Page 1 of 21

PROJECT BRIEF

Consultancy Services

for

Design, Consultation and Superintendence

Natural Play Spaces in the ACT

2016-17

CLIENT AGENCY

Transport Canberra & City Services - Capital Works

September 2016

Page 2 of 21

1.0 BACKGROUND

The ACT Government has funded a project to design and construct three natural play spaces in 2016-17. This project will provide these new natural play spaces into existing play areas to further foster healthy social, physical and cognitive child development.

Transport Canberra and City Services (TCCS) aims improve the landscape of public play in the ACT by providing a broad range of play space types that vary within each suburban area. A draft Play Space Strategy has been prepared to achieve improved and sustainable management of play in the ACT. In line with the strategy and TCCS Policy position on the provision of play, this project will introduce natural play spaces into the Canberra play environment.

Contemporary play space design recognises the importance of play in the natural environment. The provision of natural play elements is more important than ever before, as opportunities to spontaneously engage with the natural environment continue to diminish as increased densification, restricted freedom to roam neighbourhoods and greater time spent on sedentary activities impact a child’s world.

This project will deliver three natural play spaces to selected locations in the ACT that provide play opportunities for children without the use of propriety play equipment.

2.0 PROJECT FUNCTION

This pilot project will add three new natural play spaces to a existing playgrounds. As a pilot project it will be a demonstration of what is possible in a natural play space facility and will help to gauge the interest from the community for this new type of play space.

3.0 LOCATIONS

Street Name Suburb Region Block Section Status

Finn Street O’Connor Inner North 3 89 Central

Telopea Park Barton Inner South 1 30 District

Tuggeranong District Park

Greenway Tuggeranong 5 62 District

Page 3 of 21

4.0 PROJECT OBJECTIVES AND OUTCOMES

The project objectives are:

to deliver new natural play spaces in line with TCCS Policy Statement for provision of play and the Play Spaces in the ACT a Strategic Plan (draft);

to provide successful natural play spaces that will provide successful demonstrated examples for reference in future natural play space installations;

to consult with local communities to target their preferences in natural play; and

to encourage outdoor activity for children by providing contemporary, safe and fun play spaces.

The outcome will be three revitalised, attractive and local community co-designed play spaces that encourage children to actively engage in nature play as well as provide opportunities for the broader community to gather and recreate.

5.0 PROJECT SCOPE

This project requires:

Engagement with the local community representatives and university landscape student participation;

Preparation of Sketch Plans with associated cost estimate for approval

Documentation to a level of detail sufficient for construction

Construction supervision;

Consultant to partner with construction contractor(s).

The project is to be undertaken in the 2016-17 financial year with all works complete by 30 May 2017.

6.0 SCOPE OF SERVICES - CONSULTANT

6.1 CONSULTATION

A consultation plan will be prepared for each place. The plan should be in line with A Strategic Framework for the Delivery of Natural Play Spaces (Attachment A). Consultation options could include, but are not limited to:

1. Primary users

2. Secondary users

3. Place stakeholders

The consultation plan should detail the ways and methods to engage. (ACT school term 4 ends on 16 December 2016).

Page 4 of 21

6.1 DESIGN

TCCS has prepared a draft Natural Play Spaces report that provides valuable background information about the value of natural play spaces as well as information to inform the design. This document should be referred to and considered in the design process. The document is provided at Attachment B. The design should include play opportunities for physical activities, social interaction/role play and creative/cognitive play. These activities should be arranged in such a way as to add complexity to the play space, providing both easy and challenging activities for children of various ages and abilities. The design should demonstrate an understanding of the principals of nature play and natural play spaces. Draft Final Sketch Plans (draft FSP): The draft FSP should clearly show how the co-design inputs from the community have been incorporated into the design. Final Sketch Plans (FSP): The FSP shall be finalised in line with comments received from the client, key stakeholders and the community. The FSP – design proposal must be to the most current Australian Standards and the best quality achievable within the available budget and cost effective for long term maintenance. Registered surveyors must be engaged where site survey is required to fully inform design and constructability. The survey must be informed by the Client requirements for surveys. A hydrological survey may be required where drainage is a particular issue. Due diligence must be undertaken in relation to identifying underground services to ensure works are designed to minimise opportunities for disturbing these and for scope change during construction. Materials and furniture specified in the design must take into account not only direct cost but the indirect cost to budget and schedule of extended procurement lead times and risks associated with long distance transport. Design proposals must minimise opportunities for adverse effects on the surrounding environment. As and if appropriate, a suitably qualified consultant must confirm that the FSP proposal meets the relevant standards and guidelines for access before it is presented for Client review. Development Application and Building Approval requirements must be identified and lodged for approval as and if necessary. Ensure the FSP includes sections, footings, installation details and sub-grade preparation within the agreed budget and suitable for Development Application submission as/if required.

Page 5 of 21

Cost Estimates: Cost estimates for construction are to be submitted at both draft FSP and FSP stage. An updated cost plan must accompany the plans. Design Acceptance will be issued once the asset owners have reviewed and accepted the plans incorporating changes required at FSP stage.

6.2 DESIGN DELIVERY

Draft Final Sketch Plan (draft FSP) - o The raft FSP should clearly show how the co-design inputs from the

community have been incorporated into the design. o The draft FSP is intended to be an early design review and discussion

stage so can be presented as a ‘Butter Paper’ format.

Final Sketch Plan (FSP) – o The consultant will ensure the FSP complies with standards and TCCS

requirements. Submission of the design proposal is required for final approval and Design Acceptance.

o The FSP is to be presented as three bound and one unbound colour copies and in electronic format as pdf. and dwg. Plans must be accompanied by a supporting cost plan.

Construction Documentation – o Construction documentation to be detailed to a level appropriate for the

type of work proposed.

Note: Design and associated documents are to be in accessible format wherever this is possible. Requirements should be clarified with the client before documents are prepared. This information must also be web accessible.

6.3 COST PLANS Cost plans are required at revised draft FSP and FSP stage. The Client and PCW will be advised if the cost estimates exceeds the available budget. Changes to the design may be needed to ensure that the agreed budget parameters are met. The cost plans must:

a) Itemise all the works proposed in the final agreed design.

b) Include a risk plan which assesses and identifies potential key risks and associated relative costs.

c) Include contingency sums that are based on the risk assessment.

d) Include provisional sums for:

Asbestos removal and disposal should this be found unexpectedly on site.

Unsuitable sub-grade removal if this is likely to occur

All other items and works where final costs are uncertain.

e) Show GST in the final price summary.

Page 6 of 21

6.4 PROJECT PROGRAM

Prepare a project program for the consultation and design phase of the project. The program should consider the end date of 30 May 2017 for construction completion and ensure all consultation and design work is undertaken in a timely way to allow an adequate construction period with appropriate float. Christmas and Easter industry shut down periods should also be considered in the program.

6.5 PROJECT TEAM The consultant must convene and coordinate a multidisciplinary project team as necessary for the duration of the project to deliver the required project outputs. The team must include a contractor and may also include resources from the other disciplines as relevant to delivering the project eg artists, engineering, Please note that winning teams from the Expression of Interest will be contracted to the ACT Government via Procurement Capital Works. Landscape architects will be contracted via a Services Agreement contract and the contractors will be contracted via Short Form Contracts. Other disciplines that form part of the winning teams must be subcontracted to either the landscape architects (eg artists, engineers) or the contractor (eg concreters etc). Ensure all sub consultants are suitably qualified, experienced and fully certified.

7.0 BACKGROUND INFORMATION

The design proposals for each natural play space should form a connection with the existing playgrounds - this may be with a physical connection such directly joining the two play area, paths, or some other form of design solution.

Page 7 of 21

Finn Street:

A full playground upgrade was undertaken in 2008-09

Shade over the climbing unit was installed in 2012

Active local community with history of involvement with the existing playground

Provides accessible play opportunities

Non irrigated site

Image1: Finn Street O’Conner

Page 8 of 21

Tuggeranong Town Park:

Park upgraded in 2014-15 with new shade sails added to the playground

Irrigated site

Image 2: Tuggeranong Town Park, Greenway

Page 9 of 21

Telopea Park:

Heritage listed site

Irrigated site

Image 3: Telopea Park, Barton

8.0 INDEPENDENT ASSESSMENT

The Client will arrange and pay for an independent Certified Level 3 Playground Assessor to assess the plans at FSP stage and at the completion of construction as follows:

At Final Sketch Plan Stage – plans that reflect any non compliance to AS and ACT Standards at FSP stage will require amendment prior to issue of Design Acceptance.

Prior to issue of Operational Acceptance.

Any costs associated with changes/additions required following the inspections shall be assessed by the Client and PCW.

9.0 APPROVALS

The draft FSP and FSP will be circulated to Government stakeholders for review and Design Acceptance. Ten working days for each review period must be allowed in the project program for this circulation. Heritage approvals will be required for the Telopea Park site. TCCS will manage this process.

Page 10 of 21

11.0 COMMUNICATION

11.1 CONSULTATION

Consultation with key government stakeholders will be coordinated by the Client for design acceptance. Circulation of draft designs to asset managers will be in coordination with the Client via PCW.

11.2 LIAISON

Continual communication and coordination will be required throughout the project between the Client, Procurement Capital Works and the successful consultants. Liaison with relevant authorities and relevant service providers to ensure suitable authorisation, timely coordination as well as compliance with Territory requirements for all works associated with the new play spaces will be the responsibility of the consultant. Early liaison is essential to enable timely progress of the project and will be the responsibility of the consultant.

The Client, Capital Works officer is:

Fay Hug - T: (02) 6207 6026 - E: fay.hug@act.gov.au

The Procurement Capital Works contract officer is:

Phil Agius - T: (02) 6205 4923 - E: phil.agius@act.gov.au

12.0 PROJECT QUALITY REQUIREMENTS (STANDARDS)

Unless otherwise specified in the project brief, all design, documentation and construction for this project must be in accordance with: a) TCCS Design Standards for Urban Infrastructure and the TCCS Standard

Specifications for Urban Infrastructure which are at www.tccs.act.gov.au The Consultant must verify the currency of these with the relevant TCCS officers.

b) TCCS Reference Documents particularly 15 and others as relevant. These documents are available on the TCCS website.

c) WAE Asset Description form templates which are also available on the TCCS

website

d) The consultant’s submission must comply with current and relevant Australian /New Zealand Standards for playgrounds which are available at www.standards.com

Page 11 of 21

e) The consultant’s submission must also comply with standards, guidelines, Acts and Ordinances currently in force in the ACT.

f) The consultant should refer to the relevant environment protection measures

outlined in: Environment Protection Guidelines for Construction and Land Development in the ACT 2007 http://www.tccs.act.gov.au/work/environment_for_business_and_industry/environmentprotectionpoliciesandguidelines

13.0 CRITICAL DATES

Milestones Indicative Date

Consultants / contractors engaged via AILA Competition November 2016

Consultation Commenced November 2016

Commence engagement with LA students and local community November 2016

Sketch plans prepared with community participation November 2016

Plan submitted submitted to TCCS with costing for approval December 2016

Level 3 Auditor sign off December 2016

Design Acceptance issued December 2016

Christmas shutdown period – 24/12/16 –9/01/2017

Construction drawings prepared January 2017

Contractors engaged February 2017

Commence construction March 2017

Construction complete May 2017

Level 3 Auditor sign off May 2017

Project operational handover, WAEs accepted May 2017

Play space opening June 2017

The consultant should review the proposed time schedule and may suggest modifications to improve the program delivery targets outlined above. The Client requires early notification if a milestone is unlikely to be achieved by the due date so that suitable corrective action can be taken to avoid unnecessary or hasty work later in the project.

Page 12 of 21

Page 13 of 21

14.0 BUDGET AND FEES

The total project budget for design and construction is $100,000 (ex GST) for each of the three locations.

15.0 HANDOVER REQUIREMENTS

Refer to the relevant TCCS reference documents and the following summaries for handover requirements and procedures.

1. Capital Works Procedures for Handover – Hard Works (Attachment C) 2. Capital Works Procedures for Handover – Soft Landscape Works (Attachment D) 3. Capital Works Procedures Flowchart (Attachment E) Note: The order of handover procedures will be confirmed at the inception meeting for this project.

16.0 BACKGROUND DOCUMENTS

The following documents are a necessary reference for the project and are available as follows:

Nature Play in the ACT – Jeavons landscape Architects May 2015

TCCS Design Standards for Urban Infrastructure - 15 Playgrounds and Playground Equipment. Available on the TCCS website: http://www.tccs.act.gov.au/work/standards_and_procedures/design_standards_for_urban_infrastructure

17.0 ATTACHMENTS

Attachment A – A Strategic Framework for the Delivery of Natural Play Spaces DMA

Attachment B – Nature Play in the ACT - Jeavons Landscape Architects

Attachment C - Capital Works Procedures for Handover - Hard Works

Attachment D - Capital Works Procedures for Handover – Soft Works

Attachment E - Capital Works Procedures Flowchart

Page 14 of 21

Attachment A

Page 15 of 21

Attachment B: Nature Play in the ACT – Jeavons

This is provided separately due to the large file size.

Page 16 of 21

ATTACHMENT C

CAPITAL WORKS PROCEDURES FOR

HANDOVER - HARD WORKS

The procedure for handing over hard works is as follows:

NOTE: The order of handover procedures will be confirmed at the inception meeting for this project. 1. Physical completion

a. Contractor to notify the superintendent that the work is complete to the required

scope and standards,

b. Superintendent to inspect the works to identify any remaining defects.

c. Contractor to prepare a defects rectification plan, together with a schedule for

rectification and submit this to the Superintendent for review and approval.

d. Contractor to rectify defects within two weeks in accordance with the approved

defects rectification plan.

e. Superintendent to verify in writing to PCW/Client that the Contractor has rectified

all defects as agreed and the work is ready for the operational acceptance/handover

inspection.

f. Superintendent to request PCW for the Operational Acceptance (handover) site

inspection.

g. PCW to arrange the Operational Acceptance (handover) site inspection with asset

managers and other relevant parties within five days of being notified that the work

is complete, defects are rectified and all relevant documentation has been received

and accepted.

2. Handover documentation

The Superintendent must collate and submit all documents in accordance with TCCS handover requirements together with the request for the Operational Acceptance/handover inspection:

a. Site inspection report and defects rectification list showing all defects have been

rectified to the standards expected – certified as satisfactory and signed by the

project Superintendent.

b. Compliance Certificate – signed by Superintendent and Contractor

c. Asset Description forms – completed as described in TCCS QS Ref No: 08. Cost

breakdown relevant to the various asset categories in the project, to be included.

Note: Site assets, quantities and materials should be documented before demolition

begins. New assets should be clearly shown.

Page 17 of 21

d. Operations and maintenance manuals

e. Relevant certificates and warranties; keys and locks if applicable

f. Works as Executed (WAE) drawings in the required formats. This WAE submission

must have been reviewed and accepted by TCCS prior to the Operational

Acceptance meeting.

PCW will supply a copy of the Design Acceptance Certificate to be included in handover documentation for the project.

3. Operational Acceptance/handover

PCW will arrange and coordinate an Operational Acceptance inspection of the completed works after the request for this is submitted by the Superintendent.

PACS will issue the Certificate of Operational Acceptance if the inspection is successful.

Note 1: The Operational Acceptance inspection will only take place if

defects have been rectified in accordance with the defects rectification plan

and

all documents in the hand over submission have been reviewed and approved

by TCCS.

4. Practical completion

1. The Practical Completion Certificate signed by the Contractor and Superintendent

may be issued after a successful Operational Acceptance inspection. This will be

confirmed on written advice from PCW/PACS that the asset owners have provided

written confirmation that the work is as designed and accepted and all the required

documentation has been received and approved by TCCS.

2. If the Operational Acceptance inspection is unsuccessful, defects identified at the

time of inspection are to be rectified within two weeks after which another inspection

will be required.

Note: The works will remain in the possession of the Contractor until practical completion is confirmed.

5. 52 week Defects Liability Period

6. The 52 week defects liability period will begin from the date that the asset managers

accept the work for handover. This date is subject to the outcome of the Operational

Acceptance inspection. The Final Acceptance inspection will be arranged by the

Superintendent at the end of the 52 week defects liability period (DLP). The DLP relates

to the structural integrity of the completed works not minor defects which were required

to be rectified prior to operational acceptance.

7. Final Acceptance

PCW will arrange and coordinate a Final Acceptance inspection of the works after the request for this is submitted by the consultant at the end of the 52 week defects liability period. The following are required:

Page 18 of 21

a. Records confirming that defects have been rectified and operational acceptance was

granted must be submitted to PCW together with the request for the Final Acceptance

inspection.

b. Written confirmation from asset managers that the works are to standards required for

final handover.

c. Final Acceptance Certificate signed by the Superintendent and Contractor once the

work is confirmed accepted.

PACS will issue the Certificate of Final Acceptance if the final inspection is successful.

Page 19 of 21

ATTACHMENT D

CAPITAL WORKS PROCEDURES FOR

HANDOVER –SOFT LANDSCAPE WORKS

The procedure for handing over soft works (grass, shrubs and trees) is as follows:

1. Physical completion

a. PCW to verify that the Superintendent has confirmed that the work is physically

complete and has inspected the works to identify any defects.

b. Contractor to prepare a defects rectification plan and submit this with the schedule

for rectification.

c. Superintendent to verify and confirm that the Contractor has rectified all defects

within two weeks of physical completion; that the work is complete to specification and

the required standards before the request for consolidation commencement is

submitted.

2. Commencement of consolidation

PCW will arrange a commencement of consolidation inspection with asset managers and all relevant parties within three days of being notified that the work is complete and ready for consolidation to begin.

Note: Superintendent/Contractor must provide WAE for the soft landscape for reference at the consolidation commencement inspection.

a. Superintendent is to provide PCW/PACS with a Commencement of Consolidation

Certificate within three days of a successful site inspection if the consolidation

commencement inspection is successful. The Certificate must list the items placed on

consolidation and show the agreed end of consolidation date.

b. If the inspection is unsuccessful, defects identified at the time of inspection are to be

rectified within two weeks after which another inspection will be required.

3. Consolidation period responsibilities

The Contractor remains responsible for the care of grass, shrubs and/or trees for the duration of the consolidation period. Unless otherwise identified and agreed, the consolidation period for:

a. Trees - 52 weeks

b. Shrubs and grass - 13 weeks

Page 20 of 21

4. End of consolidation

a. PCW to verify that the Superintendent has confirmed that the soft landscape is in

good condition, well established and defect free before notifying PCW that it is ready

for handover to the asset manager.

b. PCW is to arrange a site inspection with asset managers and other relevant parties

at the end of the agreed consolidation period after the Superintendent confirms the soft

work is ready for handover.

c. Superintendent to provide PCW/PACS with an End of Consolidation Certificate

within three days of a successful final inspection.

d. If the end of the consolidation period is unsuccessful, the consolidation period will

be extended. Refer to note 1.

Notes:

1. Replanting or other works and additional inspections may be required if asset managers are not satisfied that the soft landscape is to the standards required or sufficiently established to begin consolidation or to accept soft works at the end of the consolidation period.

2. Where external factors such as vandalism result in soft works failure, the Contractor should submit a variation request for remediation work.

3. The consultant and Contractor should refer to TCCS Standard Specifications 09 Landscape for standard soft works requirements. Additional requirements may be specified in the project brief and contract.

Should grassing not be satisfactory at PC, then rehabilitation of grass should be noted as a minor omission in the Defects List. The grassing shall then be included in the 13 week Defects Rectification Program for rectification. Please note 52 week Defects Liability Period.

Requirements noted in the brief supplement or replace requirements specified in the TCCS QS Documents and Drafting Standards.

Page 21 of 21

ATTACHMENT E

CAPITAL WORKS PROCEDURES FOR HANDOVER

SUMMARY FLOWCHART