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.
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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
<<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
<<Enter School Name>> <<Enter Project Name
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:
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 4 of 9
<<Enter School Name>> <<Enter Project Name
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 $##,###
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 5 of 9
<<Enter School Name>> <<Enter Project Name
ESTIMATED TOTAL FUNDING $##,###
Site Approval
Project Execution
Plans and Contract Documentation
Design Consultant/Principal Consultant 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 price if offer submitted):
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):
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).
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 6 of 9
<<Enter School Name>> <<Enter Project Name
Evaluate Offers
Letter of Acceptance
Invitation/Tender Type: Open Select
Minimum PQC Rating (if applicable):
Date of Decision of Contractors to Invite:
Form of Offer/Contract: 100% Price Non-Price Criteria
Invitations Call date:
Invitations Closing date & time:
Contractors Invited (include price if offer submitted):
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):
Pre Start Meeting
Progress Payments
Practical Completion
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 7 of 9
<<Enter School Name>> <<Enter Project Name
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
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 8 of 9
<<Enter School Name>> <<Enter Project Name
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
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 9 of 9