CONSULTANCY BRIEF PROVISION OF DESIGN ENGINEERING SERVICES FOR THE

Council seeks the services of an Engineering Services Consultant (“Consultant”) to resource, consult, investigate, assess, develop, plan, design, document, facilitate, oversee and inspect the installation of LED Sports-lighting at Central Park East Malvern. Lighting criteria for outdoor Football level of play: Amateur & Semi-Professional Club Competition & Match Practice

Maintained Horizontal Illuminance PPA: 100 Lux to AS2560.2.3 and associated infrastructure works required including removal of existing light poles and lights. New lighting and poles; engineered and designed as required, integration or new power supplies as required with the existing power supply and recommendations thereof regarding the adequacy of the existing authority power supplies. The ovals are located at 148 Burke Road East Malvern, all referred to as “Works.”

Under the Contract, the Consultant will:

Commission a multi-disciplined team with extensive experience in oval lighting engineering, electrical engineering, structural engineering and geotechnical and soil reporting coordination.
Develop and submit all documentation, and provide all information and advice, requested and required by Council’s Building Surveyor to approve the Works;
1. A proposal and estimate of cost and length of construction
Develop and prepare detailed tender documentation for the Works;
Provide technical assistance during the tender period and contractor appointment process of the Works.
Carry out the role of advisor to the Superintendent’s Representative under the contract of Works. Provide technical assistance and instructions to the contractor appointed to carry out the Works, conduct bi-weekly meetings/site inspections with the contractor and prepare bi-weekly site inspection reports during the Works that will take place in March – June 2021.
Conduct site inspections, prepare reports on defects and make recommendations for improvements and refinements during the 12 month Defects Liability Period at 3 monthly intervals, including one at the beginning and one at the end of the Defects Liability Period.
Include all items 1.1.1 to 1.1.7 in your quotation submission.

1.2 Nature of Contract

Council invites an itemised fixed lump sum Fee Proposal to provide the Engineering Services Consultant specified in this Brief in Clause 1 above and Section 2.

The Contract between Council and the successful Consultant will be a fixed price lump sum contract.

1.3 Project Timeline

The works timeline is outlined below proposed key program dates for the Works are:

Award the Contract by:

Friday 18 December 2020

Resource, consult, investigate, assess, develop, plan, design and document the scope of work for approval for Council’s Building Surveyor for approval of the Works by:

Monday 15 February 2021

1.4 Closing Time for Fee Proposals

Fee proposals must be lodged, and received in entirety, by no later than:

12.00 NOON ON MONDAY November 9 2020

To submit a Fee Proposal:

Complete and submit Fee Proposal Submission Schedules No. 1 and 2, along with other relevant supporting documentation;
Late Fee Proposals will not be accepted;
Fee Proposals will not be accepted by facsimile;
The lowest or any Fee Proposal will not necessarily be accepted;
Interested Parties must not change any part of the Quotation Documents, except for the areas highlighted and any amendments instructed to be made during the Quotation Process by the Appointed Officer. Should an Interested Party make an unauthorised change to the Quotation Documents, its Quotation may be deemed to be a Non-Conforming Quotation;
Council’s only process for receiving Quotations is via Tenderlink;
Follow the instructions for registering, downloading and completing Quotation documentation and submitting it via email by the Closing Time for Quotations;

Prior to preparing a Quotation, Interested Parties must:

thoroughly read and understand all parts of the Quotation Documents;

familiarise themselves with all of the requirements of the Quotation Documents and make all necessary enquiries;

respond to the Quotation Evaluation Criteria in their Quotations;

Quotations must be in the form of the Quotation Submission Schedules in Section herein. Otherwise they may be deemed to be a Non-Conforming Quotation;

Interested Parties must, in submitting their Quotation, allow sufficient time to address any unexpected technical or other difficulties that may arise in uploading their Quotations via Tenderlink;

Council takes no responsibility for late Quotations, under any circumstances; and

All communication with Interested Parties must be with the Appointed Officer via the Appointed Officer’s direct e-mail address: [email protected]. No statement made by the Appointed Officer or anyone else, shall be construed as an official response or deemed as modifying the Quotation Documents, unless confirmed in an e-mail, or otherwise in writing, by the Appointed Officer.

1.5 Assessment of Fee Proposal

Without limiting the ability to evaluate a Fee Proposal, they will be assessed against the following criteria, in priority order:

Fixed Lump Sum Fee;
Fee Proposal Value (e.g. Services offered, resources allocated, relevant experience, adherence to project timeline, quality of deliverables...etc); and
Risk and Safety Management.

(Note: Details of the Consultant’s offerings should be submitted with Fee Submission Schedules 1&2)

1.6 Acceptance of Fee Proposal

The successful Consultant will be notified in writing of the acceptance of their Fee Proposal. The notification of acceptance of the Fee Proposal will create a Contract between the Council and the successful Consultant based on this Consultancy Brief, the successful Consultant’s Fee Proposal and the Council's notice of acceptance.

1.7 Contract

The successful Consultant will be required to execute a Contract, incorporating the terms of this Consultancy Brief and Council's notice of acceptance within fourteen (14) days of the Council serving notice of its acceptance of the successful Consultant’s Fee Proposal.

The General Conditions for the Contract will be the standard printed document of Standards Australia titled “AS 4122 – 2010 General Conditions of Contract for Consultants” and shall apply as if the document was embodied in the Contract.

The Annexure to the Australian Standard AS 4122 – 2010 General Conditions of Contract for Consultants will contain:

Law Governing Contract	Victoria
Client	Stonnington City Council (ABN 67 688 032 530)
Client’s Address	Stonnington City Centre, 311 Glenferrie Road, Malvern Victoria 3144
Client’s Postal Address	PO Box 58 Malvern 3144
Client’s Representative	Manager – Project Management & Delivery Stonnington City Council
Contract Documents	Will comprise of : Council’s Commissioning Letter AS 4122 – 2010 General Conditions of Contract for Consultants Council’s Consultancy Brief The Consultant’s Fee Proposal
Scope of Work	As described in quotation documents: Provision of Design Engineering Services for the Installation of Sports Oval Lighting Central Park East Malvern
Purpose of Services	To supply the deliverables described in Council’s Consultancy Brief for: Provision of Design Engineering Services for the Installation of Sports Oval Lighting at Central Park East Malvern
Contractor’s Insurance	Professional Indemnity $10,000,000 (Min. Cover) Public Liability $20,000,000 (Min. Cover) Employees Work Cover Insurance Policy

1.8 Enquiries

All enquiries and requests should be directed to Council’s – TenderLink site Forum.

1.81 Site Access

Appointments to inspect the sports grounds do not have to be made; they are all in the public domain accessible 24/7.

1.9 Intellectual Property

Council material supplied to the Consultant, or their sub-consultant, or contractors shall remain the property of the Council. On completion of the contract, all Council material and copies thereof must be returned to Council.

Council material may not be used or reproduced for any other purpose without the prior written consent of Council.

Council reserves the right to not accept or not agree with any comments, suggestions or recommendations that arise from the contract.

1.10 Re-use of Materials

Council shall be entitled, as it sees fit, and at no cost, either directly or through any other consultant or otherwise, to make use of any ideas, reports, designs, specifications, drawings, computer based materials or other records that arise from the contract.

1.11 Insurance

The Consultant shall have, maintain and provide evidence of the following insurance cover:

Professional Liability Insurance $ 20,000,000

Public Liability Insurance $10,000,000

Work Cover Insurance

1.12 Payment

On satisfactory completion of each item of work listed in Fee Submission Schedule 1 of the Consultancy Brief, and within 14 days of receipt of an invoice for the item, Council will pay to the Consultant, the accepted fixed fee for the item.

No additional payments beyond the accepted consultancy fee will be made for the reports, printing, travel, presentations, sub-consultant services and disbursements.

The Consultant will allow to supply Council with the following items, at no extra cost:

One (1) electronic copy (PDF) of any plans and specification –tender documentation for approval;
One (1) electronic copy (PDF) of any plan, specification, or document to obtain a building approval; and
One (1) electronic copy (PDF) of any plan, specification, or document for obtaining tenders, quotations or proposals from contractors – construction documentation.

SECTION 2 – SCOPE OF CONSULTANCY WORK

2.1 Introduction

Provision of Design Engineering Services for the Installation of Sports Oval Lighting at

Central Park East Malvern Oval.

The Cemtral Park Oval are primarily used for, Cricket and Football, and Soccer All ovals are in the public domain and accessible for inspection at any time.

2.2 Key Objectives

The key objectives for this Contract are to:

Engage a Consultant with sufficient experience that is committed to health and safety in accordance with Council’s Occupational Health and Safety Policy and Procedures;

(Note: Consultants must complete the questionnaire in Fee Submission Schedule 2 (“Consultant OHS Questionnaire OHS Form 8B”) and submit it with their Fee Proposal.)

Adhere to the provisions of Council’s OHS procedure – OHS 9 : Designing For Safety (Refer to Attachment 1);
Confirm that the exiting power authority supply is adequate for the new LED lighting to 100 LUX and that these works can be integrated into the existing electrical supply system, options \dependent on the power supply, assess, develop, plan, design, document, facilitate, oversee and inspect the Installation of lighting

2.2 General Scope of Work

The Consultant will:

Risk Management

Adhere to the provisions of Council’s OHS procedure – OHS 9 : Designing For Safety (Refer to Attachment 1);
Identify and document every foreseeable risk at every stage of the project, and manage/mitigate the risks under a comprehensive risk management plan prepared specifically for the project; and
Safely carry out work in accordance with sound practice and due professional skill, care and diligence.

The following preliminary risk assessment that has been prepared for this Contract.

Activity	Hazard	Risk Level	Control Measure	Control Person
Carrying loads	Sprains/Strains	Low	To be determined by consultant		To be determined by consultant
Repetitive movements	Sprains/Strains	Low	To be determined by consultant		To be determined by consultant
PPE	Cuts and abrasions	Low	To be determined by consultant		To be determined by consultant
Working in a confined space	Suffocation	High	To be determined by consultant		To be determined by consultant

Management

Liaise closely with Council officers;
Liaise closely with consultants and contractors engaged directly by Council to assist with implementation of this Contract; and
Lead and co-ordinate all sub-consultants and contractors that are required to work on this Contract.

Reporting

Supply all plans required for meetings;
Monitor and advise Council officers on progress; and
Record the minutes of all meetings.

Planning, Design and Documentation

Prepare options, plans, specifications and reports, as required;
Ensure all designs and documents comply with relevant codes and regulatory requirements;
Prepare drawings and technical specifications to enable building, planning and heritage approval to be obtained and for a contractor to satisfactorily complete the work; and
Respond to all queries on their design and documentation.

Quality

Maintain high quality control throughout the duration of the Contract.

Sub-Consultants & Contractors

Engage expert sub-consultants and contractors that are required to work on the Contract and arrange for the sub-consultant’s and contractor’s reports, drawings, computations, certifications to be prepared, as required.

Programming

Plan, program and facilitate implementation of the Contract in the shortest possible timeframe.

Tendering

Respond to all queries on the design and documentation;
Review and advise on technical aspects of tender submissions; and
Advise on cost reduction options, if required.

Building/Planning Approval & Construction

Respond to all queries on the design and documentation;
Amend documentation to record any approved changes during the approval, tender and construction phases;
Approve shop drawings;
Inspect work, as required, to ensure conformity with construction documentation;
Assess and advise on claims for contract variations;
Conduct inspections, as required, issue instructions, witness commissioning of plant/systems and list defects for rectification prior to Practical and Final Completion; and
Provide “As Built” drawings at Practical Completion.

2.3 Deliverables

During the course of the Contract, the Consultant will:

2.31 Conduct reviews, inspections and tests, and participate in meetings, as specified, requested

Moreover, required, to plan, design, document, obtain approval to proceed and implement the renovation.

2.32 Provide technical advice, recommendations and instructions (to the successful contractor), as specified, requested and required; and

2.33 Prepare options, estimates of cost, reports, drawings, specifications, computations, management plans and minutes of meetings for Council’s consideration, heritage, planning and building approval, tendering and construction.

SECTION 3 – FEE SUBMISSION SCHEDULES

FEE SUBMISSION SCHEDULE 1

Contract:

Provision of Engineering Services for the Installation of Oval Lighting

Central Park East Malvern

I/We the undersigned do hereby submit our fee proposal to provide the engineering consultancy services in accordance with the Provision of Design Engineering Services for the Installation of Sports Oval Lighting at Central Park Oval.

........................................................................................................................................($___________)

(Excl GST)

Description of work	Fixed Lump Sum Fee (Excl. GST)
1. Resource, consult, investigate, assess, develop, plan, design, and document and facilitate the tender and award of the contract to install Central Park Oval Sports- lighting designed as a single package for tender.
Commission a multi-disciplined consultancy team Review the plans & specifications held by Council Develop and prepare detailed tender documentation Assist with the tender & contractor appointment process	$(Please attach details of the services and their cost that have been allowed for in the above fee that would be provided by sub-consultants & contractors engaged directly by the Consultant.)
2. Oversee and inspect the works of Oval Lighting at the Central Park Oval.
Carry out the role of Advisor Superintendent’s Representative, provide technical assistance and instructions to the contractor appointed to carry out the Works conduct bi-weekly meetings/site inspections with the contractor and prepare bi-weekly site inspection reports	$
3. Oversee and inspect the rectification of defects during the 12 month Defects Liability Period
Conduct site inspections, prepare reports on defects and make recommendations for improvements and refinements during the 12 month Defects Liability Period at 3 monthly intervals, including one at the beginning and one at the end of the Defects Liability Period	$
TOTAL FIXED LUMP SUM AMOUNT (Excl. GST)	$

Full Name of Consultant ….........................

Australian Business Number (ABN)

Authorised Signature

Registered Office/Business Address

Telephone No.

Dated this ... day of 2020

FEE SUBMISSION SCHEDULE 2

Contract:

Provision of Engineering Services for the Installation of Oval Lighting

At Central Park Oval.

CONSULTANT OHS QUESTIONNAIRE (OHS FORM 8B)

Consultants must complete and submit the following questionnaire. It is a requirement for Consultants to demonstrate that they have appropriate OH&S precautions in place, and ensure that these are consistent with the OHS framework of Council. No payments will be made until delivery of the Consultants OH&S Plan.

		YES	NO	N/A
1	Does the Consultant have an OHS Policy Statement? If Yes, please attach a copy.			
2	Dies the Consultant have a COVID 19 Management Plan? If Yes, please attach a copy.
3	Does the Consultant have a process for identifying hazards and risks? If Yes, provide details of what it contains. …………………………………………......………………….……...……….......... ………………………………………………......…………….……...……......….... …………………………………………………….....……….……...…....…….......			
4	Once identified, does the Consultant implement changes to reduce any risks associated with the hazards? If Yes, what process is followed? …………………………………………......………………….……...…………...... ………………………………………………......…………….……...……....…...... …………………………………………………….....……….……...…....…….......			
5	What hazards and/or risks has the Consultant identified that are relevant to the work that they would be performing for Council? …………………………………………......………………….……...…………...... ………………………………………………......…………….……...……....…...... . …………………………………………………….....……….……...…....…….....
6	If someone got injured in the Consultant’s workplace, what processes are in place to deal with such an incident? …………………………………………......………………….……...…………...... ………………………………………………......…………….……...……....…...... …………………………………………………….....……….……...…....…….......
7	Describe the type of work proposed to be performed and the controls in place to minimise the risk associated with this type of work. ………………………………………………......…………….……...……....…...... …………………………………………………….....……….……...…....…….......			
8	Does the Consultant have a dedicated work area for the performance of Council duties? Provide a photo of the workspace.			
9	Is the Consultant’s food and drink preparation area located away from, but accessible to their dedicated work area?			
10	In the event of an emergency, does the Consultant have an evacuation plan?			
11	Does the Consultant allow for and have regular breaks when performing work tasks?			
12	Does the Consultant agree to abide by the Council’s OHS Policy and procedures whilst working on-site at any Council workplace location?			

Full Name of Consultant

Australian Business Number (ABN)

Authorised Signature

Documentation - Attach the following documentation for preliminary evaluation:

Contents page only of OHS manual
Contents page of the COVID 19 plan
Summary list of OHS procedures (general and specific)
Accident/Incident report form
Training program and course outline of one training course as an example
Workplace inspection/audit checklist

Full Name of Consultant ….........................

Australian Business Number (ABN)

Authorised Signature

Attachments

Attachment 1 – Council’s OHS procedure – OHS 9: Designing for Safety

CONSULTANCY AGREEMENT BETWEEN [] AND [] THIS CONSULTANCY SERVICES
CONSULTANCY BRIEF PROVISION OF DESIGN ENGINEERING SERVICES FOR THE
CONSULTANCY FOR UNITED NATIONS GENERIC QUALITY ASSURANCE FRAMEWORK ASSURING

Tags: brief provision, consultancy brief, brief, services, design, consultancy, engineering, provision

CONSULTANCY BRIEF PROVISION OF DESIGN ENGINEERING SERVICES FOR THE