HRPG 20 September 2016

West Coast Partnership Group

Minutes / Action Points

of a meeting held at Ministry of Health Offices, 6 Hazeldean Business Park, Addington,

Christchurch on Tuesday, 20 September 2016 at 1.00pm

MembersCathy Cooney (Chair), Peter Ballantyne, Terry Moore (via teleconference), Trevor Wilkinson

Ex-Officio membersEvan Davies, Michael Hundleby, David Meates

AttendeesJohn Hazeldine,Marbeth Isaac,Tony Lloyd, Jim Coard, Lynn Archibald - Minutes (MoH)

Mark Newsome, PraduDayaram, Margo Kyle, Michael Frampton (WCDHB), Adam Flowers (CCM), Alistair Burke and Jarrod McCartney (Johnstaff), Steuart Ogilvie (via teleconference)

Item / Discussion/Decision/Action
1.0 / WELCOME AND APOLOGIES
Apologies were received from Margaret Wilsher and Stephen O’Keefe.
2.0 / CONFLICT OF INTEREST
Evan declared a conflict of interest – his employer has significant energy interests and he would not participate in discussions around energy supply.
3.0 / PREVIOUS MEETING OF THE WEST COAST PARTNERSHIP GROUP
3.1Review of Minutes
The Minutes of the West Coast Partnership Group meeting held on the 25 August 2016 were accepted as a true and correct record.
Moved Cathy / Seconded Peter
CARRIED
3.2Matters Arising
It was noted that going forward ratified minutes of the Partnership Group meetings are to be published on the Project website (with appropriate redactions) in order to be transparent.
The action list was updated, as attached.
(1)VM Initiatives – Building Envelope
Final recommendations for value management initiatives relating to the building envelope as detailed in the CCM paper tabled at the August meeting were circulated via email to the Partnership Groupon the 14 September. Final endorsement has now completed this process. Approved changes were:
  • Change in roof system
  • Change of ACP
  • Change of tile to main building
  • Omission of façade internal partition
  • Change from tile to aluminium plank on the IFHC
(2)Energy Strategy
A letter from Opus dated 8 September 2016 was tabled in response to a request for confirmation of surety of availability of LPG post disaster. LPG is required for the backup boiler only.
Recommendation
That the WCPG approve the suggested alternative energy strategy which provides a mix of fuel sources and boiler locations, namely an LPG boiler located in an Importance level 4 building which will be used to provide heat to the IFHC in the event of a natural disaster and at peak loads. The primary heat generator will be provided by a coal boiler located within a dedicated boiler house.
Moved: Peter/Seconded: Terry
CARRIED
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX s.9(2)(B)(2)
Who / By
4.0 / CONSULTANT REPORTS
4.1Project Manager’s report - Johnstaff
The Johnstaff project manager report for September 2016 was taken as read. Alistair spoke to this report.
Fletchers are still to provide the required information to assess impact of alteration to the steel design on their programme.
The tabled project staffing and community engagement graph from Fletchers was received. This data was sourced from the project induction register and reflected local resource (91) compared with out of town resource (20). Local benefits are being seen around Fletcher’s direct engagement with smaller suppliers for preliminary work. Three local people have been added to the Fletchers team as part of the site team.
4.2Quantity Surveyor’s report - AECOM
AECOM’s report dated 6 September 2016 was taken as read. Steuart spoke to this report. Contingency spend is $XXXXXXXX which is good at this stage of the contract. A significant amount of groundworks have been completed with no issues.
4.3Architect’s report – CCM
CCM’s reportdated 7 September 2016 was taken as read. Adam spoke to this report noting current status and work completed over reporting period.
The WCPG acknowledged the issues being faced by the DHB regarding the amount of key FF&E equipment to be re-used and the subsequent decanting and commissioning implications, including how the DHB will maintain service continuity. From the DHB’s perspective there are several major projects all coming on line in 2018 and continuity plans for Grey facility commissioning are closely linked to the multiple Christchurch project’s completion timelines. The risk register is to be updated accordingly.
4.4Engineer’s report – Opus
Opus’s report dated 7 September 2016 was taken as read.
Terry raised the question of delivery times for various components, ie whether tiles for façade had been locked down to definitive timeframes. Whilst there has been no concern regarding timelines raised so far an overview of Fletcher’s timelines for sub-trades as per the master programme is to be provided to the WCPG at the November meeting.
In line with the above the DHB raised the question of certainty of project delivery date and whether this date can be locked into certainty for migration and decanting planning purposes.
Marbeth reported that the review of the project finance processes has been completed. There were no major concerns raised and a summary will be available at the next WCPG meeting. / s.9(2)
(I)
AB
SOK
5.0 / CHANGE MANAGEMENT
The Facility Redevelopment Change Management report dated August 2016 was taken as read. The change management process is on track, however the separate component of decanting/migration is not included in this report at this stage. Steady progress was noted with workforce sections and engagement of staff remains positive. Fletchers are engaging well with staff. The Chair acknowledged the progress on workforce areas.
Alistair, Jarrod and Steuart left the meeting.
6.0 / BULLER
A memo dated 20 September 2016 outlining the proposed procurement strategy for the IFHC and project status report dated 20 September 2016 were tabled.
6.1Procurement of Main Construction Contract
Following the procurement workshop held the previous day with WCPG members, Ministry of Health and WCDHB representatives the following recommendation was put to the WCPG.
  1. That a fixed price lump sum strategy be utilised for the procurement of the main construction contract for the Buller IFHC, as per the recommendation of the procurement workshop held on the 19 September 2016.
  2. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Moved: Cathy/Seconded: Trevor
CARRIED
6.2Michael spoke to project status report outlining the steps required for project funding. The first step is the requirement for financing the project until the completion of the design. The second step is to cover construction costs in the event progress payments aren’t available.
David noted that the IFHC is the hub for the Buller region so has functions not normally associated with an IFHC in an urban setting.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX s.9(2)(b)(2)
WCDHB confirmed that the District Council wishes to remain committed to the Adult Oral Health Centre to be included in the IFHC. This would be subleased to the District Council.
A request was made for project delivery timelines to be provided at the next meeting of the WCPG. / s.9(2)(b)(2)
JC
The meeting concluded at 11.28am.

Private and Confidential - Circulation restricted to Hospital Redevelopment Partnership Group ONLY Page 1 of 4