VC: VJ

 

6 October 2010

 

 

 

 

 

 

 

 

 

 

 

Dear Councillor/Sir/Madam

 

You are invited to attend an CIVIC CENTRE REDEVELOPMENT STEERING COMMITTEE of Ashfield Council, to be held at the Haberfield Library, 78 Dalhousie Street, Haberfield on TUESDAY  19 OCTOBER 2010 at 5:30 PM.

 

Yours faithfully

 

 

 

 

 

 

 

VANESSA CHAN

General Manager

 

 

SEE ATTACHED AGENDA

 

Civic Centre Redevelopment Steering Committee - 19 October 2010

 

AGENDA

 

1.                      Opening

 

2.                      Acknowledgement of Local Indigenous Community

 

3.                      Apologies

                   

4.                      Disclosures Of Interest

 

Disclosures to be made by any Councillors who have a pecuniary / non-pecuniary interest in respect of matters that are before Council at this meeting.

(19/10/2010)

 

5.                      Confirmation of Minutes

 

Civic Centre Redevelopment Steering Committee - 21/09/2010

 

Civic Centre Redevelopment Steering Committee – 17/08/2010 adopted at OCM 14/09/2010 copy attached

 

6.                      Phase 1 Update

 

Update from Superintendent                                                                     

 

report from builder                                                       (attachment 1)

DCV 0027                                                   (attachment 2)

Landscape Screen                                                           (attachment 3)

 

7.                      Phase 2 Update

8.                      Financial Status                                (attachmenmt 4)

9.                      Governance Report                          (confidential attachment 5)

10.                  Procurement Report                       (confidential attachment 6)

11.                  report from commercial advisor (confidential attachment 8)

12.                  Close

 

              Next Meeting

              16 November 2010

 


document2

Ashfield Council

 

Civic Centre Redevelopment Steering Committee - 19 October 2010

 

8         Summary of  Staff Reports

 

8.1         ASHFIELD CIVIC CENTRE REDEVELOPMENT. Robert Burke - Senior Facilities Coordinator. Report submitted with attachment 1.

(15/10/10)                                                                                                                ACCRD

                                          h:\reports.bp\Committees\Reports\CCSC191010SR_4.doc

                                                                                                            CCSC 8.1 Attached

RECOMMENDATION

 

It is recommended that Council note the report.

 

 

8.2         ASHFIELD CIVIC CENTRE REDEVELOPMENT-LANDSCAPE SCREEN TO FRONT BOUNDARY. Robert Burke - Senior Facilities Coordinator. Report submitted with attachments 1 and 2.

(15/10/10)                                                                                                                ACCRD

                                          h:\reports.bp\Committees\Reports\CCSC191010SR_5.doc

                                                                                                            CCSC 8.2 Attached

RECOMMENDATION

 

It is recommended that Council note the report.

 

 

              CLOSED (PUBLIC EXCLUDED) COMMITTEE

 

              That the Committee resolve into Closed (public excluded) meeting to consider the following items and the Press and Public be excluded during the committee’s consideration in accordance with Section 10A Subclause (2)(a) of the Local Government Act, 1993.

 

 

8.3         Civic Centre Redevelopment - Governance. Stephen Joannidis - Director Works and Infrastructure. Report submitted.

(12/10/10)                                                                                                                ACCRD

                                           h:\reports.bp\Committees\Closed\CCSC191010SR_3.doc

                                                                                                                                               

 

8.4         Procurement Strategy - Selection of Specialist Advisors - Civic Centre Project . Alan Parker - Strategic Purchasing Coordinator. Report submitted with attachment 1.

(06/10/10)                                                                                                        Procurement

                                           h:\reports.bp\Committees\Closed\CCSC191010SR_2.doc

                                                                                                                                               

 

11.         Report From Commercial Advisor

 

     (Confidential Attachments 8A and 8B)


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 19 October 2010

CCSC8.1

Subject                            ASHFIELD CIVIC CENTRE REDEVELOPMENT

 

File Ref                            ACCRD

 

Prepared by                   Robert Burke - Senior Facilities Coordinator       

 

 

0Reasons                       To advise Council of the variation claim for the inclusion of Phase 2 works into the Phase 1 contract.

 

Objective                           To note report.

 

Management Plan         Works & Infrastructure Services

Activity

 

 


Overview of Report


The incorporation of critical Phase 2 works into the current contract for Phase 1 works was instructed to the builder in December 2009. These variations works have now been submitted for payment and have been rigorously assessed by the quantity surveyor. Payment is recommended.

 

 

Background

 

 

 

The Ashfield Civic Centre Redevelopment involves a number of Phases and works are well under way for Phase 1. With the assistance of the federal grant, Phase 2 of the project was escalated and several items were included into the current contract. This variation work primarily involved the associated works to include the mezzanine level, lift openings and landings for lift 2 (Civic Centre replacement lift). Some additional work with fire compartmentalisation and relocation of the main electrical switch room were also required.

 

These works were included into the current contract by way of a superintendent’s instruction in December 2009 as they were the critical items required to be incorporated into the design. Since then works have progressed and items to date have been paid on account.

 

Denham’s initial variation claim of $476,242.55 has been rigorously assessed by the Quantity Surveyor and they have recommended its payment of $430,980.34 which has been agreed by with Denham. The attachment shows in detail the progress of this assessment. 

 

 

 

 

 

 

 

 

Financial Implications

This recommended amount of $430,980 is accounted for from the current budgets for the Phase 1 & 2 of the Ashfield Civic Centre Redevelopment.

 

 

Public Consultation

Nil

 

 

 

Conclusion

The variation claim #27 of $430,980.34 be approved

 

 

 

 

ATTACHMENTS

Attachment 1View

Schedule of Variations

1 Page

 

 

 

RECOMMENDATION

 

It is recommended that Council note the report.

 

 

 

 

 

 

 

 

 

 

Stephen Joannidis

Director Works and Infrastructure

 

 

 

 


Attachment 1

 

Schedule of Variations

 


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 19 October 2010

CCSC8.2

Subject                            ASHFIELD CIVIC CENTRE REDEVELOPMENT-LANDSCAPE SCREEN TO FRONT BOUNDARY

 

File Ref                            ACCRD

 

Prepared by                   Robert Burke - Senior Facilities Coordinator       

 

 

Reasons                          To advise Council of the removal of the landscape screen from the current contract documentation.

 

Objective                         To note report.

 

Management Plan         Works  and Infrastructure Services

Activity

 

 


Overview of Report


The Steering Committee at its meeting in April 2010 deferred making a final decision of the landscape screen to the Liverpool Road frontage. This report advises of the recent changes required with the deletion of the screen and the inclusion of street trees.

 

Background

 

 

The Ashfield Civic Centre Steering Committee at its meetings in February, March and April 2010, had lengthy discussion on the intent of the landscape screen and only put the item on hold. At the time it was estimated that the screen’s value was as a credit of approximately $70k - $100k from the then superintendent. The builder has incurred costs on this element in the preparation of workshop drawings and other design costs. At the time, Council was also dealing with the variations claims for the latent conditions and disputes notices. It was resolved to defer a decision for at least three months.

 

The builder has advised that they are to commence the external works. The design team has held coordination meetings to finalise the forecourt area and include the relocation of the street trees to within the front boundary of the area, which the Committee heard at it last meeting. In the past two weeks Council has also been advised that the landscape screen was also an integral component in illuminating the forecourt area of the new building.

 

The architects have been advised that Council will forgo the landscape screen at this stage with the addition of the street trees into the front setback area of the forecourt. To ensure that the area is illuminated to compliant levels a strategically placed light pole will be required. It estimated that with the credits and new work required that Council will have a net saving of approximately $72k.

 

 

 

 

The simplified break up of the costs is:

 

$75k – deletion of the landscape screen

$10k – credit for the existing lights

-$5k – new uplighting for the new trees

-$8k – pole and new lighting    

 $72k – Net Saving

 

Council has advised the design consultants to final their documentation based on the deletion of the screen to avoid any unnecessary delays to the project.

 

The new relocated street trees will be illuminated with up lighting and a final lighting design is expected for the committee’s review at its next meeting.

 

 

Financial Implications

 

As advised that the estimated net savings of deleting the landscape screen are approximately $72k. This saving will assist with the additional costs being experience with other sections of the development.

 

 

Public Consultation

Nil

 

 

Conclusion

The landscape screen has been deleted from the building contract and replaced with two pseudo street trees just inside Council’s boundary of the forecourt.      

 

 

 

 

ATTACHMENTS

Attachment 1View

Conceptual Images of the screen and new trees

2 Pages

 

Attachment 2View

Landscape Plan Showing new tree locations

1 Page

 

 

 

RECOMMENDATION

 

It is recommended that Council note the report.

 

 

 

 

 

 

Stephen Joannidis

Director Works and Infrastructure

 


Attachment 1

 

Conceptual Images of the screen and new trees

 



Attachment 2

 

Landscape Plan Showing new tree locations