E&IG
Estate Planning Checklist
v5.5
Background
The handover of a project to the client at the end of construction is a very important stage of the project procurement process and facility operation success. A well organised, efficient and effective transfer of information from project works to the Commonwealth is essential.
Construction and maintenance works resulting in a Change of Occupancy, new or modified facilities, structures and infrastructure completed as major or minor works projects and delivered by CFI, PDS, CIOG, CASG, DSTG or EMOS or Sponsored works will require completion of the Handover / Takeover (HOTO) process.
To minimise issues during a project’s construction phase and streamline the HOTO process, it is essential to complete a broad range of estate compliance and Defence policy requirements at the conclusion of the planning and design phases, prior to construction. This can be achieved through early engagement, consultation and acceptance of outcomes with key stakeholders of the HOTO process.
The following sections of this document detail the requirements and actions required to be undertaken during the project planning and design phases, prior to commencement of construction. Completion of the Estate Planning checklist shall be facilitated by the project manager in conjunction with the head / managing contractor and subcontractors.
Instructions
The checklists contain text form fields (grey in colour) which can be accessed by positioning the mouse curser over the field and right click. The field is now open to insert text. Movement between these fields can also be achieved by utilising the TAB or arrow directional keys.
Multiple “text form fields” have drop down lists which enable the user to select the appropriate status of that individual indicator. These can be accessed by positioning the mouse curser over the down arrow on the right hand side of the text box and right clicking to open the list. Simply click on the required status.
The listed criteria may not be applicable to all projects, therefore in the "Status" column, a drop down box allows selection of "Required" or "Not Required".
E&IG Estate Planning Checklist
PROJECT DETAILS
Project Number:Project Name:
Project Location:
Building/Asset Description:
Building/Asset Number/s:
Project Delivery:
Project Date:
STAKEHOLDER DETAILS
HOTO Key Stakeholders / Name / Signature / Date SignedProject Manager or Contract Administrator
CFI / PDS Representative
Project Officer / Director
Regional EFS Representative
Base Support Manager
User Group Representative
EMOS Project Support Representative
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E&IG EP&D CHECKLIST v5.5
E&IG Estate Planning Checklist
ACCEPTANCE DETAILS
Regional Estate Planning & Development Representative
Name:
Signature
Date / /
Director / Manager Estate Facility Services
Estate Services
Approved / Not Approved
Name:
Signature
Date / /
Caveats or Conditions:
PRE-CONSTRUCTION & CONTRACT MANAGEMENT
1.1 / Environmental / Status / Responsible Person / Position Title / Source Documentation Location and Guidance1.1.1 / ECC has been signed off by the Regional Environment and Sustainability Officer. / Select RequiredNot Required
1.1.2 / EMP completed / submitted and accepted. / Select RequiredNot Required
1.2 / Assets / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
1.2.1 / Asset Rollout Notification form completed & submitted. / Select RequiredNot Required
1.2.2 / Notification of Demolition or Disposal form completed & submitted. / Select RequiredNot Required
1.3 / Energy and Sustainability
Design Considerations / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
1.3.1 / ESD Requirements - All energy sources supplying the building (e.g. electricity, gas) are electronically metered and linked to a control and monitoring system such as a Building Management System (BMS) and the BMS is connected to and communicating with a Defence Approved regional or national data management system. / Select RequiredNot Required
1.3.2 / A Utility Management Plan (as per DEQMS) has been prepared and submitted. / Select RequiredNot Required
1.4 / Planning / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
1.4.1 / Site Selection Board Completed and Approved. / Select RequiredNot Required
1.4.2 / Commissioning and Handover plan provided. / Select RequiredNot Required
1.4.3 / Acceptance of Design Hazards. / Select RequiredNot Required
1.4.4 / Agreement on Training Requirements and Training Schedule, including ICT. / Select RequiredNot Required
1.4.5 / Project to provide access to web based document management system. / Select RequiredNot Required
1.4.6 / Contractor (HC, MC, PDS) permit system complies with the WHS Act 2011. / Select RequiredNot Required
1.4.7 / Asset Classification & Criticality Assessment. / Select RequiredNot Required
1.4.8 / Program for provision of all manuals. / Select RequiredNot Required
1.4.9 / Design Team letter or equivalent stating compliance with Sections 23, 25 and 26 of the WHS Act 2011 / Select RequiredNot Required
1.4.10 / Design Team letter or equivalent stating compliance with Section 23 Discrimination Act 1992. / Select RequiredNot Required
1.4.11 / Dilapidation Surveys identifying recovery items and / or asset to be demolished or refurbished. / Select RequiredNot Required
1.4.12 / Request Update Estate Data Extract for each project deliverable grouping all buildings and infrastructure for that deliverable from EMOS Project Support. / Select RequiredNot Required
1.5 / Site Specific Information / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
1.5.1 / Approved performance solutions IAW MFPE Policy. / Select RequiredNot Required
1.5.2 / Approved Dispensations IAW MFPE Policy. / Select RequiredNot Required
1.5.3 / Site Safety / Incident Management Procedure. / Select RequiredNot Required
1.5.4 / Site Inductions for Contractors. / Select RequiredNot Required
1.6 / EMOS / Status / Responsible Person / Position Title / Source Documentation Location and Guidance
1.6.1 / Delivery program provided to EMOS showing proposed delivery stages. / Select RequiredNot Required
1.6.2 / Raise CCP. (DRAFT ONLY). / Select RequiredNot Required
1.6.3 / Heritage management update provided for Heritage Management Plan. / Select RequiredNot Required
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E&IG EP&D CHECKLIST v5.5