Contract - ITS2-00360-04

Background 

Parks Victoria have a significant project pipeline that requires the use of project consulting services in various locations across the state.  These projects may include all possible stages of project consulting services requiring the skillsets of project managers, superintendents and quantity surveyors.  

Scope of Services 

Project consulting services are required by the Parks Victoria’s Infrastructure Capital Projects directorate to act as independent Project Managers, Superintendents and Quantity Surveyors (cost and control). 

These Services must adhere to the Service Standards and may include any of the following Services (or part thereof): 

Project Management services will include, but are not limited to: 

• Prepare and maintain Project Management Plan to establish project approaches (D&C contract, works contract if design not required, use principal designer, etc) that achieve desired timeframes, then present to Parks Victoria Senior Project Manager for approval  

• Onboard required consultants as needed to develop scope 

• Develop procurement plan with current Parks Victoria consultants 

• Coordinate Stakeholder inputs and engagement with relevant Parks Victoria Representative (when required) 

• Maintain current project budget, including overseeing development of cost plan by quantity surveyor 

• Develop and monitor Risk Log ongoing 

• Develop and monitor performance against program  

• Monitor quality, conformance and documentation through surveillance, verification, inspection and auditing in conjunction with design team. Coordination and attendance of design meetings, including RFI’s 

• Coordinate and monitor services authority approvals, statutory approvals, environment, cultural heritage, planning permit conditions, relevant codes/laws/regulations in consultation with Parks Victoria, consultants and contractors 

• Liaise with neighbouring stakeholders for access availability 

• Provide weekly reporting on high project risks or issues to Parks Victoria Senior Project Manager 

• Coordinate with Parks Victoria representatives, develop and compile all procurement documentation in preparation for advertising 

• Review and select preferred contractor/s. Facilitate Contract Negotiations with preferred Contractor and relative consultants. Onboard contractor/s 

• Contract administration for all works contracts on the project (including payment claims, time claims, variations, completion certificates, defects liability management, handover documentation) 

• Attend contractor site meetings 

• Continual review and oversight of contractor safety plan by implementing a site safety audit process 

• Ensure project is managed in accordance with Parks Victoria’s P3M Project Management Framework, Project Governance, probity guidelines and code of conduct. 

• Prepare monthly Project Control Group reports and attend to provide update 

• Prepare monthly Project Status Reports 

• Chair and lead Project Working Groups as required 

• Prepare a Project Closure Report 

• Additionally, will maintain consistent contact with Parks Victoria’s Senior Project Manager providing updates on that status of each project as required. 

Superintendent services will include, but are not limited to: 

• Fulfilling the role of independent Superintendent on all works contracts for the project 

• Issue site possession notice 

• Review, assess and certify extension time (EOT) claims 

• Review progress claims, issue payment claim certificates (after assessment by the quantity surveyor) in accordance with the Security of Payments legislation and the Contract 

Review, approve and issue variation orders at the request of Parks Victoria 

• Review and issue directions at the request of Parks Victoria 

• Create separable portions at the request of Parks Victoria 

• Determination of claims for extra payment for variations under the Contract in consultation with the quantity surveyor 

• Determination of general claims (such as claims under the latent conditions provisions) under the Contract 

• Draft and issue correspondence where the project manager considers the quality of materials and workmanship do not meet contract specifications 

• Draft and issuing correspondence, such as ‘rate of progress’ letters, where the contractor is not meeting the timeframes in the contract 

• Draft and issuing correspondence relating to defective works review proposed rectification measures 

• Draft and issue correspondence in regard to ‘non-conformance’ matters, where the contractor is not complying with the requirements of the contract 

• Direct postponement or suspension of work on behalf of Parks Victoria 

• Assist and advise Parks Victoria as reasonably required in connection with any disputes. 

• Issue practical completion certificates, including defects list 

• Determination of defects where the contractor does not agree to rectify 

• Issue final certificates of works contacts when all disputes and payments are finalised, and contract can close 
   

Quantity surveying services will include, but are not limited to: 

• Participate in Value Management (VM) workshops and advise on costs 

• Work closely with the wider project team, developing and preparing cost plans as appropriate for each stage of design (Cost Plans A, B, C1, C2, D and a pre-tender estimate, subject to the type and scope of project).  This will include the provision to a high level of certainty, the cost estimates for the capital project, required contingencies and allowances within the allocated budget 

• Undertake Whole-of-Life cycle planning that includes the development a whole-of-life (WOL) cycle cost plan based on careful analysis of the design, prevailing conditions and the material selections as may be required by Parks Victoria, for the project 

• Provide cost advice to the tender evaluation team, including detailed analysis on value for money represented 

• Liaising with project managers, superintendent, clients, contractors, and subcontractors 

• Preparing reports, analyses, contracts, budgets, cashflow, risk assessment, and other documents 

• Provide regular updates and advice to the Project Manager on cash flow trends, including cash flow projections, throughout the duration of the project, flagging cost risks, as appropriate 

• Review, substantiate and assess progress claims for certification by the Superintendent 

• Value and assess quotations and estimates submitted by the Contractor. Assist in negotiations. 

• Advising managers and clients on improvements and new strategies 

• Documenting any changes in design and updating budgets 

• Establishing and maintaining professional relationships with external and internal stakeholders 

• Traveling from the office to various sites as required for payment claim authorisation. Attend site meetings as reasonably required 

• Agree and submit the value of the Final Account with the Contractor and the Project Manager and the Superintendent 

There is also an initial scope of work being released with this tender that suppliers may submit an offer for, which is as follows: 

• St Kilda Pier Redevelopment (please refer to Tender Schedule 18 – St Kilda Pier Redevelopment Scope of Work for details). Suppliers intending to bid for this work are to complete Tender Schedule 18 

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Addendum 1 - posted on 30/11/2021

Addendum 2 - posted on 07/12/2021

Addendum 3 - posted on 09/12/2021