property services design standards briefmams.rmit.edu.au/p7zby3rvqzms.pdf · 1.8.2 project design...

Property Services

Design Standards Brief Section 1 – Administrative and Contractual

Issue 6 2009

Section 1 - Administrative and Contractual Procedures

Design Standards Brief Section 1 Issue No. 6, 2009

©Copyright | RMIT University, Melbourne, Australia 1997 | ALL RIGHTS RESERVED

1 CONTENTS

1.1 UNIVERSITY STRUCTURE AND PROPERTY SERVICES ...................................................................5 1.2 PROJECT PHASES.................................................................................................................................7 1.3 STAGE GOVERNMENT FUNDED PROJECTS......................................................................................7 1.4 PROJECT CHECKLISTS ........................................................................................................................7 1.5 AUTHORITY APPROVALS.....................................................................................................................7

1.5.1 Building Permit Process............................................................................................................8 1.5.1.1 Requirement for Occupancy Permit/Certificate of Final Inspection ........................................................... 8 1.5.1.2 Town Planning Permits.............................................................................................................................. 9 1.5.1.3 Historic Buildings and Special Buildings.................................................................................................... 9 1.5.1.4 Inspection of Building Work ....................................................................................................................... 9

1.5.2 Feature Survey..........................................................................................................................9 1.5.3 Project Architect/Primary Consultant ........................................................................................9 1.5.4 Landscape Architect ...............................................................................................................11 1.5.5 Quantity Surveyor ...................................................................................................................11 1.5.6 Building Surveyor....................................................................................................................11

1.6 DRAWING NUMBERS AND DOCUMENTATION FORMAT ................................................................13 1.7 CONTRACT ADMINISTRATION...........................................................................................................14

1.7.1 Contract Preliminaries.............................................................................................................14 1.7.1.1 Instructions to Contractors & Occupational Health and Safety................................................................ 14

1.7.2 Tendering and Contract Conditions ........................................................................................14 1.7.2.1 Building Tenderers................................................................................................................................... 14 1.7.2.2 Information with Tenders ......................................................................................................................... 14 1.7.2.3 Essential Services Inspections ................................................................................................................ 15 1.7.2.4 Programmed Maintenance ...................................................................................................................... 15 1.7.2.5 Tenders for Services and Other Specialist Trades .................................................................................. 15 1.7.2.6 Loose Furniture and Equipment .............................................................................................................. 15 1.7.2.7 Clerk of Works Accommodation .............................................................................................................. 15 1.7.2.8 Insurances ............................................................................................................................................... 15 1.7.2.9 Inspection of the Site ............................................................................................................................... 16 1.7.2.10 Contractors Working Area and Site Access............................................................................................. 16 1.7.2.11 Site Preparation and Demolition .............................................................................................................. 17 1.7.2.12 Shop Drawings ........................................................................................................................................ 17

1.7.3 Administration of the Contract.................................................................................................17 1.7.3.1 Project Architect’s Responsibility............................................................................................................. 17 1.7.3.2 Standard Documents ............................................................................................................................... 17 1.7.3.3 Variations................................................................................................................................................. 18 1.7.3.4 Building Set Out....................................................................................................................................... 18

1.7.4 Speci l Conditions - Financial.................................................................................................18 a1.7.4.1 Goods & Services Tax ............................................................................................................................. 18 1.7.4.2 Progress Payments ................................................................................................................................. 19 1.7.4.3 Provision of Contractors’ Temporary Services ........................................................................................ 19 1.7.4.4 Day Works Rates..................................................................................................................................... 19 1.7.4.5 Closing of Tenders................................................................................................................................... 20 1.7.4.6 Examination of Tenders........................................................................................................................... 20 1.7.4.7 Signature of Contract............................................................................................................................... 20 1.7.4.8 Payment for Materials.............................................................................................................................. 20 1.7.4.9 Damages for Non-Completion ................................................................................................................. 20 1.7.4.10 Cash Flow Forecast................................................................................................................................. 20 1.7.4.11 Variations to Pricing................................................................................................................................. 20 1.7.4.12 Extensions of Time .................................................................................................................................. 21 1.7.4.13 Extension of Time Costs.......................................................................................................................... 21 1.7.4.14 Provisional and Prime Cost Sums ........................................................................................................... 21

1.8 PROJECT ADMINISTRATION ..............................................................................................................21 1.8.1 Project Client Brief ..................................................................................................................21 1.8.2 Project Design Brief ................................................................................................................21 1.8.3 Variations to the Project Briefs................................................................................................21 1.8.4 Energy Management...............................................................................................................21 1.8.5 Project Budget.........................................................................................................................21 1.8.6 Statutory Authorities’ Approvals and Fees..............................................................................22 1.8.7 Project Sign Board ..................................................................................................................22

1.8.7.1 Community Information Billboard............................................................................................................. 22 1.8.8 Monthly Project Reports..........................................................................................................23


Design Standards Brief Section 1 Issue No. 6, 2009 ©Copyright | RMIT University, Melbourne, Australia 1997 | ALL RIGHTS RESERVED

1.8.9 Construction Program.............................................................................................................23 1.8.10 Provision of Training ...............................................................................................................23 1.8.11 Practical Completion and Inspection ......................................................................................24 1.8.12 Partial Occupation...................................................................................................................24 1.8.13 Programmed Preventative Maintenance Schedule ................................................................25 1.8.14 Defects Liability Period and Maintenance...............................................................................25 1.8.15 “As-Built” Documents (2 Sets) ................................................................................................26

1.8.15.1 Architectural As-Built Drawings ............................................................................................................... 26 1.8.15.2 Building Services As-Installed Drawings ................................................................................................. 26 1.8.15.3 Essential Services Identification as-Installed Drawings........................................................................... 27

1.8.16 Operating and Maintenance Manuals.....................................................................................27 1.8.16.1 General Requirements............................................................................................................................. 27 1.8.16.2 Format of Manual..................................................................................................................................... 28 1.8.16.3 Indexing of the Manual ............................................................................................................................ 28 1.8.16.4 Binding of the Manual .............................................................................................................................. 29

1.8.17 Final Certificate .......................................................................................................................31 1.8.18 Consultant Warranty ...............................................................................................................31 1.8.19 Contractor Warranties.............................................................................................................31 1.8.20 Final Completion Certificate....................................................................................................33 1.8.21 Publicity...................................................................................................................................33 1.8.22 Permits ....................................................................................................................................33

APPENDIX 1.A: CAPITAL MANAGEMENT PROCESS.................................................................................34 APPENDIX 1.B: SUMMARY OF PROCEDURES REQUIRED OF THE DESIGN TEAM...............................35 APPENDIX 1.C.1: The building permit process ...........................................................................................38 APPENDIX 1.C.2: building permit documentation list ................................................................................39 APPENDIX 1.D.1: functional brief & feasibility study review .....................................................................42 APPENDIX 1.D.2: schematic design phase.................................................................................................43 APPENDIX 1.D.3: DESIGN development phase...........................................................................................45 APPENDIX 1.D.5: tender evaluation & review.............................................................................................47 APPENDIX 1.D.6A: contract administration.................................................................................................48 APPENDIX 1.D.6B: CONTRACT ADMINISTRATION ....................................................................................49 APPENDIX 1.D.6C: Contract Administration Design Guidelines Consultancy Checklist .......................50 APPENDIX 1.D.7: interior DESIGN ................................................................................................................52 APPENDIX 1.D.8: DESIGN GUIDELINES CONSULTANCY CHECKLIST ...................................................53 APPENDIX 1.D.9: DESIGN GUIDELINES CONSULTANCY CHECKLIST - LANDSCAPE .........................54 APPENDIX 1.D.10: DESIGN GUIDELINES CONSULTANCY CHECKLIST - IRRIGATION ........................56 APPENDIX 1.D.11: - WATER FEATURE.......................................................................................................57 APPENDIX 1.E: PROJECT PROPOSAL REPORT – PROFORMA ..............................................................58 APPENDIX 1.F: METHOD OF AREA MEASUREMENT (M2) .......................................................................59 APPENDIX 1.G: CONTRACT INSURANCE REQUIREMENTS ....................................................................60 APPENDIX 1.G.1: CONTRACTOR INSURANCE DETAILS..........................................................................61 APPENDIX 1.H: BANK GUARANTEE – PROFORMA..................................................................................63 APPENDIX 1.I: WARRANTY ..........................................................................................................................64 APPENDIX 1.J MONTHLY PROJECT REPORT - CONSULTANTS PROFORMA........................................66 APPENDIX 1.J.1: MONTHLY PROJECT REPORT – CONTRACTOR PROFORMA ...................................68 APPENDIX 1.J.2: MONTHLY PROJECT REPORT – VARIATION SUMMARY PROFORMA .....................70 APPENDIX 1.J.3: MONTHLY PROJECT REPORT – REQUEST FOR INFORMATION PROFORMA ........71 APPENDIX 1.J.4: MONTHLY PROJECT REPORT – REQUEST FOR INFORMATION REGISTER PROFORMA.....................................................................................................................................................72 APPENDIX 1.K: OCCUPANCY PERMIT CHECKLIST...................................................................................73 APPENDIX 1.L: “AS BUILT” DRAWINGS AND PROJECT INFORMATION................................................80 APPENDIX 1.M: TITLE BLOCK ......................................................................................................................90 APPENDIX 1.N: PREVENTATIVE MAINTENANCE SCHEDULE (Example Proforma)...............................91 APPENDIX 1.N.1: PREVENTATIVE MAINTENANCE ITEMS.......................................................................92 APPENDIX 1.O: ESSENTIAL SERVICES “AS BUILTS”..............................................................................98 APPENDIX 1.O.1: ESSENTIAL SERVICES MAINTENANCE SCHEDULE...................................................99 APPENDIX 1.O.2: SPECIALIST MAINTENANCE CONTRACTORS STATEMENT....................................100 APPENDIX 1.P: FINAL RELEASE – PROFORMA.......................................................................................101 APPENDIX 1.Q.1: CITY CAMPUS ................................................................................................................102 APPENDIX 1.Q.2: BUNDOORA CAMPUS ...................................................................................................103 APPENDIX 1.Q.3: BRUNSWICK CAMPUS ..................................................................................................104




APPENDIX 1.Q.4: FISHERMANS BEND CAMPUS .....................................................................................105 APPENDIX 1.Q.5: HAMILTON CAMPUS......................................................................................................106



1.1 UNIVERSITY STRUCTURE AND PROPERTY SERVICES The Client/Proprietor is the Royal Melbourne Institute of Technology (RMIT University).

RMIT University is a multi-level dual sector education, training and research services organization, offering programs ranging from certificate level vocational programs through tailored programs for industry and community clients, to degree and post-graduate research programs.

The University’s goal is to create and sustain a distinctive world class university at the forefront of technical and professional education and real world research, through continuous improvement with all staff committed to the quality management process.

The University has city, metropolitan & country campuses in Victoria together with two campuses in Vietnam a number of off shore locations. Included as Appendix 1.Q.1 to 5 are maps of the City, Suburban and Country Campuses.

The Campus Development Committee is appointed by, and is responsible to the University Council for:

The design and construction of new building projects

The appointment of architects and consultants

The selection of Contractors for the purposes of tendering or submitting prices

The Vice-President Resources is the authorized officer responsible to the Vice-Chancellor for physical resources.

Property Services (PS), headed by an Executive Director is the University’s representative who manages all aspects connected with the physical assets of the University and is responsible to the Vice-President Resources. The principal officers of the Property Services who are directly involved with project work, and who report to the Director are as follows:

Deputy Director, Projects

Deputy Director, Space Management

Deputy Director, Facilities Services

Deputy Director, Corporate & Client Services

Projects addresses the construction needs of the University. The branch is responsible for the management and implementation of all capital works projects, building refurbishment and minor works including major maintenance projects on all campuses and sites of the University.

Space Planning & Management (SPAM) provides strategic facilities planning advice on the accommodation issues for the University occupant’s production of initial brief for implementation by Projects and assists in developing with the Consultants, the need for specific space within the project.

Facilities Services Branch is responsible for the operation and maintenance of the University’s facilities and services. Its responsible branches are Maintenance (Corrective and preventative maintenance of building fabric, engineering services and grounds), Contracts and Services (tendering of all Facilities Services contracts, management of cleaning, waste removal, recycling utilities, mail allocation and distribution, removals and inwards goods receipt and gas bottle distribution), Fire and Emergency Services co-ordination and Security. Additional support to University operations include Energy Management, planned maintenance programming and strategic advice on building conditions and operating costs.

Facilities Services is the custodian of the University’s facilities and consequently is the prime stakeholder for any specific requirements for the university’s occupation and operational needs.

Corporate and Client Services (CS&C) has an important role as facilitators in assisting clients to access the appropriate advice/services within Property Services through the appointed Client




Relations Manager (CRM). As such, the CRM are an integral part of the project team and are to be consulted at appropriate stages and their input and comments fully considered.

The CRM will attend Project Control Group/Project Client User Group and Property Services Project Team meetings, arrange project sign-off in conjunction with the stakeholder representative, Project Manager and other relevant parties to keep stakeholders advised during the design and construction phases of the project.

.

People & Culture is responsible for providing professional advice and support to the RMIT community in the areas of occupational health and safety, rehabilitation, workers’ compensation and staff assistance. The Branch provides a consultancy service to RMIT managers and staff. The operations of the Branch ensure compliance with the relevant legislative and statutory requirements, standards and guidelines.

A Project Control Group is appointed on major projects to establish user group liaison with the project design team to ensure that the appropriate University requirements are maintained.

The Campus Development Committee comprises Executive Director, Property Services and Senior Executives of the University. The primary function is to confirm that the design intent is maintained in accordance with the University’s Strategic direction. . The Campus Development Committee is an advisory committee to the University Council and consults with Property Services during the consultant appointment process and has representation on the selection panel.

A User Group may be appointed by the Project Control Group with a membership of representatives from the User Departments to assist the design Consultants in planning and the development of the Brief. When Council has approved the project to proceed to Phase 2 (refer RMIT Brief for the Appointment of Consultants) of the project, the User Group shall continue to meet as required to consider major issues that may arise during construction.

The Project Manager is appointed by the Deputy Director, Projects for the co-ordination of the building project including liaison and contact with the design team. THE PROJECT MANAGER IS THE ONLY AUTHORIZED PERSON TO ISSUE INSTRUCTIONS TO THE DESIGN TEAM ON BEHALF OF THE UNIVERSITY.

The functions of the Project Manager are:

to ensure that the requirements of the Users as developed in the project brief are met;

to ensure that all information is communicated to appropriate sections of the University and to receive feed back and relevant comments;

to be responsible for co-ordination and administration of all University activities relevant to the project;

to monitor progress of the project during planning and construction phases of the project;

the financial control of the project budget;

to liaise with Users, Project Architect, Consultants and Statutory Authorities.

The Consultant team through the Primary Consultant must ensure that the Project Manager is fully informed on all aspects of the project through to the end of the Defects Liability Period.

The Project Manager, (Services), Projects’ responsibility is to ensure that the service component of the project addresses the specific use and satisfies the long-term requirement of the University. The Project Manager, Services reports to the Project Manager and communicates to the design team the design criteria as identified in conjunction with RMIT Facilities Services personnel. The Project Manager and Project Manager (Services) are the



only authorized RMIT representatives to issue instructions to the Building Services Consultants.

The Project Team consists of the Deputy Director Projects, Project Manager, Consultant Team, Project Group, User’s representative, the Contractor and officers of the Property Services as appropriate. For the purposes of delivering the project the Primary Consultant shall be the Project Team Leader.

Note: Where a Consultant Project Manager is appointed by the University the Consultant Appointment Brief identifies specific responsibilities.

1.2 PROJECT PHASES The University develops a capital program which reflects identified works over a five-year period. The program is reviewed annually in accordance with other financial commitments and if appropriate approved by Council.

The University, through the Vice-President Resources, shall require submissions on new projects at the commencement of each of the phases as detailed in the RMIT Brief for the Appointment of Consultants. The scope of each phase is separate and will require approval by the University prior to commencing the following phase.

The University structure is complex and may require the consideration of many parties. Sufficient time must be allowed for approvals by developing a program that provides adequate time for submission to the various parties.

The Capital Management process is detailed in Appendix 1.A.

1.3 STAGE GOVERNMENT FUNDED PROJECTS. The project delivery procedures for State Government funded works to TAFE facilities shall generally be in accordance with the guidelines for the redevelopment of TAFE Capital Works Projects prepared by the Facilities Division, Department of Education & Training (DEET). Liaison with the DEET personnel shall be managed by the RMIT Deputy Director Projects or appointee in association with the Project Architect.

1.4 PROJECT CHECKLISTS At the completion of each phase of the project as detailed in the RMIT Brief for the Appointment of Consultants, the architect is required to complete the Design Guidelines Consultancy Checklist to confirm that the specific requirements for the project have been addressed. Refer to Appendix 1.D to 1.D.11.

A copy is to be provided with the phase report for submission to the Deputy Director Projects for signoff.

1.5 AUTHORITY APPROVALS Application for permits including planning permits, Heritage Council of Victoria permits, EPA, Trade Waste requirements, Building permits and other Authorities’ requirements are the responsibility of the design team through the Project Architect and the Deputy Director, Projects.

All new building and extension/alterations to existing buildings require building permits, demolition permits, occupancy permits or final inspection certificates in accordance with the current building regulations.

All new works shall be issued with a building permit from a relevant Building Surveyor including upon completion either an Occupancy Permit or Final Inspection Certificate and essential




services list as required under the regulations. All dispensations granted by the Building Surveyor shall be provided to RMIT with the Occupancy Permit or Final Inspection Certificates.

If any exemption exists under the building regulations where a building permit is not required the details are to be confirmed in writing to RMIT stating also that no existing or non services items is affected in the building.

1.5.1 Building Permit Process Generally, no building work can be carried out unless a building permit has been issued. Note however that building work listed in Schedule 8 of the Building Regulations 2006 is exempt from all or part of the Regulations and from Parts 3 and 5 of the Building Act 1993. Therefore, for example, building work in respect of the construction of a shed having a floor area of less than 10m² may be carried out without a building permit.

The following outlines the type of work that require the issue of a building permit.

Reblocking/ restumping/ underpinning of an existing building;

Roof replacement where materials are not similar to the existing;

Carports/ garages/ sheds greater than 10m² in floor area;

Pergolas higher than 3.6m and/ or floor area more than 20m²;

Signs more than 1m in height and within 3m of street alignment and/ or more than 8m above ground and 6m² in display area;

Building works associated with heritage listed buildings;

Retaining walls near adjoining property boundaries or 1m or more in height;

Swimming pools greater than 300mm in depth;

Verandah;

Window replacement where structural alerations are required;

Removal of or alteration to a load bearing part of a building;

Office fit outs;

Office partition alterations;

Repair, renewal or maintenance to an existing building that adversely affects an essential safety measure;

Works relating to an essential safety measure;

Services upgrades, eg. HVAC, generator works.

A planning permit or approval may be required regardless of whether a building permit is required.

Fences/ demolition/ masts and antennas also have exemptions and confirmation of statutory permits should be obtained from the building surveyor.

Note: this section is meant to be a basic guide for project managers to follow. For more specific advice on individual projects contact RMIT consultant building surveyor.

See Appendix 1.C.2 for document list for application requirements.

1.5.1.1 Requirement for Occupancy Permit/Certificate of Final Inspection

The relevant building surveyor to specify on a building permit whether an occupancy permit or certificate of final inspection are required in respect of the particular building project.



1.5.1.2 Town Planning Permits

If a planning permit is required for a development then no building permit can be issued until a planning permit has been obtained.

1.5.1.3 Historic Buildings and Special Buildings

Section 28 of the Building Act, permits non complying alterations sympathetic to the original building and the like which do not comply with current regulations, but have historic significance. The building must be on a register established under the Heritage Act 1995 or be considered to be of special interest. The special interest criterion is designed to cover buildings which are classified by the National Trust or have not yet been considered for registration under the Heritage Act 1995. The building surveyor must therefore consult the Historic Buildings Council register to confirm the status of buildings not requiring a planning permit. Note that the Executive Director under the Heritage Act is the prescribed reporting authority that must consent to application relating to historic buildings or buildings of special interest.

1.5.1.4 Inspection of Building Work

The building surveyor is responsible for inspecting building work for which a building permit had been issued. The mandatory notification (inspection) stages relevant to a specific project are listed on the building permit by the relevant building surveyor. The Project Manager must inform the relevant building surveyor after the completion of each mandatory notification stage listed on the building permit and must stop any work if so directed by the relevant building surveyor.

1.5.2 Feature Survey RMIT shall provide to the Project Architect where available from the University records details relating to contour and feature surveys and location, type, size and invert levels (where relevant) of all underground services where known within the proposed project site boundaries. The information will be via electronic transfer. In the absence of survey information the RMIT Project Manager will arrange for a level & feature survey to be conducted. A detail brief for feature survey should be discussed with the RMIT Project Manager.

The Project Architect and Services Consultants shall transfer the information contained on RMIT's site and services drawings onto a contract document for the information of the Contractor.

The Project Architect and all other Consultants shall be commissioned in accordance with the Australian Standard AS4122 with RMIT Amendments, unless otherwise agreed in writing by the Deputy Director, Projects. The RMIT Amendments are included in the RMIT Brief for the Appointment of Consultants.

Hereinafter “Project Architect” shall also refer to the “Primary Consultant” on projects where there is no Architect appointed. Refer to Appendix 1.B for a summary of procedures required of the Design Team.

1.5.3 Project Architect/Primary Consultant




Project Architects are commissioned by the University for a specific project. The Project Architect is responsible for all facets of the project from Concept Stage through construction to completion including a series of selected options. The responsibilities are described in the RMIT Brief for the Appointment of Consultants and generally include the following:

develop the Project Brief in consultation with the University User Groups;

develop the total project programme - sketch plan, design and construction in association with Projects to suit the University’s requirements;

monitor all phases of the works;

ensure that the design conforms to the building standards laid down by the University, including provision for disabled persons;

ensure that the building design and proposed landscaping is consistent with the University’s master plan;

ensure that the building meets the requirements laid down in the Standard Brief and the Project Specific Brief;

ensure that only University approved materials and components are used;

co-ordinate sub consultant documentation including structural, civil and mechanical services with the architectural drawings;

responsible for ensuring that the design complies with the current Building Act, Disability Discrimination Act, Building Regulations, Building Code of Australia, Standards (Australian Standards and joint Australian/New Zealand Standard where applicable) and design Brief Standards.;

provide documentation for submission to the University Executive Committees for approval;

call tenders;

tender evaluation, recommendation and report;

certification of progress payment claims and cost variations;

administer construction in a professional and timely manner;

assessments off existing furniture, fittings, reuse within the Project.

The RMIT Project Manager will arrange through the Project Group for the plans to be “frozen” at the end of the preliminary working drawing stage so that work can proceed to final documentation stage without planning changes.

Work on each stage of planning should not be proceeded with until such time as RMIT has inspected the submitted drawings and associated technical reports and advised in writing of their acceptance.

All projects in excess of $10,000,000 or are of significantly high profile, are to be submitted to the Campus Development Committee at completion of Feasibility (Phase 1), Schematic Design (Phase 2) for approval.

Discussion and liaison with the Project Manager and Project Group on all details of built-in furniture and furnishings will be a continuing process. RMIT Facilities Services and the Project Group is to be informed on all details of building services.

All planning documents are to be forwarded to the Projects office for examination prior to presentation to the various committees for approval. The time required for examination will vary depending on the degree to which liaison has been kept with the various Branches during the preparation of the documents.

The University must adhere strictly to financial constraints and time frame requirements of the academic programs. Consequently, the Project Architect shall ensure that the project is completed on time and within the project budget.



1.5.4 Landscape Architect A Landscape Architect is to be accredited with the Australian Institute of Landscape Architects.

The University commissions the Landscape Architects for specific landscape projects. The Landscape Architect may be appointed separately or by the Primary Consultant. The Landscape Architect is responsible for all facets of the landscape design from concept stage through construction to hand over of the completion of the landscape project. The duties are described in the RMIT Brief for the Appointment of Consultants and include the following:

Develop the Project Brief in consultation with the Project Architect, University Project Management Team and other user groups

Develop the total programme — sketch plan, design and construction in association to suit the University’s requirements.

Monitor all phases of the works.

Ensure that the design conforms to the strategies and guidelines laid down by the University, particularly environmental concerns although also noting other strategic matters e.g., the provision for disabled persons.

Ensure that the landscape planting theme is relevant with the University’s concepts and principles.

Ensure that the design is consistent with the principles established within the relevant guiding documents such as The Talloires Declaration and the Environmental Policies.

Ensure that the landscape design meets the requirements of the Standard Brief and the Project Specific Brief.

Ensure that only University approved materials, plant species and components are used.

Co-ordinate all services with the architectural drawings.

Call tenders.

Tender evaluation, recommendations and report.

Certification of progress payments in a timely and manner

Administer the project in association with the Project Architect.

On project completion, as built drawings, including irrigation and grey water system, must be provided to the Project Manager prior to payment.

1.5.5 Quantity Surveyor The University may appoint the Quantity Surveyor directly and at an early stage in the project to advise on cost control services appropriate to the project. (Refer RMIT Brief for the Appointment of Consultants).

1.5.6 Building Surveyor The Project Architect shall discuss with the Project Manager the appointment of an appropriate firm of Building Surveyors to carry out the necessary administration under the Building Act i.e. building permits, inspections, occupancy permits (or certificate of final inspection) etc. The appointment may be direct by the University or by the primary Consultants. On approval the Project Architect shall fully brief the Building Surveyor as to the availability of design information and ensure that their work can be scheduled to meet the Project program.

The Project Architect must ensure that prior to the issue of the Certificate of Practical Completion the necessary occupational documentation is correctly issued by the Building Surveyor. It is paramount that the Building Surveyor who checks the work must:

sign the permits;




List all essential safety measures and the level of performance to which they must be maintained.

Occupancy Permit (or certificate of final inspection) which must list all essential safety measures and the level of performance to which they must be maintained.

Independent certifiers certificate on: automatic sprinkler system, hydrants and hose reels, fire detections system, sound systems and intercom systems for emergency purposes, smoke exhaust, pressurization system as appropriate to the project.

Subcontractors letters of compliance on: exit and emergency lighting system to AS2293.1, fire hydrant to AS 2419.1, hose reels to AS2441, mechanical shutdown facility, fire detection system to AS1670.1, automatic sprinkler system to AS2118.1, mechanical ventilation to AS1668.1 and AS1668.2, sound systems and intercom systems for emergency purposes to AS1670.4 etc as appropriate to the project.

A Regulation 1003 certificate from the Fire Brigade that the transmission signal of alarms required to be connected to a fire station or monitoring service have been completed

Fire Door Certificate from the door manufacturer and installer stating compliance with AS1905.

A Contractors certification stating that the emergency lifts have been installed in accordance with lifts specifications and AS1735.

Certification stating that all glass has been installed in accordance with AS1288 (1994) – The Glazing Code and AS2047.

A certificate from the relevant mechanical installation Contractor stating that fire damper has been installed with relevant Fire Test Certificates.

Form 14 Regulation 1507 certificate for the structural inspections undertaken by the consulting Structural Engineer.

Plumbing Industry Board certificate of compliance (roof, sanitary, drainage below ground and above ground, hot and cold water plumbing, mechanical backflow prevention, gasfitting etc).

Certificate of Electrical Safety.

Fire rated partition installation compliance letter from the subcontractor.

Lift installation compliance and commissioning letter.

Fire collar installation compliance letter from the subcontractor

Fire spray application compliance letter from the subcontractor.

Fire rated sealant mastic etc. (Note: pillows not allowed) compliance letter from the subcontractor

Fire rated construction joint installation compliance letter from the subcontractor

Thermal insulation installation compliance letter from subcontractor

Structural steel fabrication letters of compliance manufacture and installation including all connection details.

Fire protection maintenance log books are required to be maintained on site for the emergency lights, exit signs, fire hydrants, fire hose reel, sprinkler systems, emergency warning systems, all of which must be accompanied by relevant Fire Test Certificates.

It is paramount that the Building Surveyor who checks the work must sign the permits.

All Building Surveyor communications (other than verbal) to the design team must be copied to RMIT etc. Request for information, permits, orders, notices etc.

Agreement from building contractor to maintain essential safety measures during the 12 month warranty period.



1.6 DRAWING NUMBERS AND DOCUMENTATION FORMAT RMIT has established a drawing numbering system which enables all projects to be identified within the master planned module system. Each project will be allotted drawing numbers prior to commencement and all drawings provided shall conform to that system and clearly show the drawing number in the right-hand bottom corner of each sheet. The Project Architect shall ensure that all Consultants conform to this system. A sample title block is detailed in Appendix 1.M.

A typical drawing number comprises six components:

001 – 01 04 * ** a b

In the above example:

0001-01 defines Building number and Building level. These are to be obtained from the RMIT Project Manager.

The Project Architect and/or their Consultants may also use their own numbering system; however, the RMIT drawing number must be located in the right hand bottom corner of each sheet.

04 defines year of project documentation (fixed for whole project)).

* defines project status (select as appropriate):

S Sketch plans, preliminary drawings;

W Working Drawings;

C Contract Drawings;

E As built and existing conditions at drawing date.

** defines drawing content (select as appropriate):

A Buildings (Architectural);

S Structural;

E Electrical;

M Mechanical (HTHW, heating, cooling, lifts, gas, compressed air);

H Hydraulic (cold water, sewerage);

C Civil (roads, storm water, lakes, bridges, mounds, site works);

G Grounds landscaping (planting);

SP Survey Plan.

a defines drawing number; start at 1 then consecutively.

b defines revision; start at a (lower case) then consecutively.

1.7 CONTRACT ADMINISTRATION

1.7.1 Contract Preliminaries

1.7.1.1 Instructions to Contractors & Occupational Health and Safety

The Project Architect is referred to Section 15 of the Design Standard Brief for Instructions to Contractors and Section 16, RMIT Occupational Health and Safety Procedures to be included as contract preliminaries in the tender documents (as appropriate) for proposed works to be carried out on RMIT Campuses.

Appendix 16.A, the Contractor General Health and Safety Assessment Questionnaire is to be included within all documents and will form part of the tender requirements for the project. The Contractors response will be assessed and form part of the tender evaluation process.

Note: Information described in Section 15 & 16 is to be summarized within the tender documentation. The inclusion of the total section as a general document for convenience is not acceptable and the consultant is to include in the specification appropriate clauses to ensure that the contractors are fully aware of their responsibility.

1.7.2 Tendering and Contract Conditions

1.7.2.1 Building Tenderers

The University has established procedures for the selection of Tenderers for the construction of major and minor works. Tenders for projects in excess of $100,000 require a selection process via public advertising or registration with evaluation based on specific criteria. The Project Architect is required to assist in the preparation and recommendation for final short listing of Tenderers.

Selection of Contractors and tendering procedures are to conform to the code of practice for the Building and Construction Industry published by the Commonwealth Implementation Guidelines for the National Department of Workplace Relations and Small Business and Department of Finance and Administration – Canberra.

The Project Architect shall ensure tender documentation is drafted so that it is clear that any tenderer in submitting a tender; the following conditions will apply:

a) agrees that all information received as part of a tender process is confidential;

b) that they will not institute any challenge or any appeal to the tender process or result;

c) accepts that a tender is a commercial arrangement and is not subject to the rules of natural justice.

1.7.2.2 Information with Tenders

Tender forms shall require the Contractor to provide the following information as part of a conforming tender:

Works programme in the form of a bar chart detailing the sequence of works and overall time required for the works;

Rate per day for delay or disruption costs (where applicable) in accordance with RMIT Revisions to the Standard Form of Contract – Extension of Time Costs.

Proposed on site staff including curriculum vitae of senior management to be located at the site;

Site Safety Plan including the Health and Safety Assessment Questionnaire – Appendix 16.A of the Design Standard Brief Section 16;

Letter from the Contractor’s Bankers confirming their preparedness to provide a bank guarantee for 5% of the contract sum;

Day Works Rates, refer to the relevant Clause of the contract documents for alternatives.



1.7.2.3 Essential Services Inspections

The Project Architect shall ensure that the tender documents specify that the Contractor is required to carry out essential services inspections during the defects liability period and is to provide the individual log books as required by the Building Code of Australia, Acts and Regulations as applicable to Victoria and approved by the Deputy Director, Facility Services. The essential services maintenance requirements are as per Appendix 1.O.1 or as nominated by the Building Surveyor on the Certificate of Occupancy.

Two weeks prior to the date of Final Completion, the Contractor shall provide:

all required records and logbooks of maintenance carried out on essential services as detailed in the above schedule.

a Specialist Maintenance Contractor statement as per Appendix 1.O.2 confirming that each essential service has been maintained to the requirements of the BCA and the relevant Australian Standards.

All essential services are operating at the required performance level.

1.7.2.4 Programmed Maintenance

The Project Architect in consultation with the Services Consultants and the RMIT Maintenance Manager shall determine if the services tenders are to include options for a five-year term maintenance agreements.

The maintenance agreement may be included as tender option and assessed as part of the overall tender. However these costs will not be included in the project Budget.

1.7.2.5 Tenders for Services and Other Specialist Trades

The Project Manager shall prepare a list of Specialist Sub-Contractors which shall be included in the tender documentation and from which the building tenderer shall choose when preparing a conforming tender. In special circumstances, and where specified by the University, separate tenders may be called for Specialist Sub-Contractors (such as mechanical, electrical, lift, security, communication, kitchen equipment and the like).

Contract conditions relating to these tenders, and the incorporation of the tenders into the main building contract, shall be discussed and agreed with the Project Manager.

1.7.2.6 Loose Furniture and Equipment

Loose furniture, audio-visual, computer and network equipment telephones and the like that will be purchased or leased by the University directly shall be provided by the Project Manager and included in the project documentation.

1.7.2.7 Clerk of Works Accommodation

Clerk of Works accommodation, if needed, shall be supplied by the Contractor and comprise of a total area of at least 9 square meters complete with – Refer to Clause 15.21 of Instruction to Contractors.

1.7.2.8 Insurances

The Project Architect shall consult with the Project Manager to ensure that insurance Clauses are correctly specified and consistent with the Schedule of Conditions of the proposed Building Contract.




Indemnity against liability for damage caused by the removal of support of any structure shall not be an exclusion Clause.

Insurances shall be affected as required by the Conditions of Contract, and Appendix 1.G, whilst on the site.

Insurance Proforma (Appendix 1.G.1) is to be completed by the Contractor prior to commencing works on site and be maintained throughout the Project. Public Liability shall be extended to include the Defects Liability Period.

1.7.2.9 Inspection of the Site

The tender documentation shall include the following:

has inspected the site and is conversant with all visible existing conditions on and surrounding it;

accepts the conditions of access to and use of the site for building purposes; and

will verify the precise location of all services shown on the contract documents.

accepts the conditions of the building permit part occupation permit (occupancy permit).

1.7.2.10 Contractors Working Area and Site Access

The Project Architect shall discuss the extent of the Contractor’s site area and access with the Project Manager. Tender documents shall specify the following:

placement of site sheds;

crane access and positioning of mobile and fixed cranes (where appropriate);

Contractor’s toilet facilities;

nominated trees requiring protection shall be clearly marked on the site plan

all pruning/plant removal to be carried out by RMIT Landscaping staff;

protection of existing plants and materials;

the provision of adequate warning and protection from dangerous areas or obstacles in pathways shall be clearly nominated to assist people with low vision. Protection may require red plastic webbing or bright yellow and black bollards. Avoid objects overhanging paths;

all Contractor’s material shall be stored within the site area;

the Contractor shall provide access to the site to authorised University staff at all times.

existing surfaces inside and outside the site area, including paved areas, shall be protected at all times;

roads shall be kept free of mud and debris at all times;

the site shall be left in a clean and tidy state over the Christmas and Easter periods, University Open Days and at other times as requested by the Project Manager;

Contractors shall reinstate all areas on completion of the project.

washing down of equipment shall be carried out in specified areas;

required egress points and paths of travel from the building or adjoining building or sites.

alternative route for emergency and service vehicles, pedestrian and disabled access



1.7.2.11 Site Preparation and Demolition

Demolition works strictly in accordance with the demolition permit conditions may be arranged prior to the commencement of the contract. This matter shall be clarified with the Project Manager. “On site” burning of demolition materials or use of explosives is not permitted. Disposal of materials is to be in an environmental and acceptable manner. Waste minimization as a means or waste disposal is to be encouraged.

The Project Manager may direct the Project Architect to recycle/retain certain materials/items, for reuse or storage which shall be itemized in the specification.

Items to be retained shall include Heritage items, audio-visual equipment, building automation equipment, voice, data and security equipment, furniture, door hardware, and any other equipment as nominated by the Project Manager. The Project Manager shall consult the appropriate University staff on the proposed removal of such equipment from the site and ensure that the items retained are catalogued.

The costs of removal and/or reinstatement shall be included in the Project Budget.

1.7.2.12 Shop Drawings

The Design Team shall nominate any requirements for shop drawings in the specifications. Any shop drawing relied upon to show compliance with the building permit issued must be incorporated in the permit documentation as a variation to the building permit.

1.7.3 Administration of the Contract

1.7.3.1 Project Architect’s Responsibility

During the course of the contract, the Project Architect shall promptly issue the relevant site instructions, assess claims for variations, certify progress claims and attend to all correspondence. All such matters shall be in writing.

The Project Architect shall be responsible for the performance of the contract and all financial matters connected therewith. The Project Architect shall keep the Project Manager fully informed on all matters relating to the Project Budget. When any item not listed in the Project Budget, nor allowed for in the contract, arises which increases, or is likely to increase these sums the Project Architect shall advise the Project Manager immediately with all known details. Refer to Section 1, Clause 1.8.8 for Monthly Reports.

The Project Architect shall arrange all Specialist Subcontracts and expend all Provisional or Prime Cost Sums in accordance with the contract and only after approval from the Project Manager. The Projects Manager, Projects or nominated representative shall attend all meetings required to finalize Specialist Subcontracts.

1.7.3.2 Standard Documents

Standard documents shall conform as close as possible with those produced by the Practice Group of the Victorian Chapter of the RAIA.

Duplicate copies of the following shall be supplied promptly to the Project Manager:

Architects and/or Consultants instructions

Architects and/or Consultants Variation Quotations/Price Requests

Architects and/or Consultants Contract Variations/Variation Orders

Approvals of Authorities

Notice of Practical Completion

Nomination of Sub-Contractor/Supplier




Time Extensions recorded on standard proforma not to be recorded on Contract Variation Order

Progress Certificates and Final Certificates

Minutes of Site Meetings.

1.7.3.3 Variations

Variations shall be kept to a minimum. Instructions for all changes shall be given in writing even if no cost variation is involved. Once the contract has been let, approval by the Project Manager is required for any variation.

The University shall discuss and delegate approval of contingency variations, below a specific sum set for each contract, to the Project Architect. Such variations approved by the Project Architect shall be reported to the Project Manager on a monthly statement using the standard documents issued by the RAIA or similar.

Contract Variations/Variation Orders shall be issued promptly after approval of Variation Quotations/Amendment Instructions/Price Requests.

All documentation dealing with changes should clearly show:

a brief description and item number;

the location of the change;

the trade/s involved;

the party requesting the variation;

references to Drawings, Specifications, Bill of Quantities, Contractor’s Documents as applicable;

the reason for the change;

whether or not a cost variation is involved;

whether a time extension is involved;

the name and number of Prime Cost Item and/or Provisional Sum when applicable.

clearly indicate whether the change requires the building permit to be amended.

The project contingency is included for use where minor design/construction variations occur. Errors in design that introduce additional cost are to be reviewed against current design requirements and where practical, addressed in order to absorb variation additions.

1.7.3.4 Building Set Out

Where appropriate, contract documents shall include a setout of the project carried out by a licensed Surveyor appointed by the Project Architect or University.

The Contractor, upon taking possession of the site, shall carry out a check survey of existing levels prior to the commencement of site works verify to the Project Architect that these are in accordance with the contract documents. Landscape features shall be clearly identified for the attention of the Project Manager.

Upon completion of the project a check survey shall be made by a Licensed Surveyor and the exact relationship of the building to adjacent structures shall be recorded.

Copies of both survey reports shall be submitted to the Project Manager for record purposes in an agreed format.

1.7.4 Special Conditions - Financial

1.7.4.1 Goods & Services Tax



All materials purchased for the University, and which are to be incorporated in the works, are exempt from Goods & Services Tax. A separate tax invoice is to be provided with each claim to ensure that the University obtains the appropriate tax credit.

1.7.4.2 Progress Payments

The University requires fourteen days from receipt of a tax invoice for processing of progress claims.

The following should be noted and adhered to for the processing of all certificates:

Note: the RMIT Project Manager is to inform the RMIT Finance branch of these specific contractual payment terms, otherwise payment will be at 30 days.

Payments will only be made on an original tax invoice accompanied by a copy of the Architects Certificate. Payments will not be made on a copy invoice.

A copy certificate is to be issued to the University by the Project Architect for information when original is forwarded to Contractor. Copy certificates to be franked COPY in letters at least 18mm.

Architects and Consultants — when forwarding copy certificates to the University to enclose account (in duplicate) for fees accrued to relate with the current progress certificate.

The University reserves the right under the agreed Conditions of Contract to insist on production of evidence from Contractors that they have paid amounts due to trade Contractors and nominated sub-Contractors.

Retention shall be an unconditional bank guarantee unless otherwise agreed by the Deputy Director, Projects. Two bank guarantees for retention are required, each for 2.5% of the contract sum. The Guarantees will be released, one at Practical Completion and the other on issue of the Certificate of Final Completion.

An acceptable proforma is shown in Appendix 1.H.

The originals of guarantees are to be lodged with the University to be held in safe keeping and will be released only with the approval of the Project Architect/Consultant after receipt of application from the Contractor.

Cash retention where acceptable from progress payments shall be 10% of each progress payment claim to a maximum of 5% of the contract sum. The University shall retain interest on all cash retention.

1.7.4.3 Provision of Contractors’ Temporary Services

Temporary connections for water, sewer, telephone and power shall be discussed with the Project Manager. Detailed instructions for these connections shall be included in the tender specification. The Contractor shall meet the cost of consumption, connection and disconnection of all such services except that the University will meet the cost of consumption of water and power only.

1.7.4.4 Day Works Rates

The tender documents shall include a schedule of day labor rates and on-costs.

The percentage for administration and overheads shall be separately stated from the profit percentage.

Alternatively, the tender documents shall nominate the percentage addition to onsite award rates to cover on costs, overheads, administration and profit.




1.7.4.5 Closing of Tenders

Tenders shall be addressed by the appointed time and date to the Deputy Director, Projects and delivered to the offices of RMIT University, Property Services.

Postal Address: RMIT University, Property Services GPO Box 2476V Melbourne VIC 3001

1.7.4.6 Examination of Tenders

Tenders shall be opened in the presence of the Project Manager and members of the Project Team as appropriate.

The Project Architect and Specialist Consultants shall make a full assessment of the tenders.

A full tender report shall then be made by the Project Architect and shall include a recommendation for consideration by the RMIT Project Manager. The report should include a full evaluation summary of the tenders received including a Project Proposal Report as Appendix 1.E for submission to the Vice-Chancellor for approval. On advice from the Deputy Director, Projects, the Project Architect is to prepare a “draft” letter for acceptance of the Contractor’s tender for issue by the University. The letter will include reference to all associated tender documentation.

1.7.4.7 Signature of Contract

The contract will be between the Contractor and RMIT unless otherwise advised.

1.7.4.8 Payment for Materials

Payment for unfixed materials and materials off-site shall only be made in exceptional cases, and only with the prior approval of the Deputy Director, Projects. Both parties shall sign the Contract “Formal Instrument of Agreement” form provided by the RMIT Project Manager.

Payment for materials off site shall be subject to an unconditional bank guarantee to the value of the amount claimed, together with proof of ownership and insurance policies to the satisfaction of the Project Manager.

1.7.4.9 Damages for Non-Completion

The rate of Liquidated and Ascertained Damages shall be discussed and agreed with the Deputy Director, Projects before the tender documents are prepared.

1.7.4.10 Cash Flow Forecast

The Contractor shall forward a cash flow forecast showing the expected monthly claims based on the construction program to the Project Architect within 14 days of their appointment. The Contractor shall submit an updated cash flow forecast with each Progress Claim based on the current construction program.

1.7.4.11 Variations to Pricing

Firm quotations shall be given by the Contractor when measured rates are not available. Variations shall be priced by the Contractor and submitted for approval within 28 calendar days of the written instruction by the Project Architect unless stated otherwise within the contract agreement.



1.7.4.12 Extensions of Time

Extension of time Clauses are to specifically exclude inclement weather and industrial action as a basis for extension of time to completion dates. Refer to RMIT Amendments to the Standard Contracts.

1.7.4.13 Extension of Time Costs

All Tenderers shall state the itemized maximum on-costs per day which would be claimed in the event of their being granted an extension of contract time for which there is an entitlement to reimbursement under the contract.

1.7.4.14 Provisional and Prime Cost Sums

A summarized list of Provisional and Prime Cost sums shall be included in the tender documents. This also refers to sums included in Specialist Subcontract documents.

1.8 PROJECT ADMINISTRATION

1.8.1 Project Client Brief This developed Brief shall include a statement of accommodation required, spatial relationships, a cost structure to observe, reference to the special needs of the Departments occupying the building, together with guidance on matters stemming from the University’s building policy and Master Plan. A statement of the Users’ requirements shall be prepared by the Department/s concerned. This Project Client Brief shall be collated by the Project Architect during phase 1 of the appointment and shall incorporate the relevant requirements of this Design Standard Brief.

1.8.2 Project Design Brief The Project Architect shall prepare a Project Design Brief to incorporate the Project Client Brief, the requirements of the “RMIT Brief for the Appointment of Consultants” and “Design Standard Brief”, room data sheets, schematic designs and preliminary specifications.

1.8.3 Variations to the Project Briefs No departure shall be made from the Project Client Brief or the Project Design Brief without the written authority of the Project Manager and approved by the Project Control Group/ Capital Investment Review Board.

1.8.4 Energy Management Energy use is monitored by the University's Facilities Services Branch. All Consultants shall become familiar with this system, through consultation with the Project Manager, Project, the Manager, Energy and the Manager, Maintenance. A copy of the RMIT Energy Management and Conservation Brief and Strategy is included as Appendix 4.B.

1.8.5 Project Budget The Project Architect shall be advised of the project construction budget by the Project Manager. It is essential during the planning stage that frequent checks are made by the Design Team to ensure that estimates of costs (inclusive of anticipated escalation in building costs between the




time of acceptance of sketch plans, the calling of tenders and the completion of the building) are within the budget allocations.

In the event of a lowest tender exceeding the budget amount it shall be the Design Team’s responsibility to prepare, without extra charge, any documentation necessary for re-tendering or negotiation to achieve the budgeted allowance.

1.8.6 Statutory Authorities’ Approvals and Fees The Contractor shall lodge all necessary documents as required by all Statutory Authorities having jurisdiction over the works, pay all fees required and obtain all permits for the works under the contract.

All work shall be executed in accordance with all Legal Enactments, Laws and Regulations governing such work, including, where specified, Australian Standards. The Contractor shall arrange for the testing by inspectors licensed in the State of Victoria any work requiring such tests and shall pay all fees in connection with these tests, including the first year’s fee for such certificates that require annual renewal. These certificates shall be provided to the Project Architect before the issue of the Certificates of Practical Completion. Where required by regulations, certificates shall be mounted in glass-fronted frames and displayed on the premises in accordance with the regulations.

The Contractor shall comply with the appropriate awards of Victorian Building Industry Agreements and Construction Industry National Code of Practice.

1.8.7 Project Sign Board A provisional sum shall be included in each contract for the preparation, erection and dismantling of site identification information and signs which will nominate the building concerned and the principal Consultants and Contractors only. The Project Architect is required to prepare a draft setout for RMIT’s approval prior to the referral of this information to the Contractor.

The Project Sign provisional sum shall allow for lettering on a water-resistant board by a competent sign writer using size and type as directed by the Project Architect. The following information shall be displayed:

Client’s name (with approved RMIT Corporate Logo & Quality accreditation)

Title of building

Architect

Contractor

Principal Consultants

Building Surveyor

Funding Source

The board shall be sturdily framed, surrounded and supported as necessary and protected from vandalism.

1.8.7.1 Community Information Billboard

A Community Information Billboard is to be erected at the front of each site for all TAFE or government funded projects in excess of $10,000. Billboards may be excluded where ministerial approval has be obtained

Refer to the Community Information Billboards Style Guide (as issued by the Department of Premier and Cabinet) for set out requirements, construction and size details. A copy of the Style Guide can be provided by the RMIT Project Manager.



1.8.8 Monthly Project Reports A monthly progress report from the Primary Consultant and Contractor is required on each project under construction. The reports will form part of the monthly reporting process to the University’s Executive Director, Property Services.

Monthly reports shall be due within five (5) days of the end of each month and shall be in the format of the standard report attached as per Appendices 1.J & 1.J.1 to 4, including progress program in bar chart format.

On all major new building projects, and other nominated projects, monthly reports shall include a minimum of 6 colour photographs showing progress. The format of the photographs shall be agreed with the Project Manager.

1.8.9 Construction Program Within two weeks of the contract being awarded a construction program for the entire works shall be prepared by the Contractor in network form (with sub-networks as required to detail adequately the critical activities) and delivered to the Project Architect. (Refer to Special Conditions of Contract).

Should the progress of the works fall behind target dates to such an extent that, in the opinion of the Project Architect, Practical Completion will not be achieved by the due date, then the Contractor shall submit to the Project Architect, within 7 days of being so directed, a revised program showing how the completion dates are to be achieved.

1.8.10 Provision of Training Prior to Practical Completion, the Contractor and Specialist Sub-Contractors shall provide the services of competent personnel to instruct the appropriate University personnel in the operation and maintenance of the installed systems. Detailed instruction in the operation of building automation, remote control or monitoring system and all microprocessor-based control functions shall be provided. Refer also to Clause 1.8.15.

The Project Architect in consultation with the University Project Manager, Maintenance Manager, Manager Information Technology and Manager Audio Visual Services, shall arrange a minimum training period of 5 days (subject to project complexity) for comprehensive education and training of nominated Principals personnel in the use and operation of all installed plant and systems, including engineering services installation, communications/ IT etc. Video recording or training is required for review by RMIT.

The Contractor shall allow for comprehensive staff training at two times during the contract period. These comprise:

Subsequent to the detailed commissioning under operation conditions of all components of the facility listed below, and prior to the Certificate of Practical Completion being issued.

Two weeks prior to the issue of the Final Certificate. This requires the contractor to revisit the site at the end of the defects liability period to provide a second training session.

The components of the facility which require comprehensive staff training shall include, but are not necessarily limited to:

Mechanical services

Medical gas services

Electrical services

Communication services

Audio Visual Services

Security services




Hydraulic services

Fire services

Master keying and locks

Card key access and security systems

Lift & Escalators installation

Automatic doors

Building Controls

Prior to the Date of Practical Completion, the Contractor shall provide the University with disk copies of all programs implementing control and monitoring functions of the installed plant.

1.8.11 Practical Completion and Inspection A Notice of Practical Completion shall not be issued until, in the opinion of the Project Architect, all the items noted during final inspections have been completed sufficiently to render the building fit for occupation and use by the University.

The Notice of Practical Completion shall be referred to the Project Manager before issue to ensure that:

insurances are arranged by the University before handover;

an Occupancy Permit or Certificate of Final Inspection has been issued by the Building Surveyor inclusive of the essential services determination;

the provision of log books for essential services inspection and acceptance by the Deputy Director, Facilities Services;

security and fire protection services have been commissioned and are operational;

written approvals have been issued by all Local and State Authorities concerned with the project;

a list of final items of rectification has been issued;

Certificate of completion/commissioning data has been submitted to RMIT by each Contractor;

a comprehensive list of non-conforming items listed by the Building Surveyor are to be advised at the time of issue of the Occupancy Permit/ Certificate of Final Completion or written confirmation that none exist;

a comprehensive commissioning list to the satisfaction of RMIT is to be carried out to ensure all services operate correctly collectively – no partial testing is allowed;

Training of RMIT Personnel in the use of the facility.

1.8.12 Partial Occupation If it becomes necessary for the building or services to be occupied or used before all work is completed, then the Project Architect shall delineate and clearly establish the responsibilities of the various parties. Such responsibilities shall include:

a date for completing outstanding work;

the conditions on which takeover may be made;

Project Architect is responsible for ensuring the building permit & statutory documentation is amended accordingly and the necessary occupation approval is issued by the Building Surveyor and other relevant authorities;

What services are in a defect liability stage.



1.8.13 Programmed Preventative Maintenance Schedule The Project Architect in consultation with the Quantity Surveyor and Services Consultant is to prepare a preventative Maintenance Schedule that identifies all building elements, equipment and fittings, based on current costs and the expected life cycle.

The information is to be in a schedule matrix (Refer to Appendix 1.N sample proforma). The schedule is to be developed for issue to the Deputy Director, Facilities Services within 8 weeks of the date of issue of the Certificate of Practical Completion of the works.

1.8.14 Defects Liability Period and Maintenance The Defects Liability Period shall be 52 weeks unless otherwise approved by Projects.

The Contractor’s contract shall cover the provision of a continued maintenance service during the Defects Liability Period.

The Services Consultants in association with the RMIT Project Manager, and a representative/s from Facilities Services shall identify pre tender the Defect Liability Maintenance Items that will become the responsibility of the Contractor until the issue of the Certificate of Completion by the Architect/Primary Consultant.

Prior to hand over to RMIT, the Services Consultant is to verify that the necessary maintenance has been carried out during the Defects Liability Period. RMIT Facilities Services will issue a BEIMS report showing the repairs/maintenance was performed during defects liability period. Failure by the Contractor to comply with or use the specified parts will extend the Warranty period accordingly.

Refer to Appendix 1.N.1 for the Generic listing to be identified and included as part of the Services tender documents.

Prior to the commencement of the Defects Liability Period (operational hand over) the Project Architect shall ensure that Facilities Services and Property Services have been issued with hard copy and CAD drawings of all operating elements with the location(s) and maintenance manuals:

all outstanding work is completed as soon as possible;

all routine maintenance, as specified and as indicated by the project specific maintenance schedule bound in the Operations and Maintenance Manuals, is attended to on schedule. The Project Architect is to receive two copies of the completed schedule from the builder – copies taken from the originals that the installing Contractor has bound in the field logbooks – and pass one to the Service Consultant and the other to RMIT’s Service Project Manager for review. Written advice shall be given to RMIT”s Maintenance Operations Manager, with a minimum of twenty-four (24) hours notice, on when each maintenance visit will occur. RMIT Maintenance Staff will be present to witness the maintenance carried out and, by that means, receive further instruction on how the plant or system is to be maintained throughout its life;

All defects are rectified in a responsible manner, especially with regard to time and inconvenience (due to loss of service) to the occupants;

The Contractor is to provide to RMIT a 24 hour emergency contact telephone number

Essential services compliance statement issued to RMIT prior to the issue of the Certificate of Practical Completion

Inspection and testing of essential services including log book certification carried out during the defects liability period and thereafter for as long as the building is under the control of the




Contractor. Refer to Essential Services Maintenance Manuals issued by the Building Control Commission. .

Should emergency situations occur out of hours or where it is impractical for the Contractor to attend to emergency needs immediately, the University will carry out the minimum required to address the emergency. These works will not in any way reduce or limit the Contractors’ warranties or guarantees with the contract.

1.8.15 “As-Built” Documents (2 Sets) The Project Architect is to arrange for the production of one (1) set of as-built or as-installed drawings that accurately reflect the installation of building services, architectural, structural, civil works and one (1) set of drawings for identification of Essential Service. In order for the contractor to prepare accurate as built drawings, the Project Architect and Specialist consultant shall provide a soft copy of the documents in Auto Cad format. The contractor will be required to sign an agreement with the consultant that the information will be used only for the As Built or Shop Detailing

All as-built and as-installed drawings shall be submitted and numbered according to Appendix 1.L the words: “AS BUILT” shall be added to the title block, and a signature box shall be located adjacent to the title block. This signature box for building services as-installed drawings shall display the printed name of the installing Contractor, the builder and the services Consultant. For architectural as-built drawings, the signature box shall display the printed name of the Architect. Each responsible person’s signature in the space adjacent to their name signifies verification that the drawing is an accurate record of the as- installed arrangement. All rooms identified on as-built drawings shall be numbered according to Clause 1.7.

The electronic copy for each of the two sets shall:

be on CD-Rom or DVD, including all font styles

be on Auto CAD R14/ 2000 or later version, or DXF format;

be accompanied by a written list showing drawings with file names, and a complete listing of layers for each drawing, together with a description of all line widths intended for each colour;

1.8.15.1 Architectural As-Built Drawings

The Contractor shall 2 weeks prior to practical completion provide one (1) set of architectural as-built drawings as issued for construction including details and amended to reflect the as-built condition and supplied in a loose form. A further set of as-built drawings and construction information shall be bound in an approved loose leaf, plastic faced three ring binder, indexed in accordance with Appendix 1.L, shall display a spine label of its contents, and shall include:

Index, including a list of as-installed drawings;

Schedule of suppliers and agents complete with addresses and telephone numbers;

the make and type of all materials;

paint colour schemes;

door hardware schedules;

components and assemblies used in the construction of the building together

suppliers’ names (include Paint Formula (D&A), etc.;

details of recommended cleaning and maintenance for finishes where applicable;

Architectural as built drawings Note: The architectural manuals are as previously described, fully dimensional showing all room layouts etc in A3 size.

1.8.15.2 Building Services As-Installed Drawings



The Contractor shall provide one (1) complete set of as-installed drawings for building services. The drawings shall include the arrangement, locations and system diagrams of all installed services, including mechanical, electrical, communications, security, sprinklers, hydraulics, fire services, storm water, sewer, gas, lifts, etc.

Building Services as-installed drawings shall be produced progressively during the course of the works. Photographs that clearly identify the as built condition of as installed services are to be provided prior to works being concealed. For complex services installations that below ground or in walls the Contractor shall photograph the installation prior to concealing the works. Provide copies of photographs with the as installed drawings. All photographs shall be adequately notated including date taken. The approved as-installed drawings are to be provided prior to the installation of ceilings. As- installed drawings for areas other than where ceilings exist shall be produced progressively as the works in those areas are completed. System wiring diagrams and schematics must reflect completed commissioning results.

The Architect shall provide to the Contractor a computer disk in Auto Cad format of the relevant drawings (only for the purposes of producing as installed drawings) to mark thereon the exact position and route of all underground and concealed piping and/or ductwork (including all relative inverts and levels), and wiring as actually laid, showing dimensions / offsets from boundaries, the building, or other fixed points.

The position of all valves, branches, inspection openings, etc. shall be dimensioned and shall be identified by the Contractor before work is covered up. Variations in position or size of pipes, valves, etc., within the building shall also be marked on these sets of drawings by the Contractor.

The as-installed drawing shall show services or installations as completed, and such services shall be correctly drawn, dimensioned and cable paths clearly indicated including all relative inverts and levels, valves, stop-cocks, changes in direction, points of access, junction fittings, sizes, flow capacity and other relevant information.

It is essential that installation and services drawings are marked up at the time of construction and installation, and before the items have been covered up.

1.8.15.3 Essential Services Identification as-Installed Drawings

The essential services identification as-installed drawings shall be in A3 sized format bound in an approved loose leaf, plastic faced, three ring binder indexed similarly to the architectural drawings.

This set of as-installed drawings shall identify an asset identification number against each individual item nominated in the Essential Services schedule Appendix 1.N.1.

The asset numbering is to coincide with the RMIT Asset Tag Identification System as required by the Manager, Engineering & Maintenance.

A sample Drawing is included as Appendix 1.N.

1.8.16 Operating and Maintenance Manuals

1.8.16.1 General Requirements

Two (2) weeks minimum prior to the issue of the Certificate of Practical Completion the installation Contractor shall furnish to RMIT’s Project Manager, Services via the Builder and Architect one (1) copy of the approved Operation and Maintenance Manual in strict compliance with the format detail below.

The Project Architect is to arrange for the production of two (2) sets of Manuals. One set is the Operation and Maintenance Manual for building services — one Manual for each services discipline separately — and the second set is the Architectural Building Fabric Manual.

The submission of two (2) draft copies of the Manual will have previously been submitted to the builder by the installing Contractor, and the builder will have forwarded one copy to the Consultant and one to RMIT’s Projects Manager, Services via the Architect and Project




Manager. Forwarding of the draft Manual by the builder must not occur unless the builder has first studied the Manual in detail to ensure it is fully compliant with the format set out below.

This approved copy of the Manual is utilized for the training of RMIT’s Maintenance Personnel in the operation of the plant and systems as detailed in Clause 1.8.10 above. The Manual shall include instructions to cover every action necessary for efficient operation and maintenance of the plant and systems installed by the Contractor.

The timing of this draft Manual submission is expected to be half way through the construction period when the detailed engineering of the systems is completed and approval has been obtained from the Consultant for the proposed selection of equipment and materials. The installing Contractor should expect this draft manual to pass through a detailed review, correction, and final review process towards its acceptance. Commissioning data & certification/compliance certification is added to the final Manual when records of field tests are available.

1.8.16.2 Format of Manual

The Manual shall be a set of volumes or binders numbered from one (1) to as many as are required to contain the complete text. Volume 1 shall begin with the Index, as detailed below, and then follow with plasticized card section dividers with labelled tab. Any one section shall not be contained in two separate volumes, unless that section is a major one which cannot be contained in one volume.

Operating and Maintenance Instructions shall be in metric units. All drawings and schedules shall be reduced, as necessary, and reproduced on standard A4, A3 or A2 sheets which, when unfolded, may be viewed in full on the right hand side of the text. Provide reinforced punched binder tabs.

It is intended that the Manual be as concise as possible, with the written description referring to the drawings rather than repeat what is on the drawings.

The operating instructions shall be complete with full wiring diagrams and function schematics of the installation indicating all equipment, controls and instruments. Symbols used in the diagrams and drawings shall, as far a possible, be in accordance with Australian standards and, in addition, shall be identified on the actual diagrams or drawings.

The text shall be in 12 pt. type, fully justified, and contain in-text illustrations and tabulated data printed on one side only, and on 80gsm white stock.

Note: Each manual shall also be provided on CD Rom or DVD in PDF format.

1.8.16.3 Indexing of the Manual

The main index shall be at the beginning of Volume 1, under Section 0, listing the subject of each section and indicating the volume binder in which that section can be found.

As appropriate, each section shall have its own index giving page number and reference for each separate component to enable specific items to be quickly and accurately located. Each section is to begin with page one (1).

The main index shall be as follows:

Section 0 Index

Section 1 Maintenance Personnel: List to include name, address and telephone number for normal and emergency use separately.

Section 2 Systems Summary & General Description: Each system, separately, shall commence with the relevant design criteria. Reference to equipment or systems shall be in alphabetical or numerical order.

Section 3 Operating Instructions: Instructions for operating each item of plant, including adjustment of controls, etc., are to be in the same order as for Section 2. Include a ‘trouble-shooting’ table indicating what actions need to be taken in the event the plant or systems do not operate as expected.



Section 4 As-Installed Drawings: List all as-installed drawings which fully describe all aspects of the installation.

Section 5 Emergency Instructions: Instructions on what must be done in an emergency, and for each item of plant, is to be listed in the same order as for Section 2.

Section 6 Re-Start Procedures: Instructions on the procedures to be followed after a fault, and for plant protection.

Section 7 Equipment List & Schedules: Include manufacturers’ and suppliers’ contact details: mailing address and e-mail address; telephone and facsimile numbers for business hours and after hours, separately, including serial numbers.

Section 8 Manufacturer’s Literature: Literature clearly highlighted to indicate the relevant item(s) of equipment including detailed specification. Order as per Section 7, each with its own sub-file divider. Please note that no sales literature is permitted, with every catalogue page being project specific.

Section 9 Spare Parts: Catalogue listing, including source of supply. Listing to show, separately, those spares specified in the contract from those spares that are recommended should be retained by RMIT’s plant operator.

Section 10 Maintenance Schedules: Proforma copy only. These shall reflect the detail given in Section 12 below, and be project specific utilizing the plant and equipment designated references.

Section 11 Maintenance Instructions: Include description of how each item of equipment or component is to be maintained, and in the same order as the Section 10 listing. The valve schedule is applicable for this section, indicating: number of valve; type; make; and normal operating status.

Section 12 Commissioning Data: Include schedules of all motor currents determined by test, and of all control and cut-out settings.

Section 13 Guarantees, Liabilities, and Warranties: Confirm warranties stipulated in the contract. List those items of equipment and materials for which the supplier provides a warranty or guarantee period that differs from the contract.

In order that each set of volumes for each of the Building Services disciplines are uniform, where one of the thirteen sections is not relevant to a particular discipline, the Contractor shall note against that section in the main index: “Not Applicable”.

1.8.16.4 Binding of the Manual

Manuals shall be bound in black-coloured plastic three ring binders with a 65mm wide spine. Each volume shall have a clear plastic pocket fixed to its spine. The Services Contractor shall slide into this pocket printed labels as per the sample attached. Labels shall be printed in black on light card coloured as follows:

Electrical Services - H.V. & L.V. - Orange

ACMV Services & BAS. - Green

Fire Protection Services - Red

Plumbing and Drainage Services - Blue

Lifts and Escalators - White

Security, Communications, Audio Visual, etc. - Yellow


Project Name

ELECTRICAL SERVICES

Operation and Maintenance Manual

Volume 1

The Services Contractor shall print onto a face page, bearing the letter head or logo of the Contractor, the following:

PROJECT NAME

Client: RMIT University 124 LaTrobe Street Melbourne, Victoria 3000

Design Architect: Name Address

Design Engineer: Name Address

Main Contractor: Name Address

Building Services Contractor: Name Address

This face page is to be immediately inside the cover of Volume I before the main index.

Further requirements relating to the provision of the Operating and Maintenance Manuals, including plant technicians training session as included in Clause 1.8.10.





1.8.17 Final Certificate Drawings, on disc, supplied to the University at time of Practical Completion shall be reissued to the University upon issue of the Final Certificate. All changes, new works or other alterations shall be shown and identified with revision labels.

1.8.18 Consultant Warranty The Project Architect and sub Consultants shall at the completion of the project provide a written warranty that the design drawings comply with all regulations codes and standards.

1.8.19 Contractor Warranties In addition to all supplier warranties, the Contractor shall submit written nominated warranties for the periods detailed below, and forward them to the Project Architect prior to commencement of works on site. All warranties shall then be handed directly to the Project Manager. The Project Architect shall specify which of the following apply to the Project.

The architect is to include within the specification the following requirements:

Before commencement on site of any work subject to the warranty as scheduled below, the Contractor shall deliver the relevant warranty;

No payment will be authorised in respect of any such item of work until the required warranty is delivered;

Each warranty is to be in accordance with the proforma as Appendix 1.I.

Each warranty provided in respect of any work referred to shall:

i.) be a warranty for the period designated for that work; and

ii.) be provided in writing duly executed by the supplier of the work, by the Contractor and where the work is supplied, by the supplier to a subcontractor, by that Subcontractor

The Contractor shall procure in respect of each warranty that all applicable stamp duty is paid and that the warranty is duly stamped to denote such payment, before the warranty is delivered to the Architect. In the event that in breach of this requirement any warranty is delivered to the Architect which has not been duly stamped, the Principal shall be at liberty to cause it to be properly stamped and the duty paid by the Principal shall be recoverable as a debt due by the Contractor to the Principal.

Each warranty will provide a comprehensive statement of details, materials, components and workmanship that are included in the warranty (refer relevant section of specification) whether such items are supplied and/or installed by the Contractor or his subcontractor or by another party. Warranty of the whole shall imply warranty of each and every one of its parts, whether supplied or installed by the warrantor or by others.

The warranty shall not in any way relieve the warrantor from any liability under and law or statute for the consequences of any negligence; and

Notwithstanding any limitations expressed or agreed under the conditions of the warranty, if any failure of or defect in the subject of the warranty is such that, if allowed to continue, consequential damage to the works or any part of the works can reasonably be expected to result and the warrantor, after receiving notification of the failure or defect, the Contractor shall be liable for the cost of repairing or reinstating such damage as the Architect may assess as having occurred after the time when action by the warrantor should have been taken and every warranty shall be required to contain provisions to this effect.




No warranty shall be construed as or have the effect of relieving the Contractor of any of the Contractors contractual obligations under the provisions of this contract.

Item Warranty P i d

Floor finishes (vinyl, carpet tiles, granolithic 5 years

Paving (including brick, stone, concrete etc.) 5 years

Asphalt tanking 15 years

External Elements – Pre-cast concrete 20 years

Roof membranes 15 years

Roofing — steel deck 15 years

Façade systems, windows & sealants 15 years

Wall tiles 5 years

Doors 2 years

Mirrors 3 years

Aluminium doors 5 years

Benches 2 years

Plumbing — sanitary, water supply and flusher 5 years

Plumbing — PVC waste piping and fittings 5 years

Storm water and sewer drainage 10 years

Sanitary fittings vitreous china 2 years

Sanitary fittings stainless steel 5 years

Faucets 5 years

Aluminium windows (including glazing) 3 years

Plastering 3 years

Painting 3 years

Signage 3 years

Plastic coatings 5 years

Suspended ceilings (including suspension 5 years

Anodizing 10 years

Fire Service 5 years

Fire Sprinklers 5 years

Emergency luminaries back up batteries (Refer 7 years

Normal guarantees on workmanship according to the Building Contract shall also apply.



1.8.20 Final Completion Certificate The Project Architect shall not issue the Final Completion Certificate until the Contractor has furnished:

evidence that they have lodged applications for Certificates of Final Approval required by any Statutory Authorities having jurisdiction over the works, or required by the Conditions of Contract and have received satisfactory completion acceptance; refer to Appendix 1.K for the Generic Permit Checklist to be completed and issued to the RMIT Project Manager prior to the issue of the Final Certificate.

“as-built” drawings, warranties, operating and maintenance manuals, software and training;

obtained from the relevant Building Surveyor a comprehensive list of non-conforming items at the time of issue of the occupancy permit (FCC) or written confirmation that none exist;

Sustainable materials register identifying source of materials including recycled product and materials;

all drawings are updated with the necessary building approvals;

spare parts and materials as required by the specification;

Essential Safety measures log books certifying that regular inspections have been carried out during the Defect Liability Period are to be filled in in accordance with the Deemed process VERIFIED log books refer to hand over process during defect liability.

Certification that regular maintenance of plant and equipment has been carried out during the Defects Liability Period and transferred to the RMIT Maintenance Manager;

where deemed necessary or required by the RMIT Project Manager, the Contractor has signed a release in the form set out in Appendix 1.P.

A joint inspection shall be held prior to the completion of the Defect Liability Period and all items noted for attention shall be completed to the satisfaction of the Project Architect and the University’s representative before the Final Completion Certificate is issued. (Refer to RMIT Special Conditions of Contract.)

1.8.21 Publicity All publicity or promotions, awards, citations etc., in regard to any project shall be arranged through the Project Manager. Under no circumstances shall publicity of any description be undertaken by the Project Architect or the Contractor without the prior approval of the Project Manager.

1.8.22 Permits All permits and amended permits (originals) must be provided to RMIT. (Permits including documentation and specification).

Any permit or notice that specifies an ongoing condition/ obligation must be brought to RMIT’s attention and included in the As Built Drawing and Project Information Appendix 1.L


Design Standard Brief Section 1 Issue No. 6, 2009 ©Copyright | RMIT University, Melbourne, Australia 1997 | ALL RIGHTS RESERVED

APPENDIX 1.A: CAPITAL MANAGEMENT PROCESS Stage Space Planning & Management Projects Facilities Services Executive Director, Property Services Project Group Client Relations

Development Develops and calibrates Strategic Facilities Performance Indicators. Runs Space Planning Model and prepares ‘Gap’ analysis. Maintains Space Inventory through CAD and facilities database program.

Ensures that all building changes are passed on to Space Management for update of Space Inventory.

Ensures that all building changes are passed on to Space Management for update of Space Inventory.

Scoping Identifies and co-ordinates options through the Space Planning Model, the Strategic Facilities Performance Indicators, VCE, clients, Property Services, OTFE.

Provides preliminary advice on option cost and timing.

Provides advice and information on infrastructure and building fabrics.

Liaise with areas of Property Services involved with capital process to ensure clients requirements adequately addressed.

Recommendation Co-ordinates the selection of options and writes the Five Year Capital Management Plan.

Prepares information on projects for presentation in agreement Phase. Assists in the selection of options. Assists in the preparation of the Capital Management Plan.

Approves the selection of options for inclusion in the Five Year Infrastructure plan

Agreement Presents the Five Year Infrastructure Plan to the Council for agreement.

Briefing Undertakes data collection on user requirements based on Space Planning Model and other tools. Undertakes necessary financial evaluation of project. Provides data from Space Inventory.

Appoints a Project Manager to co-ordinate Briefing Phase. Appoints data collection Consultants if justified. Assigns Project Member to project. Provides refined cost and timing data on options.

Appropriate involvement in PCG, provides necessary data on services. Provides specialist advice to Projects.

Makes decision to appoint Project Control Group.

Project Group established. Makes decision to establish Users Group. Ensures that appropriate user consultation takes place. Establishes communication channels.

Liaise with areas of Property Services involved with capital process to ensure clients requirements adequately addressed.

Approval Seeks approval from funding authorities as required.

Obtain approval to appoint Consultants. Co-ordinate with External Authorities for necessary design approval.

Allows appointment of Consultants Presents Project Brief to Council.

Ensures all relevant users sign off Project Brief.

Implementation Prepares material for approval stage if significant change to Project Brief.

Obtain necessary account codes. Appoints Consultants in accord with University policy. Manages tender process. Ensures Facilities Services are fully consulted as operational user. Obtain approval to appoint Consultants

Liaises with Projects as Operational User.

Responsible to University for Project Progress against Brief.

Reviews progress of project in terms of time, scope and budget.

Works with Project Group and clients to ensure clients have full understanding of operational aspects of new space.

Project Delivery Updates space inventory and CAD. Reviews progress against time, scope and budget and takes corrective action to ensure project delivered against brief.

Approves appointment of Consultants. Reviews progress against time, scope and budget.

Supports Projects in liaison with clients and informs progress/delays.

Evaluation Strategic Facilities Performance Indicators adjusted to reflect project delivery.

Prepares Evaluation Report on construction activities – meeting time, scope and budget. Undertakes Post Occupancy Evaluation survey of users at twelve months from date of occupancy.

Evaluates project from operational perspective and provides feedback to Projects on design and systems.

Reports back to Council on completion of project using internal Property Services reports.

Agrees that project deliverables have been met and disbands.

Liaises with clients and reports on operational and maintenance interfaces and provides feedback to Space Management, Projects.



APPENDIX 1.B: SUMMARY OF PROCEDURES REQUIRED OF THE DESIGN TEAM The RMIT Brief for the Appointment of Consultants outlines the scale of services for each phase of the appointment. The following summary is to be read in conjunction with the RMIT Brief for the Appointment of Consultants summary and is complementary there to.

Concept Stage Activity relationship

Project Proposal Report as per Appendix 1.D;

Preliminary cost estimate;

Room data sheets.

Bioclimatic Design Report

Developed Sketch Plan Stage (Schematic Design) Layout drawings, sections and elevations at a scale of 1:100 or 1:200.

Dimensions and main purpose of individual rooms shall be shown.

Copies of documents for University purposes.

Schematics of building engineering and maintenance services;

Schematics of voice, data and security;

Outline details of structure, materials and finishes making reference to the environmentally sustainability design factors;

A perspective presentation of external facades and elevations;

Energy impact statement;

Life cycle costing analysis of plant and equipment selections;

Bioclimatic guideline checklist and reports;

Detailed site analysis, showing the relationship of the proposed building to adjacent buildings, existing landscape elements, lines and levels, proposed access and site construction area, the impact on vehicular and pedestrian traffic patterns, both during and after construction;

Landscape concept plan;

Accommodation Schedule;

Project Proposal Report, as per Appendix 1.D;

Architect’s report on materials, structures, and reason for adoption of design solutions;

Elemental cost plan based on the Approved Budget (C1 Cost Plan).



Appendix 1.B: (Cont…)

Detailed Design Stage Fully coordinated Drawings, specifications and contract documents suitable for tender — allow the necessary copies

for tenderers, certification and formal contract documents;

Bills of Quantities (optional);

Detailed pre-tender estimate;

Proposed list of Contractors;

Project Proposal Report;

Tender analysis and report;

Schedule of finishes including finishes board;

Schedule of fittings e.g. doors, hardware, windows, and lights;

Furniture schedule including plan;

Bioclimatic Guidelines checklist and reports;

Verify design compliance with:

The RMIT Master Plan;

Landscape Elements Report;

This Project Management and Design Standard;

Project Client Brief;

Project Design Brief;

Statutory Authorities’ Requirements;

Contribution for variation to demand on the relevant authority’s sewerage system;

Building Control Act and Building Regulations, Building Code of Australian and Standards;

Bioclimatic Guidelines checklist and reports;

Heritage Victoria Requirements.

The relevant sections of the University, including:

Facilities Services,

Space Planning and Management;

Networks and Communications, Information Technology Services;

Disability Liaison Group;

Health, Safety and Risk Management.

Undertake survey of existing conditions

Dilapidation Survey

Existing services located

Title survey

Contaminated soil survey



Appendix 1.B: (Cont…)

Hazardous Materials Audits (RMIT Audit is available for information)

Survey of existing lines and levels and establishment of benchmarks and grid plans

Soil reports

Verify that proposed design does not cause an unacceptable increase in maintenance cost for essential services upon completion.

Assessment of existing furniture to be reused in the project.

Construction Stage Drawings, specifications and contract documents issued for construction;

To monitor the on-going preparation of “as-built” drawings and operating and maintenance manuals;

Project Proposal Report as per Appendix 1.E

The Project Architect shall be responsible for co-ordination of all documentation.

Attend meetings as required:

Buildings Committee meetings (PCG);

Users Committee meetings;

Design meetings;

Site meetings.

Prepare Monthly Reports (Projects in excess of $1Million) (refer to Appendix 1.J).

Witness all tests for installation and commissioning of plant and equipment;

voltage, insulation, earthing and electrical performance tests;

pressure and mechanical performance tests;

setting and performance of safety services;

final fire services commissioning test;

Examine all shop drawings, “as-built” drawings, operating and maintenance manuals for approval;

Arrange and attend handover and training instruction meetings with the Users;

Prepare defects lists, and issue Certificates of Practical Completion;

Progressive sign-off of defects during Defects Liability Period;

Prepare a post-contract energy use statement;

Prepare Preventative Maintenance Schedules;

Issued Final release (Refer to Appendix 1.P);

Certification of regular and general maintenance and testing;

Transfer of log books to RMIT Maintenance Manager;

Issue of Certificate of Final Completion.


APPENDIX 1.C.1: THE BUILDING PERMIT PROCESS

Building surveyor requests more information from applicant if required

(see document list)

Building surveyor receives requested information from applicant

Building surveyor seeks report or consent from reporting authorities if required, town planning permit

or heritage approval

Application lodged with building surveyor

Building surveyor receives report or consent from reporting authorities and/or additional permits

Building surveyor decides application

Building surveyor issues building permit




APPENDIX 1.C.2: BUILDING PERMIT DOCUMENTATION LIST

Document Required for Permit Issues (Description)

Copies Required

Required

Written description of proposed works and design intent statement for all services designs

1

Application Form (signed and completed) 1

Architectural drawings 3

Structural drawings and floor loads schedule 3

Computations – Structural 3

Design certifications – (structural and services) 2

Soil report 3

Project specifications 3

Civil design (drainage and paving, etc.) 3

Landscape design 3

Drainage computations 3

Roof drainage computations 3

Copy of Title 2

Survey Plan with levels 3

Feature Survey Plan 3

Electrical design 3

Mechanical design 3

Hydraulic design 3

Fire service design 3

Sprinkler services design 3

Fire main computations 2

Fire main flow graph 3

Services specifications 3



A list of fire safety measure applicable to the building work

1

Authority Consents

Easements

Street projections

Public protection

Hoardings

Building over pubic facility

SWD discharge

Septic tank

Land liable to flooding

Designated land

Town Planning Demolition Consent

Siting provisions

3

Electrical Authority – substation requirements 3

Fire Authority Consents

Fire main

Fire hydrants, pumps and tanks

Fire hose reel

Sprinklers

Fire control centre/room

Control valves

Booster assemblies

Emergency vehicle access

FIP

Drencher systems

Fire precautions during construction

3

Acoustic Engineers report on design 3

Curtain wall design, comps and design certification

3

Test reports for fire systems and products 3

Products information

Fire rated systems

Fire dampers

Sprinkler heads

3



Fan coil units

FIP SSL Approval

Detectors SSL Approval

Emergency lights test certification

Exit signs test certificate

Roof truss design 3

Town Planning Permit/Development Consent plus drawings

3

Practitioner registration details/qualifications 3

Cheque for Statutory payments 1

Proof of ownership 2

Protection of work notifications for adjoining properties (to be determined)

3

Protection work methodology and process 3

Public protection drawings and details 5

Tower crane location, swing and installation details

3

Heritage Approval 3

Section J Energy Efficiency Report 3

Early fire hazard indices 3

Letter from the Owner or the Authorised Representative requesting dispensation from the Deemed to Satisfy Provision of the BCA and/or acceptance of Fire Engineering and Alternative Solutions Reports.

3

Fire Engineering Reports 3

Written description of demolition procedure 3

Demolisher’s experience and knowledge 3

Council property information (termites, areas prone to bushfire and flooding)

3

Report provided for demolition, relocate or re-erection works

3

Structural Report by Structural Engineer on existing conditions

3



APPENDIX 1.D.1: FUNCTIONAL BRIEF & FEASIBILITY STUDY REVIEW

Design Guidelines Consultancy Checklist PHASE 1: FUNCTIONAL BRIEF & FEASIBILITY STUDY REVIEW Description: the development & examination of selected proposal for the works with high level analysis of its physical, operational & financial aspects

Project:

Primary Consultant:

Document provided by RMIT:

Existing Site Plan Project Design Brief Building Dispensations

Area Schedule Nett/Gross Other: e.g. staff/student profiles

Existing Service Plans Strategic Facility Plan

Existing As-Built Drawings RMIT Design Standards Brief fil

Heritage Conservation Plan RMIT Project Delivery Guidelines

RMIT Appointments:

Building Surveyor Quantity Surveyor Other

Functional Brief & Feasibility Study Review Includes:

Statement of Brief Site Description

Brief Analysis &/Or Confirmation – Developed In Consultation With User Group Line By (Name): Date:

Space/Room Area Analysis & Schedule Room Data Sheets

Activity Relationship Diagrams Preliminary Sketch Plans

Architectural Quality Statement Development Program Including Key Dates

Preliminary Specification Proposed Recommendations Including Preferred Option

Project Procurement Strategy Project Proposal Report

Cost Plan B $ Within Latest Approved Budget Cost Plan Analysis Included

Site Analysis & Site Utilisation Access

Planning (Design Philosophy) Acoustic

Staging Risk Analysis

Site Infrastructure, Building & Site Services Building Surveyor/Regulatory/statutory

Consultants Fees Feasibility Budget $.................................................

Date Forwarded to Projects Branch office: Date Received By Projects Branch:

Consultant RMIT Project Manager

Date Date



APPENDIX 1.D.2: SCHEMATIC DESIGN PHASE Design Guidelines Consultancy Checklist PHASE 2: SCHEMATIC DESIGN PHASE Description: The preparation of design sketches for the agreed development option sufficient to permit the preparation of Limit of Cost, Cost Plan C1.

Project:

Primary Consultant:

Document Provided by RMIT: Existing Site Plan Heritage Report/s RMIT Design Standards Brief (DSB)

Features & Survey Plans Project Design Brief RMIT Project Delivery Guidelines

Existing Service Plans Area Schedule Net/Gross PCA Energy Guidelines

As-Built Drawings Facility Strategic/Master Plan Building Energy Brief

Hazardous Materials Audit

Schematic Design Report Includes:

Space/Room Area Analysis & Accommodation Schedule Energy Impact Statement

Project Proposal Report Development Program Including Key Dates

Value Management Study Geotechnical Report

Risk Management Study

Sub Reports:

Site Analysis & Site Utilisation Building Services – Outline & Schematics

Site Infrastructure, Building & Site Services Access – Vehicular, Disabled, Services, Maintenance, Bi/Cycles, Pedestrian

Staging &/Or On Campus Disruption Acoustic

Heritage – Conservation Security System

Efficiency of Design Report Energy Management System – Outline & Schematics

Maintenance, Inc. Facade Cleaning – Life Cycle Costing Green Star Tool

Waste Management & Recycling Environmental

Landscape Concept Plan Safety Design – During Construction & For End Users

Furniture & Fitments – Suitability For Reuse/New Building Surveyor/Regulatory/statutory

Communication System – Outline & Schematics Structure & Construction Materials – Refer Environmental Sustainable Design Factors, University Approved

Documentation Includes:

Outline Specification Site Master Plan

Floor Plans & Roof Plans (1:100 Or 1:200) Development Application Documentation

Elevations & Sections (1:100 Or 1:200) Preliminary Perspectives

Cost Plan C1 Planning Approval Application

Site Survey

PCG Users’ Group Approval Signed Dated





Date Date



APPENDIX 1.D.3: DESIGN DEVELOPMENT PHASE Design Guidelines Consultancy Checklist PHASE 3: DESIGN DEVELOPMENT PHASE Description: Ongoing development & refinement of approved design by all consultants & the incorporation of all Authority Requirement. Preparation of Cost Plan C2.

Project:

Primary Consultant:

Declarations:

Design is in Accordance with Schematic Design Review

Design Is In Accordance With Relative Section of RMIT Design Standards Brief

Design Is In Accordance With All Statutory Authorities’ Requirement & Regulations

Design Is In Accordance With RMIT Master Plan & Building Conservation Plan

Design Is Within Approved Budget

If Not, Please Detail Refer Attachments

Design Development Report Includes:

Risk Management Study Project Procurement Analysis Report & Recommendation

Room Data Sheets Presentation Perspectives

Disability Access Report Life Cycle Costing Report

Furniture Maintenance Report Items Outside Approved Scope of Works

Building Envelope Design Report – Submit to RMIT Facilities Services

Disability Report – Consult With RMIT Disability Liaison Unit

Bioclimatic Design Report Environmental

Documentation:

Site Plans Green Star Tool

Plans, Elevations & Sections (1:100) Communications Schematics

Site Works & Landscape Layouts Security Engineering Schematics

Roof Plans Equipment Briefing Schedules

Lift, Stair & Riser Details (1:50) Area Schedules

Cost Plan C2 Preliminary Specification

Landscape Concept Plan Furniture & Fixture Layouts & Schedules

Engineering Services Schematics Building Materials Samples/Colour Boards

Commissioning Plan Development

Optional Works Outside Current Scope & Budget Included For Information & Review

Detailed checklist on page 2




Date Date



APPENDIX 1.D.4: TENDER DOCUMENTATION

Design Guidelines Consultancy Checklist PHASE 4: TENDER DOCUMENTATION Description: Development of properly coordinated documentation suitable for statutory approvals, tendering & subsequent construction.

Project:

Primary Consultant:

Declarations: Structural: Fire:

Civil: Interior:

Hydraulics: Quantity Surveyor:

Mechanical: Building Surveyor:

Electrical: Acoustic:

Communication: Environmental:

Security: Specialist:

Contract Document Phase Includes: Value Management Study

Stage D Cost Plan Within Latest Approved Budget Performance Based Report of Fire Safety System

Stage D Cost $ Dilapidation Survey

Cost Plan Report Report On Items Outside Approved Scope of Works

Project Proposal Report

Documentation: Tenderer’s Brief Bill of Quantities (If Applicable)

Preliminaries List of Pre-Qualified Specialist Sub-Contractors

Specification

Essential Service Maintenance Inspection

Full Set of Working Drawings All Disciplines

Approvals: Town Planning Approval Heritage Council of Victoria

Building Permit EPA

Building Referee Board Modification to BCA Trade Waste

Demolition Permit

Design In Compliance With WorkCover Authority



APPENDIX 1.D.5: TENDER EVALUATION & REVIEW Design Guidelines Consultancy Checklist

PHASE 5: TENDER, TENDER EVALUATION & REVIEW Description: The calling of tenders, their evaluation & tender acceptance negotiations & recommendations.

Project:

Primary Consultant:

Document Received From RMIT Tendering Procedures Comply With Code of Practice For The Building & Construction Industry As Per Commonwealth Implementation Guidelines From The National Department of Workplace Relation & Small Business & Department of Finance & Administration, Canberra

Tender Is Within The Approved Budget

If Not, Please Detail

TEC Cost Plan D $

Tender Assessment Report Include:

Tenderer Selection Matrix Attached Tenders Received Matrix Attached

Tender Evaluation & Recommendation Report Fire Systems Report Endorsed By Building Surveyor

Tender Selection Process

Date Set of Doc.

Issues

Replies Received

Invited

Public Advertisement

Advertised Registration of Interest

Recommended Tender Includes: Conforming Tender Works Program

Price In Requested Format With Breakdowns (If Applicable) Rate Per Day For Delay Or Disruption Costs

Alternative Tender Proposed Site Staff & Relevant Curriculum Vitae

Code of Conduct Declaration Site Safety Plan OH&S Questionnaire

Statement of Site Inspection/Condition of Access Day Work Rates

Letter In Principle For Supply of Bank Guarantee From Contractor’s Banker

Acknowledgement of Receipt of All Numbered Addendum I d


PCG Users’ Group Approval to tender Signed Dated


Date Date



APPENDIX 1.D.6A: CONTRACT ADMINISTRATION

Design Guidelines Consultancy Checklist

PHASE 6A: CONTRACT ADMINISTRATION – CONSTRUCTION PERIOD START UP Description: The administration of the contract and associated client reporting, progress reports, budgetary & program control.

Project:

Primary Consultant:

Received From Contractor: Bank Guarantee Environmental & Landscape Guidelines

Construction Program RMIT Contractor General Health & Safety Assessment

Insurance Proforma Project Specific OH&S Management Plan

Signed Contract Documentation Site Safety Performance Review

Contractor Warranties As Specified Job Safety Analysis (JSA)

Check Survey to Confirm Contract Documents Site Safety Plan

Priced Bill of Quantities (If Applicable) Construction Reports

QA Plan Commissioning Plan

Safe Works Method Statement

Detailed Written & Photographic (Still &/Or Video) Survey of Adjacent Building

Prior to Commencement of Construction: Project Proposal Report Building Permits Received

Documents Issued For Construction Authorities’ Approvals Received

Communications Protocols Established Between: All Permits Forwarded to RMIT

Contractor Establishment of QA Procedures

Client Contractor Work Permits Issued

Induction of Contractor/s (SWMS) Contractor Advised of Building Materials Recycling Policy

Identification & Access Cards Issued

Proformas Issued to Contractors

Draft letter of Acceptance




Date Date



APPENDIX 1.D.6B: CONTRACT ADMINISTRATION Design Guidelines Consultancy Checklist PHASE 6B: CONTRACT ADMINISTRATION – CONSTRUCTION PERIOD Description: The administration of the contract an associated client reporting, progress reports, budgetary & program control.

Project:

Primary Consultant:

THIS FORM IS FILLED OUT MONTHLY FOR PRESENTATION AT PCG MEETING

PCG Meeting No: Date:

Received From Contractor: Meeting This Month: Date/s Monthly Consultant Report

Building Group Meeting (PCG) Building Program Update

User Committee Meeting Financial Report

Site Meeting & Inspections Works Progress Report

Design Meeting

User Group Site Visit Arrange Shop Drawings Approved This Month (List Below)

Certification of Progress Payment

Certified This Month: $

Certified to Date: $

Extension of Time Claims Assessed (Working Days & Hours)

EoT to Month:

EoT to Date: Operation Manuals Received & Approved This Month

Amended Contract End Date:

Review of Contractor’s OH&S Policy Management

Review of Monthly OH&S Reports

Prior to Commencement of Construction: Monthly Contractor Reports Monthly Construction Program Update

Monthly Progress Claim Waste Disposal/ Recycling Report

Fortnightly OH&S Reports Environmental Report



Date Date



APPENDIX 1.D.6C: CONTRACT ADMINISTRATION Design Guidelines Consultancy Checklist

PHASE 6C: CONTRACT ADMINISTRATION – PROJECT HANDOVER Description: The finalisation of the Contract Administration for the project – Project Consultant to complete

Project:

Primary Consultant:

Declaration: Y/N/n/a

Project Has Been Completed In Accordance With All: Conditions & Clauses of Contract AS2124

Contractual Plans & Specifications

Building & Statutory Authorities’ Requirements

Prior to Commencement of Occupancy: Y/N/n/a Y/N/n/a

Removal of Project Signage Corporate Affairs/Publicity

Removal of Temporary Service/Reinstatement Post Contract Energy Use Statement (Note Proforma required)

Key Issued by RMIT Locksmith Internal & External Cleaning Complete

Final Inspection/s Establishment of Building Signage

Building Services Commissioning Existing Condition Survey Signed off (Dilapidation)

Access & Identification Cards Returned By Contractor Training Scheduled & Implemented

RMIT Advised of Works Completion Prior to Issue of CPC

Receipt of: Issued of: Warranties & Guarantee – Appendix 1.H Certificate of Practical Completion (CPC)

Spare Construction Materials As Per Specification Defects & Omissions List

As Built Drawing – Appendix 1.H-I & Section 1.10.14 & 1.10.21 Authority to Release of 50% of Security Deposit

Operation Manuals & Log Books – Section 1.10.15 Procedures Finalised for specific operational Areas

Maintenance Manuals & Technical Data

Preventative Maintenance Schedule & Information

Fire Systems Testing & Certification Review & Approve:

Equipment Certification Operation Manuals & Log Books

Authorities Approvals/Certification – Refer Section 1.7.4 Essential Services Manuals

Consultant Certification Preventative Maintenance Information

Certificate of Occupancy Including Essential Services List

Independent Certification

Heritage Approval Certificates



Consultant Date:

RMIT Project Manager Date:

Deputy Director Facilities Services Date:


APPENDIX 1.D.6C: (CONT…)

Design Guidelines Consultancy Checklist Project: Primary Consultant: Discipline As Built

Documents As Built

AutoCAD Discs

Operational Manual/Logs

Books Record

Maintenance Manuals

Authorities Independent Certification

Consultant Certification

Y N/A Y N/A Y N/A Y N/A Y N/A Y N/A Architectural Mechanical Electrical Hydraulic Structural & Civil

Lifts Fire Services Communication Security EWIS Acoustic Landscape Audio Visual Other

Contractor Emergency Contact Number

Certificate of Occupancy/Final Inspection

Maintenance Program (6 Week Prior CPC Inspection ) Certificate of Practical Completion

Defect & Omissions List Warranties and Guarantees

Post Practical Completion

Forwarded to Property Services Project Branch:

Control & Project Review Contractor OH&S Performance Report

During Defects Period:

Defects Inspection Review Essential Services Maintenance & Testing Reports

Status Report to Client As Required External Signage Complete

External Works Reinstated/Completed System Training Completed

At Conclusion of Defect Period Issue:

Final Financial Report Final Payment Claim Authorisation

Certificate of Final Completion Authority to Release Final Security Deposit

Post Occupancy Elevation Report (if Required)

Post Contract Energy Use Statement




APPENDIX 1.D.7: INTERIOR DESIGN

Design Guidelines Consultancy Checklist PHASE 7: INTERIOR DESIGN Description: Selection & Coordination of furniture, fixtures & equipment.

Project:

Primary Consultant:

Document Received From RMIT Existing Floor Plans Project Design Brief Organisational Chart

Existing Service Plans Room Data Sheets RMIT Design Standards Brief

Site Survey Furniture Schedule Other

Prior to Commencement of Construction:

Sketch Design Report Includes: Interior Design Quality Statement Review of Issues Including:

Preliminary Sketch Plans Staging Maintenance

Preliminary Materials Selection Service Acoustic

Preliminary Furniture & Equipment Schedules Authority Requirements

Presentation Material Incl. Samples, Perspectives Cost Plan B

Preliminary Program Project Proposal Report

Design Development Report Includes: Furniture Layout & Finishes Plans, Elevations & Details Specification

Reflected Ceiling Plan Contract Information & Special Conditions

Furniture, Equipment & Finishes Schedules Building & Relevant Authorities’ Approval/Permits

Project Proposal Report – Appendix 1.D Pre-Qualified Specialist Sub-Contractor/suppliers

Cost Plan D

Tender Phase – Refer Design Guidelines Consultancy Checklist Phase 5

Contract Administration Phase – Refer Design Guidelines Consultancy Checklist Phase 6A & 6B




Date Date



APPENDIX 1.D.8: DESIGN GUIDELINES CONSULTANCY CHECKLIST

Design Guidelines Consultancy Checklist PHASE 8: POST OCCUPANCY EVALUATION Description: Post Occupancy Evaluation (POE) reviews the function & suitability of project 12 months after completion & occupation. It form part of project consultancy quality assurance process.

Project:

Primary Consultant:

Document Received by RMIT Contract Documentation Project Design Brief RMIT Design Standards Brief

As-Built Drawings Facility Strategic/Master Plan Design Development Report

Functional Brief/Facility Report Sketch Design Report Other:

Post Occupancy Evaluation Project Team: Name & Position

Design Development Report Includes: Functional Analysis of Space Identification of Positive & Negative Outcomes

Fit Purpose Analysis Recommendations to Improve Negative Outcomes:

Maintenance Assessment & Analysis In Short Term

Environmental Assessment & Analysis In Medium to Long Term

Energy Assessment & Analysis Recommendation For Future Projects:

Review & Analysis of Current Briefed Operations Procedures & Operations

Review & Analysis of Project Objectives Design

Staff/Occupant Satisfaction Survey Information & Analysis Procurement Process

Other:



Name Date Name Date



APPENDIX 1.D.9: DESIGN GUIDELINES CONSULTANCY CHECKLIST - LANDSCAPE Design Guidelines Consultancy Checklist LANDSCAPE Description: reviews the finalisation of landscaping materials and environment..

Project/ Location:

Primary Consultant:

Declaration: Project Has Been Completed In Accordance With All: Conditions & Clauses of Contract AS2124



Stage 1, Construction Period:

Garden Beds Tree Planting Beds

Preparation – removal of all debris, rubble and Preparation – removal of all debris, rubble and

Depth 300mm (minimum) Depth 300mm (minimum)

Subsoil loose Subsoil loose

Soil free from weed seeds, weed and other and i

Soil free from weed seeds, weed and other contaminants

Soil approved Australian Standard Soil approved Australian Standard

Soil approved soil type Soil approved soil type

Finished levels achieved Finished levels achieved

Turf

Subsoil compacted - top 100m compacted free Topsoil approved soil type (sandy loam)

Drainage – provided according to design Topsoil depth 300mm

Topsoil free from weed seeds and contaminants Topsoil Settlement achieved, level with no depressions

Topsoil approved Australian Standard Lawn starter applied

Stage 2, Planting :

Garden Beds Turf

Plants – healthy, free from pest & diseases & weeds Supplied healthy, free of noxious or objectionable broadleaf

Trees – health, free from pest & diseases, not multi- Weeds

Bark or cambium layer not damaged. No weeds Supplied recommended turf

Mulch according to Australian Standard Provided with a certificated from supplier to identify seed

Supply approved mulch Species.

Mulch free of deleterious and extraneous matter Laid within 36 hours of cutting

Placement of mulch to a depth of 75mm, with a levelled Over sow with

Fertilizer – supplied recommended fertiliser Over sow with

All plants thoroughly watered in

Turf laid according to recommendation

with the joints staggered With closed butted

No depressions present Turf thoroughly watered in

Watering daily for the first week Applied the recommended fertiliser

Stage 3, Maintenance :

Turf Mowing

Defect and maintenance periods of contractors Defect and maintenance periods of contractors

List of contractor defect liabilities List of contractor defects liabilities

Plants & Landscape



Defect and maintenance periods of contractors List of contractor defect liabilities



Name Date Name Date



APPENDIX 1.D.10: DESIGN GUIDELINES CONSULTANCY CHECKLIST - IRRIGATION Design Guidelines Consultancy Checklist – Irrigation

IRRIGATION Description: the finalisation of all irrigation equipment, manuals and drawings

Project/Location:

Primary Consultant:

Declaration:




Test and inspect irrigations system Hand over of all drawings / "as built drawings"

Location of pressures valves & drawings Hand over of drawings indication pipe layouts

Location of Gate valve & drawings Hand over of operating instructions

Location of hose and bib taps Hand over of equipment manuals

Locations of Solenoids & drawings Hand over of service manuals

Location of conduits & drawings Hand over of drawings of plant species & location

Location of control box Will this system affect future constructed area?

COMMENTS




Name Date Name Date



APPENDIX 1.D.11: - WATER FEATURE

Design Guidelines Consultancy Checklist

WATER FEATURE Description: reviews the testing and operability of all water systems.

Project/Location:

Primary Consultant:

Declaration:




Water Feature has been cleaned Equipment manuals

Test and inspect water feature Service manuals

Inspection of the membrane Instructions on maintenance to the filtration system

Hand over of all drawings / "as built drawings" including: Operation of the drainage system

Location of pressures valves Operation of the lighting system

Location of Gate valve Operating instructions of motor pump

Location of the filtration system Location of conduits & drawings

Drawings indicating pipe layouts Location of control box/ controller

Operating instructions Will this system affect future constructed area?

Instructions on chemical applications

COMMENTS




Name Date Name Date



APPENDIX 1.E: PROJECT PROPOSAL REPORT – PROFORMA Design Guidelines Consultancy Checklist PROJECT PROPOSAL REPORT Description: details the proposed building works, costs and details of contractors. 1. Project Details Description Location: Building No: Project Manager: Phone No: Contractor: Phone No: Architect: Phone No: Client Dept: 2. Cost Analysis Please specify the cost level for the following estimates (month/year) Building Works $

Construction Including Partitions Finishes Site Works Related To Building Services

Mechanical Electrical Hydraulic Fire Lift Other

Built-In Furniture Built-In Equipment

Structure And Finishes 2(A) Landscaping Car Parking Roads Major Site Services Other (Project Specifics) Building Contingency Construction Supervision And Preliminaries Total Building Works Total Building Works (Carried Forward) Forecast PROJECT COST



APPENDIX 1.F: METHOD OF AREA MEASUREMENT (M2) 1.0 Principle Space allocation within the University is based on the Usable Floor Area (UFA) measurement. 2.0 Definitions 2.1 Gross Floor Area (GFA) The sum of the ‘Fully Enclosed Covered Area’ and ‘Unenclosed Covered Area’ defined as follows: 2.1.1 Fully Enclosed Area (FECA)

The fully enclosed covered area comprises the sum of all such areas at all building floor levels, including basements (except unexcavated portions), floored roof spaces and attics, garages, penthouses, enclosed porches and attached enclosed covered ways alongside buildings, equipment rooms and other fully enclosed spaces and useable areas of the building computed by measuring from the normal inside face of exterior walls, but excluding any projections such as plinths, columns, piers and the like, which extend beyond the normal inside face of exterior walls. It shall not include open courts, light wells, connecting or isolated covered ways and net open areas of upper portions of rooms, lobbies, halls and the like which extend through the storey being computed.

2.2.2 Unenclosed Covered Area (UCA) The unenclosed covered area comprises the sum of all such areas at all building floor levels, including roofed balconies, open verandas or attached open covered ways alongside buildings, undercrofts and useable space under buildings, unenclosed access galleries (including ground floor) and any other trafficable covered areas of the building which are not totally enclosed by full height walls, computed by measuring from the normal inside face of any enclosing walls, balustrades or supports. It shall not include connecting or isolated covered ways.

2.2 Usable Floor Area (UFA) The useable floor area comprises the sum of the floor areas measured at floor level from the general inside face of the walls of all interior spaces related to the primary function of the building. This will normally be computed by calculating the fully enclosed covered area (FECA in 1 above) and deducting all of the following areas not related to the primary function of the building. 2.2.1 Common Use Areas

All floored areas in the building used for circulation and standard facilities provided for the common use of occupiers, tenants and/or the public such as lobbies and foyers to entrances, stairways and lifts, stairways landings and fire escapes, verandas and balconies, corridors and passages, toilet and rest rooms areas, cloak and locker areas, cleaner’s rooms including stores and cupboards, tea making and similar amenities areas. Procedures

2.2.2 Service Areas All areas set aside for building plant supplying services and facilities common to the building for the use of occupants tenants and/or public, such as mechanical plant and equipment rooms, electrical equipment and switch rooms, tank rooms, lift motor rooms, meter cupboards, telecommunication switch rooms, refuse collection areas, loading bays and all car parks including access ways thereto.

2.2.3 Non-habitable Areas All non-habitable building space such as that occupied by internal columns and other structural supports, internal walls and permanent partitions, lift shafts, service ducts and the like.

2.3 Serviced Area Serviced Area combines useable floor area as defined previously, with the addition of common use areas. Contractors such as cleaners require this definition. 2.4 Assignable Floor Area (AFA) Assigned Floor Area is a combination of useable floor area as previously defined, with the addition of corridors, circulation spaces and foyers. This area definition will be primarily used for planning needs.



APPENDIX 1.G: CONTRACT INSURANCE REQUIREMENTS 1. Insurance by the University Contract Works Insurance for building projects and alterations with a contract value to $2,000,000 (insurance by the University).

The University shall affect Contract Works Insurance for these projects unless a specific decision is made in conjunction with the University insurers that the Contractor takes out the Contract Works Insurance.

The Insurance Office of the University shall be notified via a Contract Advice Notice issued by the Project Manager immediately after a contract for works has been awarded.

The University’s policy includes contract works, existing buildings and Contractor’s plant, materials and equipment for:-

01 The full amount of the Contract Sum

02 12.5% to provide for additional costs of demolition and for removal of debris

03 15% to cover fees of the Project Architect and other Consultants

04 An amount to cover for materials or items to be supplied by the RMIT

05 A nominated percentage to provide for escalation costs. Such percentage to apply to items 01 to 04 above. Unless otherwise nominated the percentage shall be 4% p.a.

Insurance excess on material damage is the responsibility of the Contractor and shall be:

$10,000 for contracts to $2,000,000.

2. Insurance by the Contractor Contract Works Insurance for building projects and alterations with a contract value in excess of $2,000,000 (insurance by the Contractor unless advised otherwise by the Project Manager).

Where it is agreed prior to tendering the works that the Contractor is to affect Contract Works Insurance, such insurance shall provide for cover as follows:

01 The full amount of the contract sum.

02 10% to provide for additional costs of demolition and of removal of debris.

03 10% to cover fees of the Project Architect and other Consultants.

04 An amount to cover for materials or things to be supplied by RMIT.

05 A nominated percentage to provide for escalation costs. Such percentage to apply to items 01 to 04 above. Unless otherwise approved, the percentage shall be 4% p.a.

Indemnity against liability for damage caused by the removal of support of any structure shall not be an exclusion Clause.

3. Additional Responsibilities of Contractor & Sub-Contractors All Contractors and Sub-Contractors working on any University property shall have in existence the following insurances:

WORKCOVER INSURANCE

The Contractor and/or Subcontractor must provide documentary evidence of a current relevant Victorian WorkCover policy held with an authorised WorkCover insurer.

A Contractor and/or Subcontractor must complete all details as specified in Appendix 4.C.1 of the RMIT Contractor Health and Safety Policy and Procedures “Contractor General Health and Safety Assessment Questionnaire” (see Occupational Health and Safety Section 4 Appendix 16.A of this Brief).

PUBLIC LIABILITY INSURANCE

The Contractor and/or Subcontractor must provide proof of current insurance to a minimum limit of liability of:

for all contracts $10,000,000

CONTRACTOR INFORMATION

Contractor Insurance Details as Appendix 1.G.1.


APPENDIX 1.G.1: CONTRACTOR INSURANCE DETAILS

Property Services, Projects

Contractor Insurance Summary

Project:

Contractor:

ABN: ACN: (if applicable)

Address:

Insurer

Policy / Regn. No.

WORKCOVER

Expiry Date

Contractor to ensure that all sub-contractors have appropriate WorkCover insurances

Insurer

Policy No.

Expiry Date

Limit of Liability $2 million $5 million $10 million $

PUBLIC LIABILITY INSURANCE

Policy to Include:

1. RMIT & all consultants.

2. A cross liability clause.

3. Worker to Worker liability.

4. Property in your care custody & control

Insurer

Policy No.

Expiry Date

Limit of Liability $2 million $5 million $10 million $

PROFESSIONAL INDEMNITY INSURANCE (Where contractor is responsible for design, etc.)

Excess (deductible) $




Appendix 1.G.1 (Cont...)

Insurer(s)

Policy No.

Policy Limits: 1. Contract price 2. Demolition & Removal of debris3. Professional fees 4. Equipment to be provided by

the University

$ $ $ $

Percentage escalating during contract period %

CONTRACT WORKS INSURANCE

Policy to provide automatic extension for: 1. Contract period exceeded. Contract price exceeded.

Insurer

Policy No.

Expiry Date

Limit of Liability

BUILDING PRACTITIONERS INDEMNITY INSURANCE in accordance with the Building Act 1993

Excess (deductible)

Name:

Signature of Authorising Office:


APPENDIX 1.H: BANK GUARANTEE – PROFORMA


Bank Guarantee

To: RMIT University

Contractor:

Project:

We have to inform you that in consideration of (contractor’s name) (hereinafter called “the Contractor”) having entered into a Contract with the Royal Melbourne Institute of Technology (hereinafter called “the Client”) and as security that the Contractor shall carry out his obligations under the contract, the

(hereinafter called “the Bank”) unconditionally undertakes to pay on demand any sum which may from time to time be demanded by the Client to a maximum of:

Dollars ($ ) in the aggregate.

This undertaking is to continue until a notification has been received from the Client either that such sum is no longer required by the Client or until payment of the Client by the Bank of the whole of the said sum.

Should the Client notify the Bank in writing that the client desires payment to be made to the Client of the whole or any part or parts of the same sum, it is unconditionally agreed that such payment or payments will be made to the Client without further references to the Contractor and notwithstanding any notices given by the Contractor to the Bank not to pay same.

Provided always that the Bank may at any time without being required to do so pay to the Client the same sum of

(amount as above) Dollars $( ) less any amount it may already have paid hereunder ( h

lesser sum as the Client may in writing agree) and thereupon its liability hereunder shall immediately cease and determine.

Dated this Day of 20 On expiry, or when no longer required, please return this guarantee for cancellation to the Manager,

Bank.



APPENDIX 1.I: WARRANTY


Form of Warranty THIS AGREEMENT is made the day of 20 Between of (Hereinafter called “the Warrantor”) of the first, and

of (hereinafter call “the Principal”) which expression shall include his success in title) of the third part.

WHEREAS:

the Head Contractor has entered into a contract dated with the Principal for the erection

of a building and/or other works (hereinafter called the works”) on the land at

the said Works are to carried out in accordance with the said Contract with drawings and Specifications prepared by

Architects.

the Warrantor has contracted with the Head Contractor of the Works, namely

(hereinafter called “the Sub-contract Works”).

the Warrantor has agreed to give warranty and indemnity to the Contractor and to the Principal in respect of

the sub-contract Works for a period of

IT IS HEREBY AGREED AS FOLLOWS:

1. The Warrantor warrants to the Head Contractor and also (as a separate warranty) to the Principal that all work performed and material or parts supplied by the Warrantor shall be in accordance with quality and/or standard now lower than the quality and/or standard stipulated by the relevant drawings and Specification and to the extent that quality and/or standards is not so stipulated, shall be of good materials and workmanship fit for the purpose or purposes for which the same are required to be supplied. This warranty shall be in addition to and shall not derogate from any warranty implied by law.

2. a) The Warrantor covenants with Head Contractor and also (as separate covenant) with the Proprietor to replace and/or make good to the reasonable satisfaction of the Principal’s Architect, but at the expense of the Warrantor, so much of the sub-contract work as within the period stated on page 1 from the Practical Completion of the Works shall be found to be of a lower quality or standard than that referred to in Clause 1 or shall show deterioration of such extent that in the opinion of the Architect it should be made good or replaced in order to achieve fitness for the purpose or purposes for which the Works were performed or supplied and whether on account of utility performance appearance or otherwise, provided however that this covenant shall not apply to deterioration on damage caused solely by excessive movement of building structure or by exceptional physical or other external cause or agency which is beyond the control of the Warrantor and which it could not reasonably have been expected to foresee or provide against.

2. (b) The Warrantor further covenants with the Head Contractor and also (as a separate covenant) with the Principal to meet the reasonable cost of any work necessary to any part to the Works to enable the requirements of sub-clause 2(a) if this Warranty to be carried out and/or necessary to make good the Works afterwards.

(c) The decision of the principal’s Architects as to:

(i) Any work or materials failing to comply with quality or standard as above mentioned or otherwise failing to comply with the foregoing warranty and/or

(ii) As to the extent of replacement and/or making good which shall be necessary to properly remedy the defects and/or

(iii) As to the extend of any work required under sub-clause 2(b) of this Warranty shall be notified in writing to the Warrantor and a copy of the notice shall be given to the Head Contractor and thereon shall be final and binding upon the parties subject only to Clause 3 below.



Appendix 1.I: (Cont…)


(d) The Warrantor further covenants that within a reasonable time after written notification to the Warrantor of a decision of the Principal’s Architect as to remedial work required as aforesaid, the Warrantor will replace and/or make good the sub-contract works or parts thereof and/or meet the cost of any work required by sub-clause 2 (b) of this Warranty accordingly.

(e) Within seven days after being notified of a decision by the Architect under any of the proceeding paragraphs, the Warrantor or the Head Contractor may give notice of arbitration thereon and in the event the question shall be referred to arbitration as hereinafter mentioned.

(f) If within the time aforesaid (and the Architect’s decision as to what is reasonable time in any case shall be final and binding upon the parties)the Warrantor shall fail to fully and properly carry out the said remedial work, the Head Contractor and/or the Proprietor may carry out such work, or cause the same to be carried out, and the Warrantor hereby agrees to indemnify and keep indemnified the Head Contractor and the Principal against all the cost and expenses of and incidental to the carrying out of the remedial work and also against any consequent or subsequent loss or damage sustained by them or either of them as a result of the Warrantor’s failure a aforesaid.

3. It is mutually agreed between the parties hereto that in the event of any dispute arising with relation to any matter touching on or affecting those present to this agreement, such dispute shall b referred by either party to the independent arbitration of the President for the time being of the Victorian Chapter, Royal Australian Institute of Architects or his nominee in accordance with the subject to the provisions of the arbitration Act 1958 of the State of Victoria or any Statutory modification thereof at the time being in force.

4. So far as shall be practicable the provision of this document shall come into operation as between the Warrantor and the Head Contractor as soon as it has been executed by them, notwithstanding that it may not have been or may not thereafter be executed by the Principal. Upon execution by all parties the provisions shall become fully binding on them.

IN WITNESS WHEREOF the parties hereto have executed this Warranty on the dates hereafter shown.

THE COMMON SEAL OF

Or signed by the said Warrantor Date of

In the presence of execution

Or signed by the said Head Contractor Date of


Signed by the said Principal’s Representative Date of




APPENDIX 1.J MONTHLY PROJECT REPORT - CONSULTANTS PROFORMA


PROJECT TITLE Primary Consultants Name

Monthly Project Report No. For the month of



APPENDIX 1.J: (Cont…)


CONTENTS

1. PROJECT OVERVIEW

2. OUTSTANDING ISSUES

3. PROGRAMME/PROGRESS

Major items of work completed this period

Design Status relative to programme

Construction Status relative to programme

Forecast completion date

Outstanding approvals (client, authorities etc.)

Delays and extensions of time status

FINANCIAL STATUS

Building Works Contract Award $

Variations approved to date (attach list) $

Variations submitted (attach list)

Consultants estimate of cost for unapproved variations $

Extension of Time approved (………)days

Extension of Time unapproved (………)days

Consultants estimate of cost for E.O.T (approved and unapproved) $

Consultants estimate of cost for Prime Cost and Provisional Sums (attach list)

addition $

deletion $

Construction Contingency (Unexpended) $

Forecast Final Contract Sum $

Payments certified to date $

4. VARIATIONS

Request for variations $

Variations issued to date $

Variations approved to date $

PC Items $



APPENDIX 1.J.1: MONTHLY PROJECT REPORT – CONTRACTOR PROFORMA


PROJECT TITLE Contractors Name

Monthly Project Report No. For the month of




APPENDIX 1.J: (Cont…)

CONTENTS

1. PROJECT OVERVIEW

2. OUTSTANDING ISSUES

3. PROGRAMME/PROGRESS 3.1 Status Report 3.2 Construction Programme 3.3 Extension of Time 3.4 Co-ordination Issues 3.5 Progress Claim

4. ARCHITECTS INSTRUCTIONS 4.1 Issued since last report 4.2 Actions required

5. REQUESTS FOR INFORMATION 5.1 Issued since last report: RFI Register – Summary 5.2 Outstanding: RFI Review – Late 5.3 Actions required

6. SUBMISSIONS 6.1 Issued since last report: 6.2 Outstanding: Late submittal report 6.3 Approvals

7. VARIATIONS 7.1 Request for variations 7.2 Variations issued to date 7.3 Variations approved to date 7.4 PC items

8. QUALITY CONTROL

9. SITE PROGRESS PHOTOS

10. PERMITS 10.1 Status Report 10.2 Changes that effect permit 10.3 Action required 10.4 Change that affect on going essential services maintenance costs


APPENDIX 1.J.2: MONTHLY PROJECT REPORT – VARIATION SUMMARY PROFORMA

Projects: GPO Box 2476V, Melbourne VIC 3001

Ph: (03) 9925 5071 Fax: (03) 9925 5087


Variation Summary

Project:

Job No.: Date:

Contractor:

VR No. Description DOC Reference QS Estimate Submitted $ Accepted $ VO No. Remarks



APPENDIX 1.J.3: MONTHLY PROJECT REPORT – REQUEST FOR INFORMATION PROFORMA


Ph: (03) 9925 5071 Fax: (03) 9925 5087


Request for Information

Project:

Job No.: Date:

Contractor:

No. Subject Submitted In review Required Days +/- Amount Delay




APPENDIX 1.J.4: MONTHLY PROJECT REPORT – REQUEST FOR INFORMATION REGISTER PROFORMA


Request for Information Register

Project:

Job No.: Date:

Contractor:

No. Subject Contractor Consultant Date Required Answer Cost Amount Days


Ph: (03) 9925 5071 Fax: (03) 9925 5087


APPENDIX 1.K: OCCUPANCY PERMIT CHECKLIST


OCCUPANCY PERMIT CHECKLIST Generic Listing Discipline Item

Certification From

Obtained By

Received

a) AS24 19. 1 (Section 10) Commissioning and compliance report

Fire Contractor Builder

b) MFB certificate (where brigade report was obtained in design)

MFB

Building Surveyor

c) MFB certificate in relation to the transmission signal of alarms required to be connected to the brigade.

MFB Building Surveyor

d) Independent certification of the installation from a registered practitioner.

(Consultant) Builder

1. Fire Hydrants

* emergency vehicle access Builder Building Surveyor

a) AS244 1 commissioning and compliance report


b) MFB consent and report (where brigade report was obtained during design)


2. Fire Hose Reel

c) Independent certification of the installation from a registered practitioner


a) AS2 118 commissioning and compliance report


b) MFB certificate in relation to the transmission signal of alarms required to be connected to the brigade


c) Commissioning and completion reports for specialist wall wetting and drencher system




e) A test report and certification that the occupant warning system complies with BCA Specification E2.2


3. Fire Sprinkler

* proscenium curtain drencher system Fire Contractor Builder




Discipline Item Certification

From Obtained

By Received

4. Portable Fire Extinguisher

a) Inspection to confirm that all Extinguishers are in compliance report


a) AS 1670 (section 7, appendix E) commissioning and compliance report


b) MFB certificate (where brigade report was obtained during design


c) MFB certificate in relation to the transmission signal of alarms required to be connected to the brigade


d) Commissioning and compliance reports for electromagnetic (auto-release) hold-open devices for all fire and smoke doors.


e) Independent certification of the installation from a registered practitioner.


5. Fire Detection

* fire indicator panels Fire Contractor Builder

a) Electrical contractor verification that systems are completed and operational

Electrical Contractor

Builder

b) Commissioning test reports to AS 2220.1 and AS 2220.2 and the results of tests which verify the sound pressure levels at each floor.


Builder

c) Confirmation from consulting electrical engineers that systems are completed to the intent of the design

Electrical Consultant

Builder

6. Emergency Warning



a) Commissioning reports and compliance certificates for lift installation per AS 1735.2 and Occupational Health and Safety legislation including phone connection to security.

Lift Contractor Builder

b) Certification of Fire resistance levels and AS 1905 compliance for lift landing doors and frames.


7. Lift Installation

c) Confirmation that the lift(s) have fire service controls and/or comply as an emergency lift.


8. Fire Doors a) Certificate of compliance to AS1905 for all fire doors and fire rated access panels, including fire resistance levels.

Fire Door Supplier

Builder

9. Penetrations a) Subcontractor verification that all control joints and services penetrations of fire resisting structural elements have been adequately fire stopped by means of fire tested systems advice to include:

proprietary systems used

fire resistance levels achieved

extent of areas and services treated.

Mechanical Electrical Fire

Hydraulic Comms

Contractors

Builder



* electrical subcontractor Electrical Contractor

Builder

* fire services subcontractor Fire Contractor Builder

* plumbing & drainage subcontractor Hydraulic Contractor

Builder

* mechanical subcontractor Mechanical Contractor

Builder

* control joint subcontractor Sub- Contractor

Builder

10. Smoke Alarm a) Inspection to confirm that all domestic smoke alarms are installed and accessible


a) Mechanical contractor verification that all systems of Ventilation are completed, tested and operational

Mechanical Contractor

Builder

b) Commissioning test for all systems air capacities, operation and compliance with AS 1668.1 & 2 Commissioning results are required with respect to: (as Applicable)

* smoke hazard management systems and smoke

* control systems capacities and operation

* smoke exhaust and smoke spill system capacity and operation

* smoke venting system operation

* smoke detection systems

* fire/smoke damper systems and locations

* stair pressurisation systems

Mechanical Contractor

Builder

c) Electrical Power Installation Mechanical Contractor

Builder

11. Mechanical

d) Confirmation from consulting mechanical engineers’ that systems are completed to the intent of the design

Mechanical Consultant

Builder

a) Electrical contractor verification that systems are completed tested and operation


Builder

b) Commissioning test reports to AS2293. 1 and .2


Builder

c) Confirmation from consulting electrical engineers that systems are completed to the intent of the design documentation.

Electrical Consultant

Builder

12. Emergency Lighting & Exit Signage

d) Electrical certificate Electrical consultant

Builder

13. Glazing a) Verification from Glazing Contractor that all glazing has been installed to AS 1288 and approved drawings.

Glazing Contractor

Builder



APPENDIX 1.K: (Cont…)

Discipline Item Certification From

Obtained By

Received

a) Certificate from fire spray applicator confirming fire spray applications undertaken, products used, product thickness applied, ESAIM ratio of treated members, and fire resistance levels achieved

Fire Spray Contractor

Builder 14. Fire Spray

b) Fire test data and for fire test references to substantiate fire spray products used.

Fire Spray Contractor

Builder

15. Fire Rated Lightweight Construction

a) Certification that the lightweight fire rated cladding construction has been erected or installed in accordance to the manufacturers’ requirements with the FRL as pertained on the approved drawings.

Contractor Builder

16. Septic System

a) Municipal council certificate in relation to the installation of a soil and waste disposal reticulation system in an non sewered area

Council Builder

17. Termite a) Written certification from the relevant contractor Treatments advising on the type and extent of the installed termite protection measure

Contractor Builder

18. Protection a) Written confirmation that a complete set of the Works records of pile driving operations have been forwarded to the relevant Building Surveyor as per the Building Regulations 2006.

Contractor Builder

19. Building a) Written confirmation for the main building contractor Permit that all conditions of building permits issued by the Relevant Building Surveyor and any building notice, order or site instructions have been satisfied including:

* a listing of all such conditions

* details of the manner and timing of resolution of each condition.

Building Surveyor

Builder

a) Documentation items as relevant (from the attached Appendix A) have been lodged, checked and approved.

Building Surveyor

Builder

b) The building construction is completed to a standard whereby it is considered to be suitable for occupation by the relevant building surveyor. This will vary from project to project. However Appendix B provides guidance notes. (Structural Certification)

Building Surveyor

Builder

20. Occupancy Permit

c) Structural/stage/progress inspection reports for site visits carried out by a subcontractor of the Building Surveyor or Engineer for the structural design.

Building Surveyor

Builder/ Consultants



APPENDIX 1.K: (Cont…)

a) Where required to be commissioned

and operational sprinklered zones must be 2 hour lire separated from non sprinklered (builders or construction) zones. Where this is not possible a specific arrangement will need to be agreed with the relevant building surveyor after consultation with the MFB.

Building Surveyor

Builder 21. Partial Occupancy

b) Coloured plans which clearly indicate:

* Occupied areas and adjacent public/occupant space including all travel plans to street, etc.

* builders areas and zones not accessible to the public/occupants

* details of construction barriers which separate occupied zones from builders zones (hoardings, barriers, gantries, walkways, scaffolding, signage etc)

Building Surveyor

Builder

22. Hydraulics a) Plumbing certificate for sanitary, cold water, hot water, drainage and roof flashing/coverings.

Plumbing Contractor

Builder

23. Security a) CCTV, Access, physical locking – RMIT Security

Security Contractor

Builder

24. Electrical a) Electrical contractor certification that light & power are completed tested and operational


Builder

25. Exit Doors a) Confirmation that main entry automatic sliding doors comply with the BCA D2.19

Contractor Builder

a) A certificate is to be provided from the appropriate contractor and a fire services certifier confirming that the fire pump is in a serviceable condition fully operational, complies with AS 2419.1 and AS 2941 or AS 2118.1 as applicable and under what circumstances its start up is initiated.

Fire Contractor Builder 26. Fire Pump

b) Tactical fire plans are provided in the fire pump room and at the FIP.


a) Emergency evacuation instructions are to be provided at each exit in the building on every floor.

RMIT/Builder RMIT/Builder

b) Each tenant is to be provided with a copy of the evacuation procedures.


27. Statutory Signage

c) Statutory signage is provided, as applicable, pursuant to the BCA and Australian Standards




a) Compliance certificates from the contractors for the construction of sound transmission and insulation of walls and floors including service pipe penetrations in accordance with Part F5 of the BCA.

Contractor Builder 28. Insulation

b) Compliance certificates for the construction and installation of thermal insulation to external walls, floors and roof in accordance with Part Vic F6 of the BCA.

Contractor Builder

29. Fire Hazard Properties

a) Confirmation from the builder regarding the installation of materials and finishes in respect to their fire hazard properties, particularly in theatres, hospi9tals and residential public corridors. Evidence of Compliance of the particular materials will need to be provided.

Supplier Builder

30. Protection Work

a) Protection work documents to be provided by the owner within two months of completion. A copy must be submitted to Council (Section 101 of the Building Act).

Architect Building Surveyor

31. Application Form

a) Application form (5) for occupancy permit.

Applicant Building Surveyor

32. Loading Notices

a) Installation of any required loading notice plates.

Engineer Builder

33. Energy Efficiency

a) Certificates from the applicable contractors specifying installation is in compliance with the approved plans.

Contractors/ Supplier

Builder



Fabric

Roof lights

Glazing

Sealing

Air Movement

Heating, ventilation and air conditioning

Lighting

Hot water supply

Maintenance

Green star rating has been achieved

100% economy

Low energy fans

Watts per square meter as per design

IAQ is equal or above design

Mechanical Services commissioning/tuning over 12 months

Carbon Dioxide Monitoring and Control

Internal noise levels

Thermal comfort

Air change effectiveness

Mechanical services submetering

Peak demand reduction by storage, local generation or by shedding loads

Energy modelling reflects installation

Natural lighting – Daylight

Lighting power density as per design

Contractors/ Supplier

Green Star Consultant Mech

Services Consultant

Lighting Consultant

Builder


APPENDIX 1.L: “AS BUILT” DRAWINGS AND PROJECT INFORMATION

GPO Box 2476V, MP

Fa


“AS BUILT” DRAWINGS AND PROJECT INFORMATION

CONTENTS

1. Cost and Space Analysis to RMIT 2. Index to "As Built" Drawings 3. Certificates 4. Permits 5. Warranties and Other Manuals 6. Colours, Paint and Materials 7. Key and Key Plans



Appendix 1.L: (Cont...)

Property Services, Projects 1. Cost and Space Analysis to RMIT

Date: 1. Project: Architects: Address: Consultants: Structural: Mechanical: Electrical: Acoustical: Lifts: Hydraulics: Civil: Landscaping: Building Surveyor: Others: Quantity Surveyor: Principal Contractors: Principal Subcontractor: Mechanical: Electrical: Lifts: Others: Principal Supplier: 2. Documented Contract Commencement Date: Documented Contract Completion Date: Provisional Period Allowed in Contract: days Extensions Granted: days Date of Practical Completion:




Property Services, Projects 1. Cost and Space Analysis to RMIT (Cont…) 3. A Original Gross Contract Sums: $ Less Contingency Sums Building Contract: Mechanical Sub-Contract: Electrical Sub-Contract: Landscaping Sub-Contract: Civil Sub-Contract: Hydraulics Sub-Contract: Other: TOTAL: $ B Original Net Contract Sum $ C Final Adjustments

Building Contingency Variations not

Including Time Extension Costs Client Variations Mechanical Contingency Variations Electrical Contingency Variations Hydraulics Contingency Variations Civil Contingency Variations Landscaping Contingency Variations P.C. Items Other D Revised Contract Value — Final $ E Certificates Nos. $ Retention Cash/Bank Guarantee 4. Professional Fees Architect $ Structural $ Mechanical $ Electrical $ Lifts $ Acoustical $ Quantity Surveyor $ Civil $ Landscaping $




Property Services, Projects 1. Cost and Space Analysis to RMIT (Cont…) Hydraulics $ Building Surveyor $ Authorities $ Others $ 5. Fit-out and Furnishings $ Loose Furniture and Fittings $ Curtains and Blinds etc. $ Communications $ Other (specify). $ Final Project Cost $ 6. Space Analysis Gross Area of Project

Including

Professional Fees Excluding

Professional Fees (a) Building (including all plant rooms, tunnels etc.) sq.m sq.m (b) Concourses sq.m sq.m (c) Grounds and Landscape Areas sq.m sq.m (d) Roads and Paths sq.m sq.m (e) Other sq.m sq.m (f) Cost Per sq.m (gross) (FECA) $ $ (g) Useable Floor Area of Project (UFA) sq.m sq.m (h) Percentage Planning Efficiency % %




Property Services, Projects 2. Index to "As Built" Drawings

2.1 "AutoCAD" Drawings

(Produced on AutoCAD Release Disk and operating specifications included in this manual).

Drawing Code No. Title

2.2 Hand corrected drawings:


2.3 Sewerage, Drainage and Plumbing:


2.4 Building Permit Documentation:

2.5 Occupancy Permit – Final Inspection Certificate:




Property Services, Projects 3 Certificates

INDEX

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.




Property Services, Projects 4 Permits

4.1 Building Permits

4.2 Occupancy Permit – Final Inspection Certifier

4.3 Dispensation Granted by Building Surveyor/Certified

4.4 Essential Services Requirements

4.5 Log Books

Essential Services Preventative maintenance Items




Property Services, Projects 5 Warranties and Other Manuals

No. Company Subject




Property Services, Projects 6 Colours, Paint and Materials

1. Colour Sample Board




Property Services, Projects 7 Key and Key Plans

1. Keying Schedule prepared by ............................................... 2. Keying reference plan



APPENDIX 1.M: TITLE BLOCK



APPENDIX 1.N: PREVENTATIVE MAINTENANCE SCHEDULE (EXAMPLE PROFORMA)


Ph: (03) 9925 5071 Fax: (03) 9925 5087


RMIT University Building 3 - Life Cycle Cost Plan - Preventative Maintenance Schedule - Present Value Element $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Description Life (yrs) 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 TOTAL 1.0 Preliminaries, Substructure, Columns, Upper Floors & External Walls 1.1A Repaint Steel Columns 5 8052 8052 8052 8052 32208 1.1B External Masonry Wall – Major Cleaning Down & Repainting

Mortar Joints 10 30866 30866 61732

1. Replace Webforge Gratings (Say 50% Gratting Area) 1C 20 0 2.0 Staircase 0 2. Repaint Balustrade (Both Sides) 1A 5 603 603 603 603 2412 2.1B Repaint Handrail 5 594 594 594 594 2376 2.1C Inspection & Repair Balustrade @ 5% Of Balustrade 5 yrs starting @ yr

10 1078 1078 1078 3234

2.1D Inspection & Repair Handrail @ 5% Of Balustrade 5 yrs starting @ yr 10

693 693 693 2079

18.0 Gas Supply 0 18. Gas Detection System – Monthly Inspection 1A 1* 0 19.0 Air-conditioning & Ventilation 0 Non-Recurring Costs 0 19.1A New Filters 10 5500 5500 11000 19.1B Chiller Overhaul 10 5500 5500 11000 19. Vac Pump – Overhaul 1C 10 880 880 1760 19. comp/ dryer - overhaul 1D 15 1100 1100 19. New DHWU’s Service / Running Costs 1E 20 4400 4400 19.1 FFCU 1 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 6930 138600 19.1G Chillers 1 594 594 594 594 594 594 594 594 594 594 594 594 594 594 594 594 594 594 594 594 11880 19.1H Plant 1 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 1980 19.1I Vac Pump 1 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 1980 19.1J Air Compressors 1 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 1980 19. Refrigerated Air Dryers 1K 1 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 99 1980 19.1L Fans 1 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 500 19. AC Units 1N 1 198 198 198 198 198 198 198 198 198 198 198 198 198 198 198 198 198 198 198 198 3960 19.1O Pumps 1 550 550 550 550 550 550 550 550 550 550 550 550 550 550 550 550 550 550 550 550 11000 19. Cool Room 1P 1 275 275 275 275 275 275 275 275 275 275 275 275 275 275 275 275 275 275 275 275 5500 19.1Q Fume Cupboards 1 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 20000 21.0 Electric Light & Power 0 21. Replace Flu. Lamp 1A 2 6600 6600 6600 6600 6600 6600 6600 6600 6600 6600 66000 21. Replace Emer. Light Batteries 1B 7 13798 13798 27596 21.1C MSB Maintenance 1 660 660 660 660 660 660 660 660 660 660 660 660 660 660 660 660 660 660 660 660 13200 21.1D DSB Maintenance 1 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 26400 21.1E Replace Existing Lights 1 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 1637 32740 21.1F Test Emergency Lights 1* 0 23.0 Transportation Services 0 23.1A Lift Car Overhaul 10 11000 11000 22000 23.1B Maintenance 1 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 4400 88000 24.0 Special Services 0 24.1A Security Maintenance 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 1320 26400 TOTAL 0 19305 25905 19305 25905 28554 25905 33103 25905 19305 90671 19305 25905 19305 39703 31425 25905 19305 25905 19305 95071 634997

* Running cost/ Inspection costs are excluded



APPENDIX 1.N.1: PREVENTATIVE MAINTENANCE ITEMS


GENERIC LISTING OF PREVENTATIVE MAINTENANCE ITEMS (delete items not applicable)

Item No

Activity Monthly 3 Months 6 Months 12 Months

SERVICE: MECHANICAL (As per essential service, RMIT Requirements or manufacturer’s recommendations)

1. Heating hot water systems 2. Chilled water systems 3. Air supply balance (C.V VAV) 4. Air exhaust (toilets, kitchens, smoke spill) 5. Building Automation System 6. Automatic controls 7. Humidity S (Calibration and Operation) 8. Valves 9. Pumps 10. Fan Sensors (C & O) 11. Flow Meters (C & O) 12. Plume Differential Drains 13. Co2 Sensors (C & O) 14. Liquid Level 15. Fans FCU’s, PAC, AHU’s

16. Refrigeration Split Air conditioning systems

17. Vibration/ noise 18. System Interfacing (Mech/Fire/smoke) 19. Domestic hot water systems 20. Filter change 21. Air compressors/systems 22. Refrigerated air driers 23. Humidifiers 24. Cool rooms 25. Fume cupboards 26. Vacuum pumps/fans 27. Chillers (industrial coolers) 28. MSSB’s 29. Gas detection system 30. Natural gas system/ meters/piping 31. Special water systems/gases 32. Evaporative coolers 33. Boilers/steam generators 34. Fluid coolers 35. Water treatment

36. Ductwork to kitchen & fume cupboard systems




37. Expansion tanks 38. Fire dampers 39. Variable speed drives 40. Cooling towers 41. Pressure vessels



APPENDIX 1.N.1: (Cont…)

SERVICE: ELECTRICAL (As per essential service, RMIT Requirements or manufacturer’s recommendations)

1. Emergency & exit Lights – operation and discharge test, replace as required.

2. Luminaries – operation, noise levels, mounting, illumination levels, replace as required

3. Accessories and GPO’s polarity etc. 4. MATV – picture quality with TV monitor

5. Main Switchboards – schedules, termination marking, functionality

6. Distribution boards – schedules, termination marking, functionality

7. Sub-stations – earthing, labelling

8. Generators – start-up/shut down, fuel level monitoring

9. UPS – load test, operation, noise levels

10. Security lights – security maintenance operation

11. Lightning protection – continuity

12. Public address – prove operation of system, test for feed back etc

13. Dimmers – manually operate & check illumination levels

14. Load shedding – operate key switches via BAS system

15. Transformer loadings – measure & record

16. Operation of ATS system – prove operation

17. Authority certification 18. 19. 20. 21. 22. 23. 24. 25. 26.




SERVICE: FIRE PROTECTION (As per essential service, RMIT Requirements or manufacturer’s recommendations)

1. Fire hydrants 2. Fire Hose Reels 3. Sprinklers 4. Portable extinguishers 5. Authority certification 6. Fire detection and alarm 7. EWIS 8. Fire indicator panel and hand sets. 9. Main emergency control panel

10. Fire pumps – electrical/diesel motors for sprinklers & hydrants

11. Static tank inspection 12. Booster pump connections 13. Gas suppression systems 14. Drencher – deluge systems 15. Pre-action sprinkler system

16. Fire detection – detection and panel test, plan of risk, proof of connection to authority H/O

17. FIP location & access 18. Smoke alarm system 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32.




SERVICE: HYDRAULIC (As per essential service, RMIT Requirements or manufacturer’s recommendations)

1. Sewer traps & inspections 2. Domestic hot water circulation 3. Cold water inlet/supply pressure pumps

4. Operation of traps, tundishes, drains & stop valves etc.

5. Authority certification 6. Trade Waste water systems 7. Special gases 8. Grease, oil, lube systems

9. Neutralising pits inspect & cleanout/metering, calibration

10. Ground level grating & drain points 11. Gutter cleaning 12. Roof repairs 13. Backflow prevention devices 14. Thermostatic DHW valves 15. Sump pumps 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33.




SERVICE: MISCELLANEOUS (As per essential service, RMIT Requirements or manufacturer’s recommendations)

1. Waste oil systems 2. Grease, oil, lube & Fuel systems 3. Monorail 4. Lift car emergency lighting & telephones 5. Hoists/cranes/scissor lifts 6. Authority certification 7. Hazardous chemicals storage 8. OH&S review of operational installations

9. Inspection of handrails & balustrades to stairs & roof areas.

10. Hot presses 11. Autoclaves 12. Other machines (List) 13. Welding equipment. (booths) 14. Communication/data 15. CCTV Security system 16. Physical security 17. Electronic security system 18. MATV – TV picture quality 19. Lift & Lift Motor rooms 20. Escalators 21. 22. 23. 24. 25. 26. 27. 28. 29. 30.


APPENDIX 1.O: ESSENTIAL SERVICES “AS BUILTS”




APPENDIX 1.O.1: ESSENTIAL SERVICES MAINTENANCE SCHEDULE

Essential Services BCA or other provision to which Essential Service has been installed or is to operate

Frequency and Type of Maintenance Required

Air-conditioning and mechanical ventilation systems

BCA, P4.5, AS 1668.2 Monthly to AS 1851.6, AS 3665

Emergency lifts BCA E3.4 AS 1735.2 Weekly to OH&S (Plant) Regs 1995

Emergency lighting and exit signs BCA Part E4, AS 2293.1 6 monthly to AS 2293.2

Emergency warning and intercommunication system

BCA E4.9, AS 2220 Monthly to AS 1851.10

Exit doors BCA Section D 3 monthly inspection to confirm exit doors are intact, operational and fitted with conforming hardware

Fire brigade connections BCA Spec E2.2a, Vic H103, AS 1670, AS 2118

Weekly to AS 1851.8

Fire control panels BCA Spec E2.2a, AS 1603.4, AS 1670

Weekly to AS 1851.8

Fire dampers AS 1682.2 Annual inspection to AS 1851.6

Smoke detectors and alarm system

BCA E2.2, AS 1670 Weekly to AS 1851.8

Fire doors (including signs) BCA Part C3, AS 1905.1 Monthly to AS 1851.7

Fire extinguishers (portable) BCA Part C3, AS 1905.1 6 monthly to AS 1851.1

Fire hose reels BCA E1.4, AS 2441 6 monthly to AS 1851.2

Fire hydrants and mains BCA E1.3, AS 2118, AS 2419.1 Weekly to AS 1851.4

Fire indices for materials BCA C1.10, AS 1530.3 Weekly to AS 1851.4

Fire isolated lift shafts BCA Section C Annual inspection*

Fire resisting shafts BCA Section C Annual inspection*

Fire resisting structures BCA Section C Annual inspection *

Lightweight construction BCA C1.8 Annual inspection *

Paths to travel to exits BCA Section D 3 monthly inspection to confirm travel paths are intact

Penetrations in fire rated structures

BCA Part C3 Annual inspection*

Warning signs Deputed with lifts BCA E3.3 Annual inspection*


APPENDIX 1.O.2: SPECIALIST MAINTENANCE CONTRACTORS STATEMENT


Specialist Maintenance Contractors Statement

Building Address: This statement is in relation to (Describe whole or portion of building)

For the essential services I/we are inspecting/ maintaining and is required to be prepared and provide to the owner/manager before each anniversary of the date of that occupancy permit or determination set out in the buildings essential services logbook for the above mentioned location

Maintenance Personnel Details The following personnel carried out inspection/maintenance on the essential services in this building during the preceding 12 months (nominate all essential services.

Essential Services Name Address

Compliance I/we herby state that I/we have taken all reasonable steps to ensure that :-

i) Each essential services we are inspecting/maintaining is operational at the required level of performance in terms of our agreement; and

ii) Each essential service has been inspected and maintained; and

iii) That in the course of our maintenance works there have been no penetrations by us required fire-resisting construction, smoke curtains and the like in the building since the last essential service statement, other than those for which a building permit has been issued; and

iv) The information contained in this statement is correct.

Signature: Date: Print name: Name of Company: Address:



APPENDIX 1.P: FINAL RELEASE – PROFORMA

Projects: Building 48, Level 6, 449 Swanston Street

GPO Box 2476V, Melbourne VIC 3001 Ph: (03) 9925 5071

Fax: (03) 9925 5087


Final Release

In the matter of the Contract between RMIT and

(the Contractor) for

(description of project),

we hereby accept payments of the Final Balance in full and final settlement of all our claims of every nature whatsoever and howsoever arising, whether past, present or future which we may have in relation to the work and labour and/or materials supplied by us and/or by others on our behalf pursuant to or in relation to the Contract and in consideration of the said payment we hereby forever release and discharge RMIT, its servants and agents and indemnify them from and against all claims of any and every nature whatsoever in connection with or in respect of the contract Works and the Contract.

Original Contract Sum $

Final Contract Sum $

Payments to Date $

Final Balance Owing $

Retention Fund $

Signed by

Position

Contractor

Date



APPENDIX 1.Q.1: CITY CAMPUS



APPENDIX 1.Q.2: BUNDOORA CAMPUS



APPENDIX 1.Q.3: BRUNSWICK CAMPUS



APPENDIX 1.Q.4: FISHERMANS BEND CAMPUS



APPENDIX 1.Q.5: HAMILTON CAMPUS
