Project Plan

Project PlanSchool Managed Facility Project

{Insert School Name}

{Insert Project Name}

About this document: This document provides instructions, steps

and links to assist schools in the planning, documenting and delivery of school facility projects within required departmental and legislative requirements.

Instructions are in hidden text. To view or hide the hidden text, On the Menu - select Tools - Options - View Tab - tick/untick Hidden Text. To print the hidden text, select File - Print - Options - tick/untick Hidden Text. Links to further documentation are in blue.

Retain the completed project plan and associated documentation on file for audit purposes.

Checklist: ~ Involve your school Regional Facilities Account Manager throughout the planning & delivery of all school facilities projects~

Project Deliverables Responsibility

√ Date

Project PlanningRecord a brief Project Description

Obtain Site Approval in Principle through your Regional Facilities Account Manager

Establish a Project Steering Committee (Projects>$100,000)

Appointment of Project Management

Identify major Project Milestones

Agreement on the Project Scope

Identify and manage risks for the project using the Risk Management Plan

Obtain a Cost Estimate for the project

Confirm Sources of Funding for the project

Prepare Joint Development Agreement if applicable

Obtain Financial Expenditure Approval from the required delegate through your Regional Office

Obtain formal Site Approval from your Regional Facilities Account Manager

Project ExecutionPreparation of Plans and Contract Documentation for the project

Obtain Building Act Compliance

Call Quotes/Tenders in accordance with State and DETA Purchasing Policies

Evaluate Offers in accordance with State and DETA Purchasing Policies

Prepare and submit Letter of Acceptance for signature by the required delegate. The Regional Office will organise for a Financial Capacity Assessment Check to be undertaken on the preferred tenderer for projects

Project PlanSchool Managed Facility Project

{Insert School Name}

{Insert Project Name}

greater than $500,000Undertake Pre Start Meeting to obtain documentation and action; Obtain Construction Program, Site Specific Requirements & Cost

Plan/Schedule Obtain Safety Plan & Work Method Statement Complete and submit Form 34 – Notice of Appointment of Principal

Contractor to W H & Safety (Projects>$80,000) Sight the Contractor’s current Workers' Compensation and Public

Liability Insurance Policies Make payment of Portable Long Service Leave Levy (Projects>$80,000) Issue Work Area Access Permit (WAAP) from the Built Environment

Materials Information Register (BEMIR) to the Principal Contractor and commence project

Issue Progress Payments once works are validated and signed off by the Project Manager

On completion of all works, finalise the Work Area Access Permit and obtain a certificate to indicate Practical Completion, (however a Defects Liability Period shall remain in force)

Undertake Defect Inspection & Rectification

Organise an Opening of New Facility if applicable

Update the Facilities Asset Management System (FAMS) with new facility information

Organise for plans to be uploaded in EPlan Room

Undertake a final inspection at the end of Defects Liability Period to achieve Final Completion

Undertake a Post Occupancy Evaluation (POE) to identify possible improvements

ContactsProject Manager

Name: Company:

Ph: Mbl:

Fax: Email:

Regional Facilities Account Manager

Name:

Ph: Mbl:

Fax: Email:

Uncontrolled copy. Refer to: FCM-PR-009: School Managed Facility Projects at http://education.qld.gov.au/strategic/eppr/facility/fcmpr009/ for master. TRIM 10/335153 Page 2 of 9

http://education.qld.gov.au/strategic/eppr/facility/fcmpr009/

<<Enter School Name>> <<Enter Project Name

Project Planning

Project Description

##

Site Approval in Principle

Siting approval in principle obtained from ## on ##.

Project Steering Committee Team

The Project Steering Committee for this project consists of:

Committee member

Position Role Contact Details

Person, A Principal Chair, Steering Committee

Person, BRegional Facilities Account Manager

Project Team Member

Person, C Project Manager Project Team Member

Person, D P & C Representative Project Team Member

Person, E Other key stakeholders Project Team Member

Uncontrolled copy. Refer to: FCM-PR-009: School Managed Facility Projects at http://iwww.qed.qld.gov.au/strategic/eppr/facility/fcmpr009/ for master. TRIM 10/335153 Page 3 of 9

http://iwww.qed.qld.gov.au/strategic/eppr/facility/fcmpr009/


Project Management

Project Management Team Invitation/Tender:

Invitation/Tender Type: Open Select

Minimum PQC Rating (if applicable):

Date of Decision of Consultants to Invite:

Form of Offer/Contract: 100% Price Non-Price Criteria

Invitations Call date:

Invitations Closing date & time:

Consultants Invited:

Include date withdrawn if submitted and offer withdrawn

Include if failed to submit

NamePrice (ex GST), date of withrawal or failed to submit

Successful Offerer:

Acceptance Date:




Contract period (in weeks):

Project Milestones

The project involves the following major milestones:

Milestone Date required

Indicative Cost Plan Prepared

Contract Documentation complete

Invite Quotes/Tenders

Quotes/Tender Close

Award Contract

Construction complete

Final Completion

Opening of new facility

Project Scope

Risk management plan

Cost Estimate

The project cost estimate is as follows:

COST ESTIMATE SPREADSHEET

Details Amount

Construction Costs

Cost Escalations

Sub Total

Furniture and Equipment

Statutory Fees

Site Survey & Geotechnical Investigations

Telephones and Network

Project Management Fees

Total Cost

Contingency Enter 5% - 10% → %

TOTAL EX GST $

TOTAL INCL. GST $

Source of Funding

Organisations Contributing to the Project

Nature of Funding

(Financial or In-Kind)

Is Funding Secured?

(Y/N).

If No date funds will be

availableAmount

## P&C Association Financial N 30/07/08 $##,###

## School funds Financial Y $##,###




ESTIMATED TOTAL FUNDING $##,###

Site Approval

Project Execution

Plans and Contract Documentation

Design Consultant/Principal Consultant Invitation/Tender:



Date of Decision of Consultants to Invite:




Consultants Invited (include price if offer submitted):




Successful Offerer:

Acceptance Date:


The contract/invitation of offer documentation for the Contractor that will be used is (refer to DPW Contract documentation) ##.

Building Act Compliance (BAC)

Call Quotes/Tenders

Quotes/Tenders close on ##. Contract used is ##. Pre-qualified (PQC) Contractor Rating is ## (if applicable).




Evaluate Offers

Letter of Acceptance



Date of Decision of Contractors to Invite:




Contractors Invited (include price if offer submitted):




Successful Offerer:

Acceptance Date:


Pre Start Meeting

Progress Payments

Practical Completion




Defects liability period ends on ##. The contact person for defects is ##.

Defects Inspection & Rectification Defects Rectification List attached. Rectification works carried out on ##.

Opening the New Facility

Facilities Asset Management System (FAMS)

EPlan Room

Final Completion




Post Occupancy Evaluation (POE)

Requirements Met

Comments/Improvements/Modifications

PLANNING/DOCUMENTATION

Consultant Procurement Process: undertaken within required policies

Project Management: provided expertise, knowledge, met project outcomes and fulfilled contract requirementsConsultancy Services: provided expertise, knowledge, functional design, met project outcomes and fulfilled contract requirements

Contractor Procurement Process: undertaken within required policies and legislation

Obtaining necessary approvals: sufficient time allowed. Awareness of requirements

BUILDING/FACILITY

Site/Location: appropriate siting of new/refurbished facility

External Services: ties in with existing buildings and services and provides possible future expansion possibilities

Access: provide equitable access to all students and secure access for community (if applicable)

General design: functional, sustainable and easily serviced facilities

Superstructure: appropriate safe and durable finishes

Ventilation performance: provides appropriate ventilation

Acoustic performance: provides appropriate acoustic

Service Connection: appropriate water, sewerage and hydraulic services

Safety and Hygiene: safe and hygienic for all users

Security and Supervision: easily supervised during school hours and secured after hours

Fixtures and Accessories: in accordance with design requirements and suitable for school use

Contractor: provided expertise, knowledge, met project outcomes and fulfilled contract requirements



Documents

Project Plan