All projects are required to undergo the following steps during the Documentation phase for public funded projects:
- Design Development:
- Completion of design in detail including architectural and engineering design and the incorporation of all Authority requirements.
- Confirmation that the design meets current Government policies with respect to Energy/Victorian Greenhouse Strategy and the Moral Rights Legislation.
- Confirmation of the cost estimate (Cost Plan C2) to demonstrate the project is within budget.
- Obtaining sign off from users.
The Third Gateway Review, Procurement Strategy - is undertaken to develop a Procurement Plan and update the Business Plan.
- Contract Documentation:
- Contracts used in the undertaking of works are to use approved Departmental forms of contracts and relevant information is available from the CMB representative on the PCG.
- Documentation of works to be undertaken to tender, including:
- Conditions of tendering
- Contracts
- Working drawings
- Specifications
- Pre-tender estimate (Cost Plan D)
- Bill of Quantities (where appropriate).
Contract documentation is to include the following current Government requirements:
- Victorian Industry Participation Policy
- Victorian Managed Insurance Act requirements
- Security of Payment Legislation
- Probity and Disclosure requirements
- Essential Services Management and reporting
Approval must be obtained from CMB before a Call for Tenders can be advertised.
The contract documentation is issued to tenderers to price the project and is used as a basis for entering into a contract with the builder in lump sum contracts. For fixed lump sum contracts, the Department utilises the Amended AS2124-1992 contract.
The guidelines relevant to the Documentation phase are:
The Documentation phase is complete when contract documentation and Cost Plan D are approved for use by the Principal’s representative and Superintendent to the contract (for Human Services projects). The contract and project management responsibilities rest with Capital Management Branch.
