AGENDA - Shire of Roebourne

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Ordinary Council Meeting – Agenda 19 October 2009 The appointment of the Project Architect for the Bulgarra Community Centre is to be considered at this meeting of Council. The purpose of this report is to address more specifically the Electrical and Flood lighting upgrade Issues Consultancy Brief and Scope of Works The Scope of Services detailed within the Consultancy Brief has focussed on the following: Stage 1 Investigation To thoroughly investigate the current situation with respect to power supply and distribution, future requirements, status of wiring in selected facilities, present and future floodlighting requirements and report on and make recommendations as to new installations and upgrades required. Stage 2 Documentation To prepare all necessary plans, specifications and tender documentation to enable tenders to be called and prepare a fully costed pre tender report for decision. Stage 3 Contract Administration To assist with the calling and evaluation of tenders, administer the construction contract, practical completion and defects liability period process. Each of the stages is fully detailed within the Brief and the outputs required from the Consultant are fully articulated. Procurement Process The methodology for appointment that will be recommended will be to utilise the State Government Pre Qualified Panel of Electrical Consultants. The process will be that 3 prequalified Electrical Consultants will be invited to make submissions for appointment in accordance with the Consultancy Brief and Scope of Services. Timetable In order to ensure that the design and documentation process can be completed by the end of June to enable Council to consider approval for the project to go to tender, the following are the key performance indicators. Page 50
Ordinary Council Meeting – Agenda 19 October 2009 EVENT DATE APPOINTMENT Close of submissions 29/10/09 Council Meeting 16/11/09 Confirmation of appointment 17/11/09 SCOPE OF SERVICES Stage 1 Investigation Submission of Report 25/2/10 Consideration and confirmation of scope and budgets by 15/3/10 Council Stage 2 Design, Documentation and Cost Estimates Submission of report 28/5/10 Consideration and confirmation of scope and budgets by 21/6/10 Council The tender and construction stages will be determined by Councils decision of the 21 st June 2010. The timetable has been prepared on the basis of meeting the priorities established in Councils draft Strategic Plan 2009/10. Consultation The Consultancy Brief and Scope of Services have been developed as an outcome of consultation with the following parties: Technical Officers Discussions have been held with relevant staff from Technical Services and Community Services. Contractors Input has been obtained from maintenance contractors having responsibility for the Bulgarra Sporting Precinct. Cost Management The Cost Managers have provided input with respect to technical wording and cost management issues. Legal Kott Gunning has provided advice on all legal aspects and drawn up the Form of Agreement. Users Preliminary discussions have been held with the Lions Club of Karratha to clarify needs and to inform them of the investigation, design and implementation process. The Club, as will other user groups, will be involved throughout the process. It should be noted that the Scope of Services calls for extensive consultation with staff and contractors who have an extensive Body of Knowledge of the issues to be addressed and the history of development. Risk Assessment A more detailed Risk Management Assessment will be conducted at the conclusion of the Investigation stage. However, some of the known risks that may emerge are outlined as follows: Boundary Rationalisation The Scope of Works has addressed the issue of possible Bulgarra Sporting Precinct boundary rationalisation proposals and the impact that this may have on supply. The outcome may be that more than one reserve may have to be appointed. Page 51
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AGENDA - Shire of Roebourne

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