expansion for sizing of major
equipment.
 Prepare a schematic design Report following a comprehensive assessment of possible
alternative solutions to the project’s service requirements, including capital development
costs and ongoing operating and maintenance costs of each alternative. The Report is to
be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Identify the cost of capital required to achieve recurrent savings.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Continuously monitor architectural, structural and civil engineering and services decisions,
drawings and documentation for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.

442500923.doc
 61

Design Reviews.
7. Communications and security services engineers are required to:
 Identify areas of high recurrent costs for consideration by the Project Control Group at the
Design Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

Design Development
8. During design development the communications and security services engineer is required to
carry out the following tasks in relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design Review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.
 Ensure fire safety and security systems for secure facilities are fully integrated, that all
exposed furniture, fixtures and fittings are designed in accordance with requirements for
harm minimisation and are vandal proof.
 Provide the Quantity Surveyor with estimates of the cost of communications and security
services for inclusion in Cost Plant C2.
 Provide the Architect with all the information required to finalise Room Data Sheets.
 Prepare draft Specification if required.
 Review all systems to ensure they coordinate with all others (eg architectural, structural,
electrical etc).

Contract Documentation
9. During the contract documentation stage the communications and security services engineer is
required to undertake the following tasks in relation to their area of professional responsibility:
 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation
- Description of maintenance requirements for essential services, major plant and
equipment and any specialised facilities.
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Prepare a list of suitable sub-contractors where required.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.

442500923.doc
 62

Tender, Evaluate and Award

10. The communications and security services engineer is required to undertake the following tasks
in conjunction with the Project Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.
 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

Construction
11. During construction the communications and security services engineer is required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all required local authority approvals and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate services requirements for Client Supplied Equipment.
 Monitor the installation of services to ensure they comply with the construction documents
and achieve the design intent.
 Provide regular Reports regarding the work’s progress, quality and compliance with
construction documents.
 Examine and endorse all relevant shop drawings.
 Check all off-site fabrication.
 Provide any documentation required for the processing of variations.
 Respond to Contractor’s requests for information and on site queries.
 Amend contract drawings as required during construction and provide ’as built’ drawings
upon completion.
 Ensure that the client is provided with:
- All approved operating and maintenance manuals.
- As-built drawings.
- Negatives/computer disks of installed services
 Ensure that a building services commissioning program is undertaken with maintenance
operators and that all guarantees and warranties are processed.
 Witness the testing of all equipment, systems and the interfaces with other services.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.

Asset Management
12. The communications and security services engineer is to:
 Prepare a register of all major plant and equipment included in the project, recording:

442500923.doc
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- Type, model and name of manufacturer.

- Date of acquisition, purchase value and location of spares/back up.
- Design capacity, redundancy and life expectancy of elements.
 Prepare an asset maintenance budget in conjunction with the Quantity Surveyor, indicating
the anticipated cash flow and annual budget for the life of the facility (say 15 to 20 years)
with a replacement or refurbishment schedule. It must include:
- Energy consumption costs (eg. electricity for communication and security systems).
- Operating and maintenance costs.
- Other sundry operating expenses.
- Contract management and supervision of out-sourced contracts
13. The Asset Management Plan must be provided in electronic and hard copy format. Documents
are to be recorded in a form suitable for monitoring and reporting (essential services,
accreditation and annual compliance checks).

Post Occupancy Evaluation

14. The communications and security engineer is required to participate in the Post Occupancy
Evaluation of the completed project.

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12.13 Civil Engineers

Scope of Services
1. Civil engineers must be qualified as specified in the Building Regulations.
2. The Civil Engineer is responsible for the provision of the following building services:
 All car parking/asphalt surfaces
 Concrete paths.
 Car park drainage.
 Kerbs and channels.
 General site works.
 Retaining walls.
 Stormwater drainage beyond the building line (Note: Hydraulics Engineer is responsible for
all drainage through gutters and downpipes to the building line), surface runoff and
retention devices. (Note: Landscape Architect will be responsible for all soft landscaping,
eg. trees, shrubs, garden beds and lawn areas.)
 Brick paved areas.
 Landscaping irrigation systems.
 External furniture such as seating and fixed rubbish bins.

Roles and Responsibilities

3. Civil engineers have general responsibilities to:
 Communicate with relevant authorities and obtain all necessary approvals.
 Check the availability and capacity of engineering services to the site.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare design, documentation and technical advice commensurate in detail with each
stage of the project.
 Prepare cost estimates for major plant and reticulation systems in terms of :
- Capital costs
- Life cycle costs
- Energy costs (including embodied energy and energy costs for operation)
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.
 Advise on the selection, installation and type of services to any specialist equipment.
 Contribute to the preparation of reports for any Business Case, tender documents, asset
register, operation and maintenance plan and energy management plan.
 Ensure that services systems are low maintenance, have low energy requirements and
comply with any energy efficiency requirements of the Government of Victoria as well as
any energy efficiency requirements of the Building Code of Australia. (Any project seeking
exemption is to be considered by the Director, CMB or Manager of Standards, CMB.)
 Administer their individual components of the work during the construction stage and issue
the relevant completion certificates as required.
 Monitor and check the work of each sub-consultant (if relevant).

442500923.doc
 65

 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
4. The more specific responsibilities of the civil engineer are to:
 Analyse functional requirements and confirm performance standards to be met by civil
engineering systems.
 Identify options and report on the recommended civil engineering systems including:
- Design, confirm areas, location and size including all interfaces with structural,
mechanical, electrical, hydraulic, communications and security systems.
- Proposed standby and emergency arrangements.
- Specifications including testing and commissioning regimes for materials and system(s)
and other interfaces.
 Coordinate location of all system components with other structural, services and
architectural requirements.
 Identify all work by others associated with the civil engineering services.
 Define builder’s work in relation to civil engineering services.

Feasibility Study
5. During the feasibility study, the civil engineer is responsible for the following tasks in relation to
their area of professional responsibility:
 Check the availability and capacity of storm water drainage services to the site and discuss
with local authority.
 Assess implications for neighbouring properties and undertake survey and photo records of
conditions of adjacent properties.
 Ensure geo-technical and land survey information is suitable for the preparation of design,
documentation and implementation of the project.
 Following a comprehensive assessment of possible alternative solutions to the project’s
service requirements, prepare a Feasibility Study Report that includes a comparison of
capital development costs and ongoing operating and maintenance costs of each
alternative.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, structural and civil engineering and services decisions
for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area
per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and
area basis. Benchmarks will include but not be limited to recurrent engineering services
costs.)

Schematic Design
6. During Schematic Design the civil engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Analyse environmental and functional requirements and confirm performance standards to
be met by civil engineering systems including provision for future development.
 Identify requirements for redundancy and for future expansion for sizing of services.
 Prepare a schematic design Report following a comprehensive assessment of possible
alternative solutions to the project’s service requirements, including capital development

442500923.doc
 66

costs and ongoing operating and maintenance costs of each alternative. The Report is to
be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Confirm the location and dimensions of all major structural elements for all consultants on
detailed survey site plan.
 Identify the cost of capital required to achieve recurrent savings.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Continuously monitor architectural, structural and civil engineering and services decisions,
drawings and documentation for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.

Design Reviews.
7. Civil engineers are required to:
 Identify areas of high recurrent costs for consideration by the Project Control Group at the
Design Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

Design Development
8. During design development the civil engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design Review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.
 Ensure that all exposed furniture, fixtures and fittings are designed in accordance with
requirements for harm minimisation and are vandal proof.
 Ensure stormwater drains, culverts and similar are designed in a manner that maintains the
integrity of secure facilities.
 Provide the Quantity Surveyor with estimates of the cost of civil engineering services for
inclusion in Cost Plant C2.
 Prepare draft Specification if required.
 Review all systems to ensure they coordinate with all others (eg architectural, structural,
electrical etc).
 Confirm developed site levels, and storm water pipe and pit locations. Confirm no water
entrapment areas exist that are likely to result in water entry into or damage to any building
or pavement.

Contract Documentation
9. During contract documentation the civil engineer is required to undertake the following tasks in
relation to their area of professional responsibility:

442500923.doc
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 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation
- Description of maintenance requirements for essential services, major plant and
equipment and any specialised facilities.
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Prepare a list of suitable sub-contractors where required.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.
 Liaise with the Project Manager regarding the amount and detail of civil engineering tender
documents required for the procurement model to be used.

Tender, Evaluate and Award

10. The civil engineer is required to undertake the following tasks in conjunction with the Project
Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.
 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

Construction
11. During construction, the civil engineer is required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all required local authority approvals and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate services requirements for Client Supplied Equipment.
 Monitor the installation of services to ensure they comply with the construction documents
and achieve the design intent.
 Provide regular Reports regarding the work’s progress, quality and compliance with
construction documents.
 Examine and endorse all relevant shop drawings.
 Check all off-site fabrication.
 Provide any documentation required for the processing of variations.

442500923.doc
 68

 Respond to Contractor’s requests for information and on site queries.

 Amend contract drawings as required during construction and provide ’as built’ drawings
upon completion.
 Ensure that the client is provided with:
- All approved operating and maintenance manuals.
- As-built drawings.
- Negatives/computer disks of installed services.
 Ensure that a building services commissioning program is undertaken with maintenance
operators and that all guarantees and warranties are processed.
 Witness the testing of all service systems.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.

Asset Management
12. The civil engineer is to:
 Prepare a register of all major plant and equipment included in the project, recording:
- Type, model and name of manufacturer.
- Date of acquisition, purchase value and location of spares/back up.
- Design capacity, redundancy and life expectancy of elements.
 Prepare an asset maintenance budget in conjunction with the Quantity Surveyor, indicating
the anticipated cash flow and annual budget for the life of the facility (say 15 to 20 years)
with a replacement or refurbishment schedule. It must include:
- Energy consumption costs (where applicable).
- Operating and maintenance costs.
- Other sundry operating expenses.
- Contract management and supervision of out-sourced contracts
13. The Asset Management Plan must be provided in electronic and hard copy format. Documents
are to be recorded in a form suitable for monitoring and reporting (essential services,
accreditation and annual compliance checks).

Post Occupancy Evaluation

14. The civil engineer is required to participate in the Post Occupancy Evaluation of the completed
project.

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12.14 Structural Engineers

Scope of Services
1. Structural engineers must be qualified as specified in the Building Regulations.
2. The Structural Engineer is expected to provide all structural engineering services throughout
the proposed works, including the following components:
 Lift shafts and stairways
 Walls
 Floors
 Columns
 Foundations
 Ramps for disabled access
 Roofs.

Roles and Responsibilities

3. Structural engineers have general responsibilities to:
 Communicate with relevant authorities and obtain all necessary approvals.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare designs, documentation, technical advice and estimates that are commensurate in
detail with each stage of the project. Provide appropriate design computations for all
structural components. For alteration work or work within an existing facility, examine
existing site conditions and allow for those conditions in the structural design.
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.
 Advise on the location and structural implications of the selection and installation of any
specialist equipment.
 Contribute to the preparation of reports for any Business Case, tender documents, asset
register, operation and maintenance plan and energy management plan.
 Administer the individual components of the work during the construction stage and issue
the relevant completion certificates as required. Carry out site inspections as necessary.
 Monitor and check the work of each sub-consultant (if relevant).
 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
4. The more specific responsibilities of the structural engineers are to:
 Analyse functional requirements and confirm performance standards to be met by structural
elements.
 Ensure adequate stability of all structural elements.
 Identify options and report on the recommended structural systems including:
- Design, location and size including all interface with mechanical, electrical, hydraulic,
communications and security systems.

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- Specifications including testing regimes for materials.

 Coordinate location of all components with other services and architectural requirements.
 Identify all work by others associated with the structural system and define the builder’s
work.

Feasibility Study
5. During the feasibility study, the structural engineer is responsible for the following tasks in
relation to their area of professional responsibility:
 Consideration of the structural implications of the proposed development including future
expansion, reticulation of all services developed in conjunction with the Architect, Building
Services Engineer and other consultants.
 Ensure geotechnical information is suitable for design, documentation and implementation
of the project.
 Following a comprehensive assessment of possible alternative solutions prepare a
Feasibility Study Report.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, civil engineering and services decisions for their
functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area
per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and
area basis.

Schematic Design
6. During Schematic Design the structural engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Analyse functional requirements and confirm performance standards to be met by structural
systems including provision for future development.
 Prepare a schematic design Report following a comprehensive assessment of possible
alternative solutions including capital development costs of each alternative. The Report is
to be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Ensure the structures are adequate for installation, removal and replacement of major
plant, equipment or similar loads.
 Continuously monitor architectural, civil engineering and services decisions, drawings and
documentation for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.

Design Reviews.
7. Structural engineers are required to:
 Identify areas of high cost for consideration by the Project Control Group at the Design
Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

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Design Development
8. During design development the structural engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design Review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.
 Ensure all elements and components are suitably fixed and reinforced where necessary
when designing secure facilities.
 Confirm the location and dimensions of all major structural elements for all consultants.
 Provide the Architect with all the information required to finalise Room Data Sheets.
 Prepare draft Specification if required.
 Review all systems to ensure their coordination with all other systems, eg architectural,
mechanical, electrical etc.

Contract Documentation
9. During contract documentation, the structural engineer is required to undertake the following
tasks in relation to their area of professional responsibility:
 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.
 Liaise with the Project Manager regarding the amount and detail of structural engineering
tender documents required for the procurement model to be used.

Tender, Evaluate and Award

10. The structural engineer is required to undertake the following tasks in conjunction with the
Project Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.

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 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

Construction
11. During construction, the structural engineer is required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all local authority approvals required and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate structural requirements for Client Supplied Equipment.
 Monitor construction to ensure compliance with project documentation and design intent.
 Provide regular Reports regarding the work’s progress, quality and compliance with
construction documents.
 Provide any documentation required for the processing of variations.
 Ensure that the client is provided with ‘as-built’ drawings.
 Respond to Contractor’s requests for information and on site queries.
 Amend contract drawings as required during construction and provide “as built” drawings
upon completion.
 Examine and endorse all structural shop drawings.
 Check off-site fabrications as required.
 Periodically witness the testing of materials.
 Ensure the preparation of as-built drawings by the Contractor and submission of
negatives/computer disk of installed services to the client.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.

Asset Management
12. The structural engineer is to provide a record of all structural design computations required for
use in any refurbishment, redevelopment or demolition of the facility.

Post Occupancy Evaluation

13. The structural engineer is required to participate in the Post Occupancy Evaluation of the
completed project.

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12.15 Fire Protection Services

Scope of Services
1. Fire protection services may be provided by one consultant with overall responsibility for
service delivery or may be provided by collaboration between other consultants on the project
team (eg. mechanical, electrical, hydraulic engineers).
2. Fire protection consultants have a general responsibility for the following services components
of a project:
 Manual and automatic fire suppression systems including:
- Fire extinguishers
- Fire hydrant and hose reel systems
- Sprinkler systems
- Water storage tanks
- Hydrant and sprinkler booster connections and services fit-out to fire control and valve
room
 Automatic smoke detection, communication and alarm systems, including connection to fire
brigade.
 Smoke management measures, including dampers and air-conditioning shutdown, door
hold open and release mechanisms.
 Gas shutoff where applicable in sprinklered areas.

Roles and Responsibilities

3. Fire protection consultants have general responsibilities to:
 Communicate with relevant authorities and obtain all necessary approvals.
 Check the availability and capacity of engineering services to the site.
 Meet and minute discussions with Statutory Authorities regarding the estimated cost and
programming of works to ensure availability of engineering services and supply
arrangements.
 Check the costs associated with any requirement regarding availability and capacity of
services to the site.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare design, documentation and technical advice commensurate in detail with each
stage of the project.
 Prepare cost estimates for major equipment and reticulation systems in terms of :
- capital costs
- life cycle costs
- energy costs (including embodied energy and energy costs for operation)
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.
 Advise on the selection, installation and type of services to any specialist equipment.
 Contribute to the preparation of reports for any Business Case, tender documents, asset
register, operation and maintenance plan and energy management plan.
 Ensure that services systems are low maintenance, have low energy requirements and
comply with any energy efficiency requirements of the Government of Victoria as well as

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any energy efficiency requirements of the Building Code of Australia. (Any project seeking
exemption is to be considered by the Director, CMB or Manager of Standards, CMB.)
 Administer their components of the work during the construction stage and issue the
relevant completion certificates as required.
 Monitor and check the work of each sub-consultant (if relevant).
 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
4. The more specific responsibilities of the fire protection consultant are to:
 Analyse environmental and functional requirements as well as performance standards to be
met by systems.
 Identify options and report on the recommended fire protection services systems including:
- Design, confirm areas, locations and size including all interfaces with mechanical,
electrical, communications and security systems.
- Fire control room and valve room area requirements.
- Establish site water supply availability, pressure and flow rate.
- System layout and size, tappings including fire main, sprinkler hydrant/risers and
layout.
- Sprinkler head and smoke/heat detector layout.
- Hydrants, sprinklers riser and size of hydrant cupboards and sprinkler booster
connections.
- All water storage requirements including approximate weight of storage in relation to
architectural and structural design, including any structural penetrations etc.
- Proposed standby and emergency arrangements.
- Specifications including testing and commissioning regimes for the equipment,
system(s) and other interfaces.
 Coordinate location of all system components with other services and architectural
requirements.
 Ensure all passive, detection and suppression fire safety items required by the risk
assessment have been incorporated into the design.
 Ensure all interfaces with mechanical, security and communication systems are integrated.
 Identify all work by others associated with the fire services installation.
 Define builder’s work in relation to fire protection services.

Feasibility Study
5. During the feasibility study, the fire protection consultant is responsible for the following tasks in
relation to their area of professional responsibility:
 Following a comprehensive assessment of possible alternative solutions to the project’s
service requirements, prepare a Feasibility Study Report that includes a comparison of
capital development costs and ongoing operating and maintenance costs of each
alternative.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, structural and civil engineering and services decisions
for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area

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per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and

area basis. Benchmarks will include but not be limited to recurrent engineering services
costs.)

Schematic Design
6. During Schematic Design the fire protection consultant is required to carry out the following
tasks in relation to their area of professional responsibility:
 Analyse environmental and functional requirements and confirm performance standards to
be met by fire protection services systems.
 Identify requirements for redundancy and for future expansion for sizing of water supply
and major equipment.
 Prepare a Schematic Design Report following a comprehensive assessment of possible
alternative solutions to the project’s service requirements, including capital development
costs and ongoing operating and maintenance costs of each alternative. The Report is to
be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Identify the cost of capital required to achieve recurrent savings.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Continuously monitor architectural, structural and civil engineering and services decisions,
drawings and documentation for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.
7. Where sufficient documentation exists at the schematic design stage, the Fire Safety Engineer
(refer to the role of the Fire Safety Engineer in sub-clause 12.16) is to undertake the following:
 Desktop fire audit
 Risk assessment
 Assessment of compliance with the Building Code Australia—1996.

Design Review.
8. Fire protection consultants are required to:
 Identify areas of high recurrent costs for consideration by the Project Control Group at the
Design Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

Design Development
9. During design development the fire protection consultant is required to carry out the following
tasks in relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design Review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.

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 Ensure fire safety and security systems for secure facilities are fully integrated, that all
exposed furniture, fixtures and fittings are designed in accordance with requirements for
harm minimisation and are vandal proof.
 Provide the Quantity Surveyor with estimates of the cost of fire protection services for
inclusion in Cost Plant C2.
 Provide the Architect with all the information required to finalise Room Data Sheets.
 Prepare draft Specification if required.
 Review all systems to ensure their coordination with all other systems, eg architectural,
structural, electrical etc).

Contract Documentation
10. During contract documentation, the fire protection consultant is required to undertake the
following tasks in relation to their area of professional responsibility:
 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation
- Description of maintenance requirements for essential services, major equipment and
any specialised facilities.
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Prepare a list of suitable sub-contractors where required.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.
11. Where insufficient documentation existed at the design development stage, the Fire Safety
Engineer (refer to sub-clause 12.16) is to undertake the following:
 Desktop fire audit
 Risk assessment
 Assessment of compliance with the Building Code Australia—1996.

Tender, Evaluate and Award

12. The fire protection consultant is required to undertake the following tasks in conjunction with the
Project Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.
 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

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Construction
13. During construction fire protection consultants are required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all local authority approvals required and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate services requirements for Client Supplied Equipment.
 Monitor the installation of services to ensure they comply with the construction documents
and achieve the design intent.
 Provide regular reports regarding the project work’s:
- Progress
- Quality
- Schedule.
 Examine and endorse all relevant shop drawings.
 Check all off-site fabrication.
 Provide any documentation required for the processing of variations.
 Respond to Contractor’s requests for information and on site queries.
 Amend contract drawings as required during construction and provide ’as built’ drawings
upon completion.
 Ensure that the client is provided with:
- All approved operating and maintenance manuals.
- As-built drawings.
- Negatives/computer disks of installed services
 Ensure that a building services commissioning program is undertaken with maintenance
operators.
 Witness the testing of all equipment, systems and interfaces with other services.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.
14. During construction the Fire Safety Engineer (refer to sub-clause 12.16) is required to:
 Review proposals to alter the fire safety strategy
 Prepare a supplementary report assessing the effects of the variations
 Submit the report to the building Surveyor

Asset Management
15. During the Asset Management stage the fire protection consultant is to:
 Prepare a register of all major plant and equipment included in the project, recording:
- Type, model and name of manufacturer.
- Date of acquisition, purchase value and location of spares/back up.
- Design capacity, redundancy and life expectancy of elements.

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 Prepare an asset maintenance budget in conjunction with the Quantity Surveyor, indicating
the anticipated cash flow and annual budget for the life of the facility (say 15 to 20 years)
with a replacement or refurbishment schedule. It must include:
- Energy consumption costs (eg. electricity for detection, alarm and communication
systems).
- Operating and maintenance costs.
- Other sundry operating expenses.
- Contract management and supervision of out-sourced contracts
 The Asset Management Plan must be provided in electronic and hard copy format.
Documents are to be recorded in a form suitable for monitoring and reporting (essential
services, accreditation and annual compliance checks).

Post Occupancy Evaluation

16. The Fire Protection consultant is required to:
 Participate in the Post Occupancy Evaluation to assess:
- If systems are performing adequately
- Number of false alarms
- If appropriate systems have been installed.
 Prepare a Post Occupancy Evaluation Report on the adequacy of systems and
recommending any corrective actions.

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12.16 Fire Safety Engineer

1. Fire safety engineers must be registered with the Building Control Commission in the category
of ‘Engineer, Class of Fire Safety Engineer’.

Scope of Services
2. It is intended that the Fire Safety Engineer will be appointed to undertake the following services
for all projects involving overnight client bed base accommodation with 24 hour support:
 Input into the design process
 Undertake risk assessment
 Check contract documents
 Inspect the fire safety works
 Prepare site fire safety plan
 Prepare emergency evacuation plan
 Certify compliance with DHS Capital Development Guidelines.
3. The Fire Safety Engineer is responsible to ensure that all passive (eg. compartmentation,
egress, material selection and fire rating etc), detection and suppression fire safety systems
have been coordinated and that a total fire safety system is designed.
4. The Fire Safety Engineer will be expected to provide full professional services including the
following:
 Liaise with the consultant team throughout the entire design process and attend team
meetings.
 Input into the feasibility and schematic design stages and present appropriate fire safety
options.
 Undertake a desktop audit and fire safety risk assessment (including quantitative analysis)
in accordance with the DHS Capital Development Guidelines—Series 7: Fire Risk
Management, at the completion of schematic design or when the floor plans have been
frozen and area functions are known.
 Prepare a fire safety report for the development considering options, and clearly present
the recommendations.
 Check the contract documents to confirm that the full scope of the fire safety
system/strategy has been incorporated in the documents.
 Prepare a supplementary report for building surveyor assessment if the fire safety strategy
changes during contract documentation or during construction.
 Prepare a fire safety plan for the site including maintenance and management issues, or
amend the existing plan to cover the new works.
 Inspect the completed works to confirm that the full scope of the fire safety requirements
have been incorporated into the works.
 Prepare suitable emergency evacuation plan for the building(s), or amend the existing plan
to cover the new works.
 Participate in the POE review and consider the effectiveness of human factors such as
emergency procedures as well as the physical factors such as fire protection equipment.
Identify any non-compliances and make recommendations for corrective actions.
5. The Fire Safety Engineer is to ensure that a single integrated fire safety system applies to the
entire site. For projects involving existing buildings, the Fire Safety Engineer must source the
existing fire safety audit and risk assessment report(s) for the site. Where interfaces are
required with other disciplines, eg. security, mechanical or electrical, the Fire Safety Engineer

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must fully brief the relevant consulting team members of the interface requirements to ensure
integrity and integration of the systems.
6. The Fire Safety Engineer must certify via compliance statements that the proposes design
meets the requirements of the DH Capital Development Guidelines—Series 7: Fire Risk
Management, that the full scope of the fire safety works has been incorporated into the contract
documents, and that the full scope of the fire safety works have been completed.

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12.17 Lift Services Engineers

Scope of Services
1. Lift engineers must be qualified as specified in the Building Regulations.
2. Lift engineers have a general responsibility for the following services components of a project:
 New lifts.
 Lift motor room works.
 Upgraded devices and specialised devices.

Roles and Responsibilities

3. Lift services engineers have general responsibilities to:
 Communicate with relevant authorities and obtain all necessary approvals.
 Check the availability and capacity of engineering services to the site.
 Monitor the project throughout the design, documentation and development phases to
ensure conformity with statutory requirements.
 Report any areas of non-compliance to the Project Control Group.
 Prepare design, documentation and technical advice commensurate in detail with each
stage of the project.
 Prepare cost estimates for major plant and reticulation systems in terms of :
- Capital costs
- Life cycle costs
- Energy costs (including embodied energy and energy costs for operation)
 Develop clear and coordinated construction documentation that allows the contractor to
carry out their work efficiently.
 Advise on the selection, installation and type of services to any specialist equipment.
 Contribute to the preparation of reports for any Business Case, tender documents, asset
register, operation and maintenance plan and energy management plan.
 Ensure that services systems are low maintenance, have low energy requirements and
comply with any energy efficiency requirements of the Government of Victoria as well as
any energy efficiency requirements of the Building Code of Australia. (Any project seeking
exemption is to be considered by the Director, CMB or Manager of Standards, CMB.)
 Administer the individual components of the work during the construction stage and issue
the relevant completion certificates as required.
 Monitor and check the work of each sub-consultant (if relevant).
 Maintain quality control systems that ensure all information and documentation provided is
complete, comprehensive, up to date, checked and coordinated.
 Liaise with the Project Manager, Principal Consultant and other consultants throughout all
phases of the project.
4. The more specific responsibilities of the lift building services engineers are to:
 Analyse functional requirements and confirm performance standards to be met by
transportation systems including:
- Loads
- The number, type, size, carrying capacity, speed and waiting time of lift cars.
- Determine heat loads of lift equipment and power requirements of lifts.

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- Identify options and report on the recommended lift services systems including:
- Design, confirm areas, location and size including all interfaces with mechanical,
electrical, communications and security systems.
- Lift overrun and shaft sizes.
- Lift motor room and approximate weights and location of equipment.
- Proposed standby and emergency arrangements.
- Specifications including testing and commissioning regimes for the equipment,
system(s) and other interfaces.
 Coordinate location of all system components with other services and architectural
requirements.
 Identify all work by others relating to service provision, including the builder and other
services consultants.
 Define builder’s work in relation to transportation services.

Feasibility Study
5. During the feasibility study, the lift services engineer is responsible for the following tasks in
relation to their area of professional responsibility:
 Following a comprehensive assessment of possible alternative solutions to the project’s
service requirements, prepare a Feasibility Study Report that includes a comparison of
capital development costs and ongoing operating and maintenance costs of each
alternative.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Continuously monitor architectural, structural and civil engineering and services decisions
for their functional, capital and/or recurrent cost impact.
 Prepare benchmarks in accordance with Department of Health requirements for evaluation
of the Feasibility Study against comparable projects. (Typical benchmarks examine area
per unit/bed/client, measure output eg $ per WEIS/throughput/client and/or functional and
area basis. Benchmarks will include but not be limited to recurrent engineering services
costs.)

Schematic Design
6. During Schematic Design the lift services engineer is required to carry out the following tasks in
relation to their area of professional responsibility:
 Analyse functional requirements and confirm performance standards to be met by lift
services systems.
 Identify requirements for future vertical expansion for sizing of major lift plant.
 Prepare a Schematic Design Report following a comprehensive assessment of possible
alternative solutions to the project’s service requirements, including capital development
costs and ongoing operating and maintenance costs of each alternative. The Report is to
be provided to the Quantity Surveyor for inclusion in the Business Case report.
 Identify the cost of capital required to achieve recurrent savings.
 Provide the Project Manager and Project Control Group with advice and recommendations
on issues associated with their area of professional responsibility.
 Ensure the schematic design for their area of responsibility conforms to the scope of work
and budget for the project.
 Continuously monitor architectural, structural and civil engineering and services decisions,
drawings and documentation for their functional, capital and/or recurrent cost impact.

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 Prepare benchmarks for evaluation of the Schematic Design against comparable projects in
accordance with Department of Health requirements.

Design Reviews.
7. Lift services engineers are required to:
 Identify areas of high recurrent costs for consideration by the Project Control Group at the
Design Review.
 Provide cost reduction options that may be needed to maintain the project cost within
Budget.

Design Development
8. During design development the lift services engineers is required to carry out the following
tasks in relation to their area of professional responsibility:
 Resolve any outstanding design issues, including any changes to the Schematic Design
required as a result of the Design Review.
 Prepare a report that includes evaluation statements for all major decisions for inclusion in
the Design Development Report for the project.
 Ensure design development for their area of responsibility meets the functional
requirements of the brief and is in accordance with the project budget.
 Provide any information necessary to identify issues associated with special facilities and/or
major plant and equipment.
 Ensure all exposed furniture, fixtures and fittings are designed in accordance with
requirements for harm minimisation and are vandal proof.
 Provide the Quantity Surveyor with estimates of the cost of lift services for inclusion in Cost
Plant C2.
 Provide the Architect with all the information required to finalise Room Data Sheets.
 Prepare draft Specification if required.
 Review all systems to ensure their coordination with all other systems, eg architectural,
structural, electrical etc.

Contract Documentation
9. During contract documentation the lift services engineer is required to undertake the following
tasks in relation to their area of professional responsibility:
 Prepare contract documentation suitable for competitive tendering of the project including:
- Specifications
- Documentation
- Description of maintenance requirements for essential services, major plant and
equipment and any specialised facilities.
 Ensure that documentation remains within the briefed areas and budgeted cost parameters
for the project.
 Ensure that all documents are checked and coordinated in accordance with quality control
requirements.
 Ensure tender documentation is available for checking, coordination and costing two weeks
prior to the date of tender.
 Prepare a list of suitable sub-contractors where required.
 Liaise with the Project Manager and Architect in the preparation of a construction schedule.
 Establish agreed contract administration procedures with the Superintendent for the proper
handling of issues (eg variations) that arise throughout the project.

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Tender, Evaluate and Award

10. The lift services engineer is required to undertake the following tasks in conjunction with the
Project Manager and other consultants:
 Respond to requests for information.
 Review all tenders received and prepare detailed tender reports and recommendations on
the relevant sections.
 Assist in detailed assessment and recommendations during the negotiation period if
required.
 Conduct reference checks on contracting firms and ascertain the availability of equipment
and replacements if needed.
 Ensure that the successful contractor completes all schedules, programmes, and cash flow
before commencing work on the project.

Construction
11. During construction lift services engineers are required to:
 Carry out all duties associated with their profession including those of Superintendent’s
Representative (SR) when required.
 Obtain all local authority approvals required and liaise with authorities regarding inspections
and other requirements.
 Identify hazardous areas or equipment to maintain safe work practices.
 Incorporate services requirements for Client Supplied Equipment.
 Monitor the installation of services to ensure they comply with the construction documents
and achieve the design intent.
 Provide regular reports regarding the project work’s progress, quality and schedule.
 Examine and endorse all relevant shop drawings.
 Check all off-site fabrication.
 Provide any documentation required for the processing of variations.
 Respond to Contractor’s requests for information and on site queries.
 Amend contract drawings as required during construction and provide ’as built’ drawings
upon completion.
 Ensure that the client is provided with:
- All approved operating and maintenance manuals.
- As-built drawings.
- Negatives/computer disks of installed services
 Ensure that a building services commissioning program is undertaken with maintenance
operators.
 Witness the testing of all equipment, systems and interfaces with other services.
 Make the final inspection and report to the Project Manager.
 Issue a defects lists at Practical Completion.
 Inspect the works at intervals during the Defects Liability Period.

Asset Management
12. The lift services engineer is to:
 Prepare a register of all major plant and equipment included in the project, recording:

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- Type, model and name of manufacturer.

- Date of acquisition, purchase value and location of spares/back up.
- Design capacity, redundancy and life expectancy of elements.
- Prepare an asset maintenance budget in conjunction with the Quantity Surveyor,
indicating the anticipated cash flow and annual budget for the life of the facility (say 15
to 20 years) with a replacement or refurbishment schedule. It must include:
 Energy consumption costs (eg. electricity and gas for lighting, power, heating and cooling).
 Operating and maintenance costs.
 Other sundry operating expenses.
 Contract management and supervision of out-sourced contracts
13. The Asset Management Plan must be provided in electronic and hard copy format. Documents
are to be recorded in a form suitable for monitoring and reporting (essential services,
accreditation and annual compliance checks).

Post Occupancy Evaluation

14. The structural engineer is required to participate in the Post Occupancy Evaluation of the
completed project.

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13 Other Consultants
13.1 Building Certification Services
1. The building surveyor is required to have appropriate qualifications and expertise to assess
designs against the performance requirements of the Building Code of Australia.

Scope of Services
2. The Building Certification Consultant is responsible to the client, through the Project Manager
during the project development process.
3. Fee proposals are to allow for the use of a traditional delivery process on the project, with
allowances being made for certification in stages (eg in relation to early works packages).
4. The Building Certification Consultant is responsible for the following services:
 Building Certification
 Structural Certification
 Engineering Services Certification
 Fire Safety Audit Report Certification.

Roles and Responsibilities

5. The Building Certification Consultant is to provide full professional services to the project
including the following:
 Provide timely advice to Consultant Team members on building regulation requirements
necessary to ensure certification.
 Provide general advice on potential changes to design and materials that would improve
the efficiency of the building and reduce whole of life costs.
 Identify non-complying items in the design drawings and all other documents produced in
relation to the project, alert the consultant team members to these items and assist with
identifying cost effective measures to achieve compliance.
 Provide advice on staged approvals and certification to suit the project programme.
 Check design drawings and contract documents as they are produced.
 Apply for all required modifications to the building regulations.
 Negotiate with the Building Referees Board and all relevant Authorities (in particular the
Local Council and the relevant Fire Services Authority) in relation to certification.
 Certify plans and specifications at various stages after undertaking all necessary
investigations, inquiries and negotiations.
 Undertake inspections as necessary and provide a Certificate of Occupancy upon
completion of the project and prior to occupation.
 Certify building, structural, civil and engineering services computations and drawings
associated with the project.
 Prepare detailed Building Certification Consultant’s Reports for inclusion in the Schematic
Design and Design Development Reports to be produced by the Architect. The reports
must set out areas of compliance/non-compliance in the existing building and proposed
works.
 Participate in Design Reviews.
 Identify and advise the Principal on all ongoing requirements including provisions for
maintenance of essential engineering services.

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 Undertake regulatory assessment of the fire safety provisions as part of the desk top fire
safety audit.
 Certify that the fire safety audit report recommended strategy will satisfy the fire related
performance requirements of the Building Code of Australia and the DH Capital
Development Guidelines—Series 7: Fire Risk Management guideline.
 Review tender documentation and if satisfied that the documentation generally complies
with the fire safety strategy, issue a Building Permit.
 Review supplementary reports from the Fire Safety Engineer assessing the effects of
proposed variations to the fire safety strategy during construction and if satisfied that the
design satisfies the BCA 1996, relevant regulations and relevant DH Guidelines approve
the variation.
 Retain detailed floor plans as required by regulations.
 Where the facility is deemed as a secure facility, take steps to ensure that access to
detailed floor plans is restricted to only those persons approved by regulations or DH.

13.2 Environmental Sustainability Consultant

Scope of Services
1. The Environmental Sustainability (ES) consultant is to provide services for each phase in
accordance with the details set out in the “Guidelines for sustainability in health care capital
works – July 2010”, available at:
http://www.capital.health.vic.gov.au/SustainabilityGuideline2010/,
as well as the responsibilities set out below.
2. The ES consultant is responsible to the Project Control Group through the Project Manager for
direction, management and reporting.

Roles and Responsibilities.

3. The ES consultant has the following key general responsibilities:
 Advise on the inclusion of environmentally sustainable initiatives within the project to assist
the design team in achieving suitable sustainability performance outcomes;
 Develop benchmarks, provide reports and provide technical advice on sustainability
aspects in the project;
 Undertake “Greenstar – Healthcare” self-assessments at Schematic Design, Final Business
Case and Detailed Design;
 Assist in the preparation of BCA Part J compliance certificates;
 Where the design for any of the building fabric, glazing or building sealing components fails
to achieve the “deemed to satisfy” requirements of Part J, undertake appropriate
performance based assessment processes (Provisional Sum); and
 Undertake an evaluation 12 months post occupancy to determine the performance of the
building (against agreed sustainability targets and benchmarks), actual environmental and
financial savings and actual normalised energy, water and waste data.

Attendance at Meetings, General Reporting.

4. For meeting attendance and general reporting requirements, refer to the requirements for “All
Consultants” in 12.2 above. Particular reporting requirements for the ES consultant are set out
in the guidelines.

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Phase Responsibilities.
5. The services to be provided and key deliverables for each of the various phases of the project
are detailed in the guidelines.
6. Input will be required from the ES consultant during the following phases:
 Masterplan/Fabric Survey;
 Feasibility Study;
 Preliminary Business Case;
 Schematic Design;
 Final Business Case;
 Delivery Phase;
 Implementation Phase; and
 Post Occupancy Evaluation.

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