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TENDERING

GENERAL

TENDERING

Worksection application

This worksection reflects the principles of the main Australian codes of practice, including AS 4120 (Code of tendering) which is cited in a number of state governments codes of practice. A tender pro-forma is also provided. The worksection assumes head- contract tendering and so does not deal with tendering for nominated subcontractors and suppliers. The worksection is applicable to non-contractual material and so does not form part of the contract documents.

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CONDITIONS OF TENDERING

1.1

AIMS

Responsibilities General: Provide a complete bona fide tender.

This worksection should be edited to suit the requirements of the project. It covers material sometimes given in the invitation to tender and tender form, permitting those documents to be brief and simple.

1.2 GENERAL

Status General: These conditions of tendering will not form part of the contract. Code of practice

General: Tendering procedure will be in accordance with the principles of the following:

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The code of practice, if any, which the principal will comply with and which the tenderers are to comply with e.g. AS 4120.

Definition General: In these conditions of tendering, the word “principal” has the same meaning as “owner” and “proprietor”.

ABIC MW-1 and ABIC SW-1 use the term “owner”. Delete if AS 2124 or AS 4000 is used, both of which use the term “principal”.

Number of tenders invited

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Anticipated order of cost

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Delete if you prefer not to give an indication of anticipated cost to tenderers.

1.3 PROJECT INFORMATION

Refer to RAIA Advisory Note AN15.08.101 clause 2.1, and to AS 4120 clauses 4(i) and 6.1.2. Topics covered in these references deal mainly with the contents of the tender documents, most of which are addressed in this worksection. Provisional sums, nominated sub-contracts and separate contracts are dealt with, and the number of documents, including envelopes and pro-formas, is discussed. The principal may be asked by tenderers to provide proof of ability to fund the project.

Outline description of the works

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Provide an outline description if it assists in identifying the project. A scope of works is often considered ill advised.

Description of the site Location:

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e.g. title, address.

Investigations carried out:

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e.g. geotechnical, environmental, traffic studies.

Tender documents The tender documents comprise the following:

- These conditions of tendering.

- Tender form.

- Schedule of rates.

TENDERING

GENERAL

- Bills of quantities.

- General conditions of contract.

- Geotechnical site investigation reports, as follows:

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- Special conditions of contract.

- Appendix or annexure to general conditions of contract, partly pre-completed.

- Specifications.

- Drawings.

- Nominated subcontracts.

- Deeds of novation for nominated subcontracts.

- Subcontract interfacing information, including services and facilities.

- Other documents issued by the principal for the purpose of tendering, as follows:

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Edit as appropriate. For example, there may be no special conditions of contract. Tender costing requirements are a major factor in selecting the documents to be issued to tenderers. If a simple lump sum is all that’s required, schedules of rates and contractual bills of quantities will not be necessary. If contractual bills are to be priced, a schedule of rates is not necessary, and only general arrangement drawings need be issued – even the specification may not be issued. In this case, the specification and other drawings should be available for examination by tenderers. The documents themselves should state whether they are contractual, for information only, or to be completed by tenderers. In the pre-completed appendix or annexure of the contract, indicate which items are negotiable, if any.

Security: Do not disclose to third parties tender documents marked with a classification such as “Restricted”, “Confidential” or “Secret”, except with prior written approval of the principal and subject to conditions imposed.

1.4 FURTHER INFORMATION

Refer to RAIA Advisory Note AN15.08.101 clauses 2.2, 2.3, 2.4 and 2.5, and to AS 4120 clauses 6.2.2, 6.2.4, 6.2.5 and 7.3.

Topics covered in these references include nomination of a contact officer, tender period, inquiries and amendments, evaluation of tender documents, site inspection, meetings with principal, and information made available to non-tenderers.

Contact person

Rules for the behaviour of this person are given in the codes of tendering. This person should facilitate visits to the site and the viewing of useful material, such as models, mock-ups and the like, by tenderers.

Ideally inquiries, notification of discrepancies etc., should be advised to the contact person in good time e.g. no later than a week before the close of the tender period.

Inquiries: Refer inquiries to the following:

- Name:

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- Telephone:

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- Facsimile:

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Examination General: A full set of documents is available for examination, which may be arranged through the contact person.

If only the general arrangement drawings (e.g. 1:100) are issued to tenderers (e.g. where a contractual bill is provided), other drawings – especially details – should also be available for examination.

Other material available for examination:

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May include models, photographs, prototypes, reports and studies.

Site inspections General: Information on dates and times at which the site will be available for inspection can be obtained from the contact person.

If a visit has been pre-arranged, say so (venue, time, date).

Conferences General: Information on dates and times of tender conferences can be obtained from the contact person.

If a meeting has been pre-arranged, say so (venue, time, date).

TENDERING

GENERAL

Addenda General: Written addenda issued by the principal are the only recognised explanations of, or amendments to, the tender documents.

1.5 PREPARATION OF TENDERS

Refer to RAIA Advisory Note AN15.08.103 and to codes of tendering as follows AS 4120 clauses 4(d), (f), (g), (h) and (k), and clauses 7.1, 7.4 and 7.5.

Topics covered in these references include conditions of tendering, provision of supplementary information, design by tenderers, ethical formulation of tenders (particularly attestation of probity, and tenderers to bid only if genuine and capable), and conditions for submission of alternative tenders.

Tender form

See the instruction to the Tender form.

Form: Submit the tender on the Tender form provided. Addenda: Confirm on the Tender form that allowance has been made of each addendum and any extensions of the tender period. Name and address of tenderer: State the following:

- If an individual, the name in full and address of the individual.

- If an unincorporated body, the registered business name and address of the body and the name in full and address of each member of the body.

- If a company, the name, ABN and registered office address of the company.

Address for service of notices: Include on the Tender form an address for service of notices for the purpose of this tender and any subsequent contract arising out of this tender. Execution: Sign the Tender form or, if a company, comply with the relevant provisions of the Corporations Law and regulations. Scope Scope: Tender for the whole of the work described in the tender documents unless the tender documents provide otherwise. Exclusions: If unable to tender on parts of the works, inform the contact person in writing as soon as possible, defining the relevant parts and giving reasons. Completion General: Complete in full the Tender form and other required documents. Alterations: Do not alter or add to tender documents except as may be required by these conditions of tendering. Selected subcontracts General: Submit with the tender the identity of subcontractors proposed for selected subcontract work. Alternatives

Alternative proposals are encouraged (i.e. innovation), provided that a conforming tender is also submitted. The codes deal with the tenderer’s rights to intellectual property, and design work expected of tenderers.

Examples of alternative methods include use of the contractor’s own proprietary windows, precast concrete floors rather than in situ, or a different type of foundation pile.

General: Alternative proposals may be submitted with the tender for consideration, but:

- A conforming tender must be submitted, which complies with the tender documents.

- A detailed description of the alternative must be submitted, stating clearly the manner in which it differs from the requirements of the tender documents whilst complying with the principal’s commercial and technical objectives. Alternative time for practical completion: Consideration will be given to alternative tenders which offer different times for practical completion. The prescribed liquidated damages will apply to those different times. Alternative working hours and working days: If the tender includes an allowance for work at times other than the working hours or working days prescribed in the tender documents, submit the working hours and days proposed.

TENDERING

GENERAL

Evidence of contractor’s registration or licensing General: If it is a statutory requirement of the state or territory in which the works are located that a contractor (as defined by the statutory requirement) be registered or licensed to carry out the work described in the tender documents, submit with the tender evidence of registration or licence.

Delete where pre-tender evaluation has dealt with this issue.

Supporting costing information

Complete and submit the following supporting costing information:

 

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Time for submission:

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If more than a simple lump sum is required. Supporting information may comprise priced bills of quantities, a priced specification (rare), a priced schedule of rates, or a contract sum analysis. Edit the Tender form to match these requirements. The tender documents should include pro-formas, with instructions as necessary.

Priced bills of quantities may be submitted with the tenders, but in separate envelopes, or as soon as possible after the tenders – say, within 4 working days. Likewise the other items, whichever is required, may be required to be submitted with the tender, within one week of request, before execution of the contract, or whenever.

If an unpriced schedule of rates is not provided, but a priced schedule is required, stipulate the items of work to be priced. State whether the rates are to include contractor’s overheads and profit. You may care to define default rates and prices in the event none are provided by tenderers e.g. award rates plus 100%, unit prices in Rawlinsons “Australian Construction Handbook” (state which edition).

Similarly, for a contract sum analysis, state the categories required for the breakdown.

Design and documentation

Undertake and submit the following design and documentation work:

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Cost: The cost of this work will not be reimbursed.

Alternatively, for example, “The cost of this work will be reimbursed. Advise the cost of this work”.

Time for submission:

Prototypes Produce and submit the following prototypes:

Cost: The cost of this work will not be reimbursed.

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Alternatively, for example, “The cost of this work will be reimbursed. Advise the cost of this work”.

Time for submission:

Program General: Submit a construction program in the form of a preliminary bar chart and network diagram, showing the following:

- Sequence of work.

- Periods within which various stages or parts of the work are to be executed.

- Critical paths of activities related to the work.

- Allowance for holidays.

- Restraints imposed by the contract documents.

- Significant milestones including separable parts, if any.

- Activity inter-relationships, including those activities to be undertaken by subcontractors and suppliers, both on and off site.

- External dependencies including provision of access, document approvals and work by others.

- The estimated value of work completed for each month.

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Edit to suit the project. It is generally advisable to obtain at least a summary before accepting the tender. The contractor may fail to produce the construction program proper in a timely manner, and you should check that the tenderer’s proposals will not cause problems with supply of information, site access, early partial possession, etc.

Time for submission:

Method statements

Submit method statements describing proposals for the following:

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TENDERING

GENERAL

Use where methods or sequences of construction will have significant implications which need to be considered at tender stage. Examples include interior refurbishment and decanting, re-roofing and temporary roof, excavating and forming retaining walls to deep basements and access proposals to restricted sites.

Time for submission:

Quality system

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Optional. Delete if QA is not required. A statement of proposed quality control resources may be sought instead.

Tenderer’s submission: Submit a statement of quality control resources.

Alternative: Import the quality system requirements set out in the Commentary and include here as default text.

1.6 SUBMISSION OF TENDERS

Refer to RAIA Advisory Note AN15.08.105 and AS 4120 clauses 6.1.2(i) and 6.4. Topics covered in these references include defaults for closing date and time, and methods of lodgement.

Lodgement Procedure: Enclose tenders in a sealed envelope marked with the description of the work and tender item (if any) and lodge in the tender box at, or send by prepaid post to, the nominated place, by the date and time for closing of tenders. Facsimile: Facsimile tenders received by the date and time for closing of tenders may be considered provided that a conforming tender, in the form required, is submitted within 24 hours. Oral tenders: Oral tenders will not be considered. Franking: Impressions of franking machines are not acceptable evidence of timely posting or dispatch. Supporting information: Enclose in a separate sealed envelope marked with the description of the work and the identity of the tenderer. Late tenders Prepaid post or facsimile: Late tenders submitted by prepaid post or facsimile may be considered, if the principal is satisfied that in the ordinary course of post or transmission they would have been received by the date and time for closing of tenders. Hand delivery: Late tenders delivered by hand may be considered if the principal is satisfied that under normal circumstances they would have been received by the date and time for closing of tenders and that the delay was beyond the control of the tenderer. Other: Late tenders sent by other forms of delivery or transmission will not be considered. Closing of tenders

Generally allow at least 4 weeks. See AS 4120 clause 6.4 for defaults.

Date:

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Time:

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Place for lodgement Tender box location:

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Address for postal tenders:

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1.7 PROCEDURES AFTER TENDER PERIOD

Refer to RAIA Advisory Note AN15.08.105 and to AS 4120 clauses 4(j), 4(l), 6.3, 6.5, 6.6, 7.2 and 8.

Topics covered in these references include return of tender documents, confidentiality and rights to intellectual property, late tenders, tender validity period, opening of tenders, errors in tenders, time extension if too few received, re-calling tenders, notification of tenderers, ethical evaluation of tenders including criteria, non-conforming tenders, tender negotiation, publication of tenders, return of tender documents, tender report and recommendations, interviews, initiation of contract and preparation of contract documents.

On qualified tenders, see also RAIA Advisory Note AN15.08.601.

Tender validity period

General: Unless withdrawn, tenders must remain valid from the date and time for closing of tenders,

for the following period:

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Commonly no more than 4 weeks, rarely more than 8 weeks. Stipulate here, or require tenderers to nominate on the tender form.

Public opening of tenders Date:

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TENDERING

GENERAL

Time:

Public acknowledgment of tenders received General: A list of tenderers may be posted by the close of business on the day following the closing of tenders. Do not consider this listing to be advice of which tender, if any, will be accepted.

Location of notice board:

Evaluation of tenders

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Edit the list to suit the project (e.g. CADD format is significant only where a lot of design work will be required of the contractor, and where the principal has particular requirements). Some of these criteria should have largely been resolved during the pre- tender period e.g. resources, experience, commitments and performance.

If listing the criteria in order of priority, say so. Weightings would also be very useful to tenderers.

Refer also to the CIDA (Construction and Industry Development Agency) Pre-Qualification Criteria, CIDA 17, 18 and 19 (available from Standards Australia).

General: In evaluating the tenders, the principal may take into consideration the following:

- Conformity with tender documents.

- Capital cost compared with estimated cost.

- Construction period.

- Proposed use of local subcontractors and suppliers.

- Proposed alternatives.

- Alternative working times proposed by the tenderer, and the cost to the principal of providing contract administration for the work under the contract at those times.

- Maintenance and running costs.

- Design proposals.

- Quality of prototypes.

- Construction program.

- Proposed methods.

- Quality assurance.

- Conflicts of interest.

- Life of proposed equipment.

- Standardisation of proposed equipment.

- Tenderer’s CADD format.

- Value for money.

- Tenderer’s resources.

- Tenderer’s current commitments.

- Tenderer’s previous performance.

- Industrial relations and safety records.

Qualifications: Tenders containing unauthorised alterations, additions or qualifications may be rejected. Unpriced items: Costs relating to items not priced will be assumed to have been included elsewhere in the tender.

Correction of errors in tenders

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State procedures e.g. “Correction of errors in priced bills of quantities is not permitted”. See AS 2124 clause 4.3, AS 4000 clause 2.3. If correction is not permitted, the preferred tenderer (in error) is given the choice of confirming or withdrawing his/her offer. If correction is permitted, the preferred tenderer is given the choice of confirming or correcting genuine errors in his/her offer. The choice, and corrections, should all be in writing. In either case, if the tenderer confirms the offer, the priced bill (if any) should be endorsed to the effect that all rates or prices (except preliminary items and provisional sums) are reduced or increased in the same proportion as the corrected total. The endorsement should be signed by both parties to the contract.

Arithmetical evaluation of tenders should be confidential; for larger projects a quantity surveyor should be used, particularly where priced bills are submitted.

Additional information General: If required, submit additional information, by the stipulated date and time, to allow further consideration of the tender before any tender is accepted. Failure to meet this requirement may result in the tender being rejected.

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GENERAL

Confidentiality General: Treat as confidential any information provided after the tender period. Acceptance of tender Non-acceptance: The principal is not bound to accept the lowest or any tender, nor to give reasons.

Establish and document reasons for non-acceptance, particularly where the lowest tender is not accepted (unlikely except in public tenders).

Acceptance: A tender is not accepted until notice in writing of acceptance is:

- Handed to the tenderer.

- Sent by prepaid post to, or left at, the address for service of notices stated in the Tender form.

- Transmitted by facsimile to the tenderer’s facsimile number.

The date of acceptance of tender may be contractually significant. See, for example, AS 2124 clauses 5.4, 5.10, 6.2 and 33.1, and AS 4000 clauses 6 and 32.

Partial acceptance: Tenders may be accepted for the whole of the work or for the following specific

worksections:

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Include if worksections of work may be awarded separately and state what contracts may be awarded separately.

Formal instrument of agreement: Required.

This paragraph exercises the option in AS 2124 clause 6.2 and AS 4000 clause 6, which describes the procedure for preparation and execution. AS 2127 is the matching form of the formal instrument of agreement. See also AS 2124 clause 6.1. Delete the paragraph if not required, or where ABIC MW-1 or ABIC SW-1 are used.

Arrangements for return of tender documents

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Terms of refund of tender documents deposit:

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Terms of refund of tender documents deposit: e.g. return of tender documents undamaged within 2 weeks of notification of acceptance of tender.

Period between acceptance of tender and possession of site

Anticipated maximum period:

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Delete if date for possession is given elsewhere.

TENDERING

GENERAL

2 TENDER FORM

Name of principal

 

Name of project

 

Tender I/We tender to perform the work for the above project as described in, and in accordance with, the tender documents referenced in the Conditions of tendering and in accordance with the attached Schedule of rates/Contract sum analysis/priced Bills of quantities and for the lump sum (which includes specified provisional sums) of

……………………………………………………………………

including GST (sum in words and figures)

The contract duration will be This tender remains open for consideration for of the tender period. I/We acknowledge the receipt of addenda numbered

 

weeks

from the date of site possession. from the date and time of closing

weeks

 

during

the tender period.

Name of tenderer

 

ABN/ACN

 

Telephone

 

Facsimile

 

Tenderer’s address or registered business office address

 

Address for service of notices

 

Tenderer’s bank and branch address

 

Execution if tenderer is an individual or unincorporated body

 

Tenderer’s signature

 

Witness’ signature

 

Execution of tenderer is a company The common seal of the tenderer was affixed in accordance with the Articles of Association

 

Director’s signature

 

Secretary’s signature

 

OR

 

Authorised officer’s signature

 

Witness’ signature

 

Date of tender

 

Customise the form to suit the project, before issuing. Leave in keywords and relevant instructions to tenderers. Tenderers may retype the form. See also the subclause Tender form, in the Conditions of tendering, which gives further instructions to tenderers.

Name of principal

Specifier to complete. Offer is to the principal.

Name of project

Specifier to complete.

Tender

Tender documents may need to be listed, by the specifier, in their entirety. See AS 2125 for example.

Specifier to edit costing information requirements initially. Options include the following:

TENDERING

GENERAL

Lump sum only.

Lump sum and one of Schedule of rates, Contract sum analysis or Bills of quantities.

Schedule of rates only.

Lump sum prompt is to be completed by tenderers. GST will be identified and levied progressively as work is completed.

Specifier may delete contract duration prompt or pre-complete if the period is specified, or leave blank if tenderers are to nominate a period.

Specifier may delete tender validity period prompt or pre-complete if the period is specified, or leave blank if tenderers are to nominate a period.

On the GST refer to RAIA Advisory Note AN02.04.604.

Addenda prompt to be completed by tenderers. Extensions of the tender period should also be acknowledged.

Name of tenderer, etc.

To be completed by tenderers. Offer is from the tenderer.

Tenderer’s bank and branch address

If a bond is sought by the principal as surety, the identity of sureties, the sum of the bond, and the amount in the tender sum for the provision of the bond, may need to be stated here.

Date of tender

The date of the tender may be contractually significant.

PRELIMINARIES

GENERAL

PRELIMINARIES

Worksection application

This worksection is applicable to the general requirements of the owner and allows for the selection of a contract. The project specific version may include site security arrangements, occupancy constraints, adjoining properties constraints, owner's site office and other temporary facilities, project signage, provisional sums, requirements for progress photographs, authority requirements, survey requirements, owner-supplied items, separate contracts, some aspects of cost adjustment, and pest eradication.

Related material located elsewhere in NATSPEC

For example Preliminaries for the following contracts have also been prepared:

ABIC MW-1 – Major works contract.

ABIC SW-1 – Simple works contract.

AS 2124 – General conditions of contract.

AS 4000 – General conditions of contract.

AS 4905 – Minor works contract conditions (Superintendent administered).

Worksection(s) on which this worksection relies

The following worksections must be included, with this worksection, to provide a complete specification:

None.

Material not included in NATSPEC

Some projects may include items not covered by NATSPEC. For these you may need to create new text, modify this text or use an applicable worksection. For example:

On incorporation of the owner’s policies (e.g. apprentice employment, prohibition of smoking, union labour employment, existing site allowances, procurement policies, insurance arrangements), see RAIA Advisory Note AN15.01.603 (the standard preliminaries of many public works authorities include clauses on policy - this worksection includes some prompts but no text).

The contractor’s preliminaries are not included (e.g. scaffolds, lunch sheds, cranes, site security) except where these relate to ‘persons other than contractor’ (who may be either separate contractors or persons identified by the architect who become subcontractors).

Worksection cross referencing

Other worksections that cross reference this worksection are:

None.

Documenting this and related work

You may document this and related work as follows:

An outline description of the works should be located in the contract and the contract documents should be listed.

Consider incorporating development approval conditions that are the responsibility of the Contractor.

This worksection should be read in the context of the general conditions of contract, any special conditions of contract, and any separately specified quality assurance requirements.

See also the Commentary.

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GENERAL

1.1

GENERAL

General conditions Contract:

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Insert the name of the contract selected for the project.

This reference properly belongs in the Tendering worksection. Include here if Tendering is not used.

Interpretation General: The words “principal”, and “contract administrator” have the same meaning, respectively, as “owner” and “architect”, unless the context requires otherwise.

The selected contract form may use the terms “architect”, “owner”, and “contractor”, as does this NATSPEC Preliminaries material. Edit this worksection to suit the selected contract .If the terms “owner” and “architect” are used in the selected contract

PRELIMINARIES

GENERAL

and are also used throughout the project specification (e.g. by global change to the NATSPEC worksections), this clause is unnecessary and should be deleted. However, NATSPEC technical worksections use the terms “principal” and “contract administrator”, as these have more general application.

Cross reference: The clause Interpretation, in the General requirements worksection, also applies.

1.2 THE SITE

See the selected contract section on the site.

Site restrictions Entry permits: Make available, to persons entering designated secure areas, valid entry permits. Ensure these persons comply with conditions of entry.

For high security projects only. Delete default security arrangements if not required.

Designated secure areas:

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Show the area (which may be the whole site) on the drawings, or describe here if this is straightforward.

Conditions of entry:

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e.g. Identification, security checks and the like, imposed by the owner.

List: At least 10 working days before entry is required, submit the full name, address, and date and place of birth of persons required to enter designated secure areas.

- Purpose of submission: Review.

The specified 10 working day period is arbitrary - vary as required.

Site limitations: Comply with the following restrictions on the use of the site:

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If not shown on the drawings, give details of easements, restrictions arising out of the actions of adjoining land owners, limitations related to continued occupancy by the owner, toxic ground conditions and the like, including maximum noise levels and hours of work not covered by local authority conditions (dealt with under Miscellaneous, below). See also the Commentary.

Access: Access on to and within the site, use of the site for temporary works and constructional plant, including working and storage areas, location of offices, workshops, sheds, roads and parking, is restricted to the following areas:

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e.g. “Shown on drawing A001”, “To be determined”.

Occupied premises

Refer also to clauses of the selected contract on possession and access.

General: For the parts of the site designated as occupied premises in the Occupied premises schedule:

- Allow occupants to continue in secure possession and occupancy of the premises for the required period.

- Make available safe access for occupants.

- Arrange work to minimise nuisance to occupants and ensure their safety.

- Protect occupants against weather, dust, dirt, water or other nuisance, by such means as temporary screens. Proposals: Submit details of proposed methods.

- Purpose of submission: Information only. Occupied premises schedule

Occupants

Occupied premises

Period of occupancy

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GENERAL

Occupants: e.g. “The owner”, “The owner’s

Occupied premises: Describe, or refer to marked areas on the drawings.

Period of occupancy: e.g. “Duration of the contract”.

department”, “The public”, or name other persons or organisations.

No smoking policy

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Appropriate for work in occupied premises where the occupants are similarly constrained. Sometimes a standard owner’s policy for all projects.

Protection of persons and property Temporary works: Provide and maintain required barricades, guards, fencing, shoring, temporary roadways, footpaths, signs, lighting, watching and traffic flagging.

Edit to complement local authority requirements scheduled in Authority conditions schedule under Miscellaneous, below. This paragraph should describe the owner’s requirements only. The responsibility for these items is usually the contractor’s.

Public viewing area:

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Describe or locate on drawings.

Accessways, services: Do not obstruct or damage roadways and footpaths, drains and watercourses and other existing services in use on or adjacent to the site. Determine the location of such services.

Delete if noted in the Authority conditions schedule.

Property: Do not interfere with or damage property which is to remain on or adjacent to the site, including adjoining property encroaching onto the site, and trees.

Control of run off stormwater:

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Generally, the contractor’s responsibility. Delete or describe here any particular requirements of the owner.

Rectification Accessways, services: Rectify immediately any obstruction or damage to roadways and footpaths, drains and watercourses and other existing services in use on or adjacent to the site. Provide temporary services whilst repairs are carried out. Property: Rectify immediately any interference or damage to property which is to remain on or adjacent to the site, including adjoining property encroaching onto the site, and trees.

Delete if rectification is included in the Authority conditions schedule.

Existing services General: Attend to existing services as follows:

- If the service is to be continued, repair, divert or relocate as required. If the service crosses the line of a required trench, or will lose support when the trench is excavated, provide permanent support for the existing service.

- If the service is to be abandoned, cut and seal or disconnect, and make safe. Proposals: Submit proposals for action to be taken with respect to existing services before starting this work. Minimise the number and duration of interruptions.

- Purpose of submission: For review.

Adjoining property Notice: At least 10 working days before commencing work, submit to owners and occupants of adjoining property written notice of intention to commence work and an outline description of the type and extent of work. Conditions for work on adjoining property:

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The owner is responsible for obtaining permission from adjoining owners, including for work such as swinging crane jibs, erection of scaffolding and construction of formwork. Describe any conditions that may have been agreed to by the owner.

Revealed encroachments: If the works reveal unknown encroachments of adjoining property on to the site or of existing site structures on to adjoining property, immediately seek instructions. Records: For properties described in the Adjoining properties to be recorded schedule:

- Inspect the properties with the architect and owners and occupants of the properties, before commencement of work.

- Make detailed records of conditions existing within the properties, especially structural defects and other damage or defacement.

PRELIMINARIES

GENERAL

- Arrange for at least 2 copies of each record, including drawings, written descriptions, and photographs, to be endorsed by the owners and occupants, or their representatives, as evidence of conditions existing before commencement of work.

See RAIA Advisory Note AN11.01.101 on project record keeping.

Endorsed copies: Submit one endorsed copy of each record. Keep the other endorsed copy on site.

- Purpose of submission: Information only.

Adjoining properties to be recorded schedule

Title

Owner

Description

Complete the schedule if there is danger of damage to adjoining property, including the owner’s own, and if precautionary inspections and records need to be made. See RAIA Advisory Note AN13.01.102 on party walls, AN13.04.100 on inspections, and AN18.01.401 on inadvertent building on adjoining property.

1.3 CONSTRUCTION PLANT

Access roads

Temporary roads:

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Include if the construction of temporary roads is required to protect or minimise damage to the owner’s property.

Owner’s existing roads: Use only designated roads.

- Location:

Parking Owner’s existing parking areas: Use only designated parking areas.

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- Number of spaces:

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- Location:

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Indicate designated roads on the drawings. Proposals for control of traffic on the owner’s property by the contractor should be submitted for review. Off-site traffic control needs authority approval - the contractor’s responsibility.

Use of existing services General: Existing services may be used as temporary services for the performance of the contract subject to conditions stated in the Existing services schedule. Existing services schedule

Service

Service Conditions of use
Service Conditions of use
Service Conditions of use

Conditions of use

Service Conditions of use
Service Conditions of use
Service Conditions of use

If existing services, including telephones or permanent building lighting, may be used for contract purposes, list them here and state any conditions applying to their use, e.g. “The existing water service on the site, at no charge”, “Do not disrupt continuous service to owner”, “Pay for connections”, “Provide separate metering and reimburse owner”, “Fully maintain the service”. You may wish to clarify the situation after practical completion i.e. the owner is not liable for services, water, fuel used by the contractor after this point.

Owner’s site office General: Provide a weather-tight site office for the use of the owner or the owner’s agents before major site operations are started and as follows:

- Pay charges for services.

- Maintain in good order and in clean condition, with secure access, for duration of the work.

- Obtain permission for removal.

- Remove on completion.

PRELIMINARIES

GENERAL

Vary as necessary to suit the circumstances. A standard drawing, if available, may be substituted for part or all of this item, including the schedule. The subclause and schedule assume that only one office is required (i.e. the architect and other consultants share with the clerk of works, if any - see RAIA Advisory Note AN16.01.101 on the Clerk of Works. ABIC MW-1 makes no mention of a Clerk of Works, however accordingly this Preliminaries assumes that there will not be one, since the role of the Clerk of Works is not defined). The contractor need only provide what has been specified. Reformat as required.

Owner’s site office schedule User:

>

Floor area:

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Structure:

>

Floor:

>

Furniture and fittings:

>

Desk, chairs, filing cabinet, set-out table, plan rack, locker, shelving, meeting table and chairs for six people.

Telephones:

>

Facsimile:

>

Modem:

>

Services:

>

Tea making facilities, evaporative cooler, fans, toilet facilities (any gender requirements), lights, power points, heater, walkie- talkie, public address link-up and the like.

Signage:

>

Security:

>

Parking:

>

Protective clothing Safety helmets: Make available safety helmets for the use of visitors.

- Standard: To AS/NZS 1801, Type 1.

StandardsMark: Required. Number of helmets:

-

>

Temporary services

>

Temporary services are generally the business of the contractor. If it is necessary to specify particular requirements, do so here, e.g. temporary services for owner’s facilities if construction activities interfere, power for testing, temporary distribution boards, special lighting requirements, water for testing, metering and payments for services. Consider other temporary services, e.g. gas, compressed air. Use of lift cars, new services, stairs and escalators (i.e. the works) may also need to be addressed - generally not to be used without consent and protection, maintenance and restoration required.

Temporary fence

>

Provide text only if a fence is required by the owner to secure occupied premises or the like. Normally site security is the responsibility of the contractor. Specify in the Fences and external walls worksection for example, and cross-refer, or specify here. A clause of this name does not exist as such in NATSPEC material. Requirements of regulatory authorities may conflict. Note that hoardings are generally a local authority requirement and need not be specified in most circumstances.

Project signboards General: Provide project-specific signboards and the following:

- Locate where directed.

- Maintain in good condition for duration of the work.

- Obtain permission for removal.

- Remove on completion.

Other signboards: Obtain approval before display of advertisements or provision of other signboards.

Project signboard description

Best shown on the drawings. Components may be provided by the architect - modify as required.

Location:

Size:

Text, graphics:

>

>

>

Insert, e.g. name of the project, the owner, contractor, architect, engineer, quantity surveyor.

Other details:

>

PRELIMINARIES

GENERAL

1.4 BUILDING THE WORKS

Surveys

Edit Surveys if instructions are required additional to those in selected contract sections dealing with Owner’s obligations and Contractor’s obligations e.g. employment of licensed surveyor to check tolerances of structural elements such as position of columns, verticality of columns and facades, and floor levels. Also, provision of equipment and labour to assist checks by the architect. See RAIA Advisory Note AN13.01.101.

Setting out:

>

Check the selected contract. Additional information required here may include data and survey marks (pegs, bench marks etc.) necessary for setting out. If this information is available, state how it can be obtained e.g. identify and supply the survey. If it is not, state how it is to be provided by the owner e.g. source, timing, or leave it to the administering architect to sort out.

Check surveys:

>

admini stering architect to sort out. Check surveys: > e.g. “Required”. Final survey: > e.g.

e.g. “Required”.

Final survey:

>

e.g. “Required”.

Survey marks

Protection of the contractor’s survey marks is the contractor’s obligation. Check the selected contract.

Definition: The term “survey mark” means a survey peg, bench mark, reference mark, signal, alignment, level mark or any other mark used or intended to be used for the purpose of setting out, checking or measuring the work. Care of survey marks: Preserve and maintain the owner’s survey marks in their true positions.

Rectification: If the owner’s survey marks are disturbed or obliterated, immediately give notice and rectify the disturbance or obliteration. Safety Accidents: Promptly notify the architect of the occurrence of the following:

- Accidents involving death or personal injury.

- Accidents involving loss of time.

- Incidents with accident potential such as equipment failure, slides and cave-ins. Accident reports: Submit reports of accidents.

- Purpose of submission: Information only.

Contractor's representative General: Must be accessible, and fluent in English and technical terminology. Subcontracting General: Submit a complete list of proposed subcontractors and suppliers. Program of work Construction program: Show the following:

- Sequence of work.

- Critical paths of activities related to the work.

- Allowance for holidays.

- Activity inter-relationships.

- External dependencies including provision of access, document approvals and work by others.

- Periods within which various stages or parts of the work are to be executed.

Revise these submission requirements as necessary.

Time scale: Working days. Updated program: Identify changes since the previous version, and show the estimated percentage of completion for each item of work. Program chart: Display in the contractor’s site office an up-to-date bar chart and network diagram based on the construction program.

PRELIMINARIES

GENERAL

Order of work schedule

Portion of work

Order of work

Time of work

If it is necessary to direct the contractor to perform the works in a particular order, or to complete stages or parts of the work in a particular sequence or at stated times, give the directions here. For example, the contractor will need to know the dates by which different parts of an existing building will be vacated, or the beginning and end of the building “season” (if any) in a national park or campus.

Alternatively, the directions may be given in the form of a construction program issued to the contractor as part of the contract documents. Either way the requirements are contractual, unlike the program of work.

Site meetings General: Hold and attend site meetings throughout the contract and ensure attendance of appropriate subcontractors, the architect, and appropriate consultants.

Frequency:

>

The frequency of meetings is best agreed by the architect and contractor, as being the most appropriate for the particular project, and may vary. It is helpful if meetings coincide with the timing of progress claims, though not essential.

Minutes: Keep minutes of site meetings. Within 5 working days after each meeting, submit to each party written copies of the minutes.

- Purpose of submission: Review.

Delete if the architect is to take and distribute the minutes.

Contacts: At the first site meeting, submit names and telephone numbers of responsible persons who may be contacted after hours during the course of the contract.

- Purpose of submission: Information only.

Progress photographs General: Take colour progress photographs within 5 working days before each site meeting. At each site meeting submit 2 sets of glossy prints, and the negatives or digital files. Identify the project, date, time, location and orientation.

Delete this subclause if these will be taken by the architect or by a separate contractor. If the latter, list in ‘Persons other than contractor’, below. Consider mounting, size, and a default number e.g. 2 site photographs from different directions, and 5 interior photographs.

Purpose of submission: Information only. Minimum frequency:

>

Minimum number:

>

Format:

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Items supplied by owner General: Materials and other items identified in the Items to be supplied schedule will be supplied free of charge to the contractor for installation in the execution of the works. Unload and take delivery of them, inspect them for defects and then take care of them. If defects are found, advise. Return unused items to the owner. Conditions of supply:

Notice:

>

>

Notice: For delivery of critical items under the control of the architect/owner (e.g. statues, electrical equipment). If there is not adequate storage available, action may be required.

PRELIMINARIES

GENERAL

Items to be supplied schedule

Location

Item

Quantity

Date

Date: Of delivery or availability, to permit preparation of program.

Changes to existing

General: At least 5 working days before changing the following existing items, give notice:

>

The items may be part of existing structures, services, survey marks, etc.

1.5 COMPLETION OF THE WORKS

Final cleaning General: Before practical completion, clean throughout, including interior and exterior surfaces exposed to view. Vacuum carpeted and soft surfaces. Clean debris from the site, roofs, gutters, downpipes and drainage systems. Remove waste and surplus materials. Samples: Remove non-incorporated samples, prototypes and sample panels. Reinstatement General: Before practical completion, clean and repair damage caused by installation or use of temporary work and restore existing facilities used during construction to original condition. Adjoining property Evaluation: At practical completion, for properties described in the Adjoining properties to be recorded schedule inspect the properties with the architect and owners and occupants of the properties, recording any damage that has occurred since the pre-commencement inspection. Pest eradication General: Employ suitably qualified pest exterminators. At practical completion submit a certificate stating that completed works are free of pest types identified in the Pest eradication treatments schedule. Pest eradication treatments schedule

Pest type to be treated

Pest type to be treated Eradication method
Pest type to be treated Eradication method
Pest type to be treated Eradication method

Eradication method

Pest type to be treated Eradication method
Pest type to be treated Eradication method
Pest type to be treated Eradication method

e.g. “Exterminator’s recommendation”. On birds and buildings, see BDP EDG DES56.

Removal of plant General: Within 10 working days after practical completion, remove temporary works and construction plant no longer required. Remove the balance before the end of the defects liability period. Separable parts Further conditions:

>

Check the selected contract allows for the inclusion of separable parts in practical completion.

There may be further conditions regarding separable parts not identified in the selected contract, which should therefore be defined here.

1.6 PAYMENT FOR THE WORKS

Import costs

Include the following in the contract price only if risk of change is being taken by the owner. It is contrary to the policy of many public sector authorities. In such cases, delete the entire clause.

PRELIMINARIES

GENERAL

Definition: Import costs include costs attributable to exchange rates, customs or import duty, and primage of imported content of items purchased for incorporation in the works. Adjustment: If there are changes in rates applying to import costs of items listed in the Import cost adjustment schedule, add or deduct the amount of the difference to or from the contract sum, as applicable. Import cost adjustment schedule

Item

Country of origin

Import cost

Anticipated progress claims schedule

Adjust if necessary to align with the procedure for progress claims set out in the selected contract. Ideally the schedule will address each trade or package, not just the total claim. This will be intimately linked to the program of work.

General: At commencement of the works, submit a schedule of anticipated progress claims which will be made throughout the contract. Submit a revised schedule with each progress claim. Purpose of submission: Information only. Progress claims Break-down: With each progress claim, submit a statement of amounts claimed in respect of each worksection or trade heading designated in the specification.

This subclause should be modified if there is a priced bill of quantities.

Purpose of submission: Review. Method of measurement General: In accordance with the principles of the Australian Standard Method of Measurement of Building Works (ASMM). Other civil engineering work: To AS 1181.

1.7 MISCELLANEOUS

Contractor and owner to observe confidentiality Publicity: Do not issue information concerning the project for publication in the media without prior written approval of the owner. Refer to the owner enquiries from the media concerning the project.

Check the selected contract. It may be optional.

Compliance with the law Requirements of authorities: The owner, before entering into the contract, has given the notices, paid the fees, and obtained the permits, approvals and other authorisations stated in the Prior applications and approvals schedule.

On occupational health and safety requirements see RAIA Advisory Note AN14.01.102. The roles of private certifiers are not covered in these Notes or in this Commentary, and vary between jurisdictions.

Prior applications and approvals schedule

Prior notices given and applications made

Fees paid

Permits, approvals and authorisations received

List the applications made, e.g. “Building application to

dated

This information may also be provided in Tendering.

Council”, fees paid, and approvals received, e.g. “Building approval

”.

See RAIA Advisory Note AN13.02.00.100 on local government and other authorities.

PRELIMINARIES

GENERAL

Authority conditions schedule

Authority

Document

Condition

Authorities commonly impose conditions governing noise, access, dust, hours of operation, inspections and traffic control. The contractor is obliged by law to comply with environmental protection legislation and with local authority requirements. The contract cannot interfere with that obligation, but may stipulate more stringent requirements for contract purposes. Consider specifying any such requirements here in a separate schedule. Responsibility for conditions, if any, imposed by local authorities needs to be resolved. Consider scheduling here those conditions which affect the contractor. Coordinate with Site limitations:

under Site restrictions, above. Ultimately, all the conditions are the responsibility of the applicant (owner) as far as the local authorities are concerned.

PRELIMINARIES – ABIC MW-1

GENERAL

PRELIMINARIES – ABIC MW-1

Worksection application

This worksection is applicable to the general requirements of the owner. The project specific version may include site security arrangements, occupancy constraints, adjoining properties constraints, owner’s site office and other temporary facilities, project signage, provisional sums, requirements for progress photographs, authority requirements, survey requirements, owner- supplied items, separate contracts, some aspects of cost adjustment, and pest eradication.

Related material located elsewhere in NATSPEC

For example Preliminaries for the following contracts have also been prepared for:

ABIC SW-1 – Simple works contract.

AS 2124 – General conditions of contract.

AS 4000 – General conditions of contract.

AS 4905 – Minor works contract conditions (Superintendent administered).

Worksection(s) on which this worksection relies

The following worksections must be included, with this worksection, to provide a complete specification:

None.

Material not included in NATSPEC

Some projects may include items not covered by NATSPEC. For these you may need to create new text, modify this text or use an applicable worksection. For example:

On incorporation of the owner’s policies (e.g. apprentice employment, prohibition of smoking, union labour employment, existing site allowances, procurement policies, insurance arrangements), see RAIA Advisory Note AN15.01.603 (the standard preliminaries of many public works authorities include clauses on policy - this worksection includes some prompts but no text).

The contractor’s preliminaries are not included (e.g. scaffolds, lunch sheds, cranes, site security) except where these relate to ‘persons other than contractor’ (who may be either separate contractors or persons identified by the architect who become subcontractors).

Worksection cross referencing

Other worksections that cross reference this worksection are:

None.

Documenting this and related work

You may document this and related work as follows:

An outline description of the works should be located in the Introduction to ABIC MW-1 at Item 6, and the listing of contract documents, should be located in the Schedules to ABIC MW-1 at Schedule 3 Order of precedence of contract documents.

Consider incorporating development approval conditions that are the responsibility of the Contractor.

This worksection should be read in the context of the general conditions of contract, any special conditions of contract, and any separately specified quality assurance requirements.

See also the Commentary.

1

GENERAL

1.1 GENERAL

General conditions Contract: To ABIC MW-1 Australian Building Industry Contract – Major works contract, issued by the Royal Australian Institute of Architects and Master Builders Association.

This information is included in the Tendering worksection. If Tendering is included in the project specification omit this subclause.

Interpretation

See ABIC MW-1 Section S Definitions.

General: The words “principal”, and “contract administrator” have the same meaning, respectively, as “owner” and “architect”, unless the context requires otherwise.

PRELIMINARIES – ABIC MW-1

GENERAL

The ABIC MW-1 forms use the terms “architect”, “owner”, and “contractor”, as does this NATSPEC Preliminaries material. If the terms “owner” and “architect” are also used throughout the project specification (e.g. by global change to the NATSPEC worksections), this clause is unnecessary and should be deleted. However, NATSPEC technical worksections use the terms “principal” and “contract administrator”, as these have more general application.

Cross reference: The clause Interpretation, in the General requirements worksection, also applies.

1.2 THE SITE

See ABIC MW-1 Section F The site.

Site restrictions

For high security projects only. Delete default security arrangements if not required.

Entry permits: Make available, to persons entering designated secure areas, valid entry permits. Ensure these persons comply with conditions of entry.

Designated secure areas:

>

Show the area (which may be the whole site) on the drawings, or describe here if this is straightforward.

Conditions of entry:

>

Identification, security checks and the like, imposed by the owner.

Personnel: At least 10 working days before entry is required, submit the full name, address, and date and place of birth of persons required to enter designated secure areas.

- Purpose of submission: Review.

The specified 10 working day period is arbitrary - vary as required.

Site limitations: Comply with the following restrictions on the use of the site:

>

If not shown on the drawings, give details of easements, restrictions arising out of the actions of adjoining land owners, limitations related to continued occupancy by the owner, toxic ground conditions and the like, including maximum noise levels and hours of work not covered by local authority conditions in the Authority conditions schedule below. See also the Commentary.

Access: Access on to and within the site, use of the site for temporary works and constructional plant, including working and storage areas, location of offices, workshops, sheds, roads and parking, is restricted to the following areas:

>

e.g. “Shown on drawing A001”, “To be determined”.

Occupied premises

Refer also to ABIC MW-1 clauses F1 and F2 on possession of and access to the site.

General: For the parts of the site designated as occupied premises in the Occupied premises schedule:

- Allow occupants to continue in secure possession and occupancy of the premises for the required period.

- Make available safe access for occupants.

- Arrange work to minimise nuisance to occupants and ensure their safety.

- Protect occupants against weather, dust, dirt, water or other nuisance, by such means as temporary screens. Proposals: Submit details of proposed methods.

- Purpose of submission: Information only. Occupied premises schedule

Occupants

Occupied premises

Period of occupancy

PRELIMINARIES – ABIC MW-1

GENERAL

Occupants: e.g. “The owner”, “The owner’s

Occupied premises: Describe, or refer to marked areas on the drawings.

Period of occupancy: e.g. “Duration of the contract”.

department”, “The public”, or name other persons or organisations.

No smoking policy

>

Appropriate for work in occupied premises where the occupants are similarly constrained. Sometimes a standard owner’s policy for all projects.

Protection of persons and property Temporary works: Provide and maintain required barricades, guards, fencing, shoring, temporary roadways, footpaths, signs, lighting, watching and traffic flagging.

Edit to complement local authority requirements scheduled in Authority conditions schedule under Miscellaneous, below. This paragraph should describe the owner’s requirements only. The responsibility for these items is usually the contractor’s.

Public viewing area:

Accessways, services: Do not obstruct or damage roadways and footpaths, drains and watercourses and other existing services in use on or adjacent to the site. Determine the location of such services. Property: Do not interfere with or damage property which is to remain on or adjacent to the site, including adjoining property encroaching onto the site, and trees.

Control of run off stormwater:

>

>

Generally, the contractor’s responsibility. Delete or describe here any particular requirements of the owner.

Rectification Accessways, services: Rectify immediately any obstruction or damage to roadways and footpaths, drains and watercourses and other existing services in use on or adjacent to the site. Provide temporary services whilst repairs are carried out. Property: Rectify immediately any interference or damage to property which is to remain on or adjacent to the site, including adjoining property encroaching onto the site, and trees.

Delete if rectification is included in the Authority conditions schedule.

Existing services General: Attend to existing services as follows:

- If the service is to be continued, repair, divert or relocate as required. If the service crosses the line of a required trench, or will lose support when the trench is excavated, provide permanent support for the existing service.

- If the service is to be abandoned, cut and seal or disconnect, and make safe. Proposals: Submit proposals for action to be taken with respect to existing services before starting this work. Minimise the number and duration of interruptions.

- Purpose of submission: For review.

Adjoining property Notice: At least 10 working days before commencing work, submit to owners and occupants of adjoining property written notice of intention to commence work and an outline description of the type and extent of work. Conditions for work on adjoining property:

>

The owner is responsible for obtaining permission from adjoining owners, including for work such as swinging crane jibs, erection of scaffolding and construction of formwork. Describe any conditions that may have been agreed to by the owner.

Revealed encroachments: If the works reveal unknown encroachments of adjoining property on to the site or of existing site structures on to adjoining property, immediately seek instructions. Records: For properties described in the Adjoining properties to be recorded schedule:

- Inspect the properties with the architect and owners and occupants of the properties, before commencement of work.

- Make detailed records of conditions existing within the properties, especially structural defects and other damage or defacement.

- Arrange for at least 2 copies of each record, including drawings, written descriptions, and photographs, to be endorsed by the owners and occupants, or their representatives, as evidence of conditions existing before commencement of work.

See RAIA Advisory Note AN11.01.101 on project records.

PRELIMINARIES – ABIC MW-1

GENERAL

Endorsed copies: Submit one endorsed copy of each record. Keep the other endorsed copy on site.

- Purpose of submission: Information only.

Adjoining properties to be recorded schedule

Title

Owner

Description

Complete the schedule if there is danger of damage to adjoining property, including the owner’s own, and if precautionary inspections and records need to be made. See RAIA Advisory Note AN13.01.102 on party walls, AN13.04.100 on inspections, and AN18.01.401 on inadvertent building on adjoining property.

1.3 CONSTRUCTION PLANT

Access roads

Temporary roads:

>

Include, if the construction of temporary roads is required to protect or minimise damage to the owner’s property.

Owner’s existing roads: Use only designated roads.

- Location:

Parking Owner’s existing parking areas: Use only designated parking areas.

>

- Number of spaces:

>

- Location:

>

Indicate designated roads on the drawings. Proposals for control of traffic on the owner’s property by the contractor should be submitted for review. Off-site traffic control needs authority approval - the contractor’s responsibility.

Use of existing services General: Existing services may be used as temporary services for the performance of the contract subject to conditions stated in the Existing services schedule. Existing services schedule

Service

Service Conditions of use
Service Conditions of use
Service Conditions of use

Conditions of use

Service Conditions of use
Service Conditions of use
Service Conditions of use

If existing services, including telephones or permanent building lighting, may be used for contract purposes, list them here and state any conditions applying to their use, e.g. “The existing water service on the site, at no charge”, “Do not disrupt continuous service to owner”, “Pay for connections”, “Provide separate metering and reimburse owner”, “Fully maintain the service”. You may wish to clarify the situation after practical completion i.e. the owner is not liable for services, water, fuel used by the contractor after this point.

Owner’s site office General: Provide a weather-tight site office for the use of the owner or the owner’s agents before major site operations are started and as follows:

- Pay charges for services.

- Maintain in good order and in clean condition, with secure access, for duration of the work.

- Obtain permission for removal.

- Remove on completion.

Vary as necessary to suit the circumstances. A standard drawing, if available, may be substituted for part or all of this item, including the schedule. The subclause and schedule assume that only one office is required (i.e. the architect and other consultants share with the Clerk of Works, if any - see RAIA Advisory Note AN16.01.101 on the Clerk of Works. ABIC MW-1

PRELIMINARIES – ABIC MW-1

GENERAL

makes no mention of a Clerk of Works, however accordingly this Preliminaries assumes that there will not be one, since the role of the Clerk of Works is not defined). The contractor need only provide what has been specified. Reformat as required.

Owner’s site office schedule User:

>

Floor area:

>

Structure:

>

Floor:

>

Furniture and fittings:

>

Desk, chairs, filing cabinet, set-out table, plan rack, locker, shelving, meeting table and chairs for six people.

Telephones:

>

Facsimile:

>

Modem:

>

Services:

>

Tea making facilities, evaporative cooler, fans, toilet facilities (any gender requirements), lights, power points, heater, walkie- talkie, public address link-up and the like.

Signage:

>

Security:

>

Parking:

>

Protective clothing Safety helmets: Make available safety helmets for the use of visitors.

- Standard: To AS/NZS 1801, Type 1.

StandardsMark: Required. Number of helmets:

-

>

Temporary services

>

Temporary services are generally the business of the contractor. If it is necessary to specify particular requirements, do so here, e.g. temporary services for owner’s facilities if construction activities interfere, power for testing, temporary distribution boards, special lighting requirements, water for testing, metering and payments for services. Consider other temporary services, e.g. gas, compressed air. Use of lift cars, new services, stairs and escalators (i.e. the works) may also need to be addressed - generally not to be used without consent and protection, maintenance and restoration required.

Temporary fence

>

Provide text only if a fence is required by the owner to secure occupied premises or the like. Normally site security is the responsibility of the contractor. Specify in the Fences and external walls worksection for example, and cross-refer, or specify here. A clause of this name does not exist as such in NATSPEC material. Requirements of regulatory authorities may conflict. Note that hoardings are generally a local authority requirement and need not be specified in most circumstances.

Project signboards General: Provide project-specific signboards and the following:

- Locate where directed.

- Maintain in good condition for duration of the work.

- Obtain permission for removal.

- Remove on completion.

Other signboards: Obtain approval before display of advertisements or provision of other signboards.

Project signboard description

Best shown on the drawings. Components may be provided by the architect - modify as required.

Location:

Size:

Text, graphics:

>

>

>

Insert, e.g. name of the project, the owner, contractor, architect, engineer, quantity surveyor.

Other details:

>

PRELIMINARIES – ABIC MW-1

GENERAL

1.4 BUILDING THE WORKS

See ABIC MW-1 Section G Building the works.

Surveys

Edit Surveys if instructions are required additional to those in ABIC MW-1 clause G1 Owner’s obligations and G2 Contractor’s obligations e.g. employment of licensed surveyor to check tolerances of structural elements such as position of columns, verticality of columns and facades, and floor levels. Also, provision of equipment and labour to assist checks by the architect. See RAIA Advisory Note AN13.01.101 on survey information.

Setting out:

>

Mentioned in ABIC MW-1 clause G1 and G2. Information required may include data and survey marks (pegs, bench marks etc.) necessary for setting out. If this information is available, state how it can be obtained e.g. identify and supply the survey. If it is not, state how it is to be provided by the owner e.g. source, timing, or leave it to the administering architect to sort out.

Check surveys:

>

admini stering architect to sort out. Check surveys: > e.g. “Required”. Final survey: > e.g.

e.g. “Required”.

Final survey:

>

e.g. “Required”.

Survey marks

Inferred in ABIC MW-1 clause G1. Protection of the contractor’s survey marks is the contractor’s business.

Definition: The term “survey mark” means a survey peg, bench mark, reference mark, signal, alignment, level mark or any other mark used or intended to be used for the purpose of setting out, checking or measuring the work. Care of survey marks: Preserve and maintain the owner’s survey marks in their true positions. Rectification: If the owner’s survey marks are disturbed or obliterated, immediately give notice and rectify the disturbance or obliteration. Safety

Health and safety is mentioned in ABIC MW-1 clause G2 the Contractor’s obligations.

Accidents: Promptly notify the architect of the occurrence of the following:

- Accidents involving death or personal injury.

- Accidents involving loss of time.

- Incidents with accident potential such as equipment failure, slides and cave-ins. Accident reports: Submit reports of accidents.

- Purpose of submission: Information only.

Contractor's representative General: Must be accessible, and fluent in English and technical terminology. Subcontracting General: Submit a complete list of proposed subcontractors and suppliers.

See ABIC MW-1 clause G4 Subcontracting.

Program of work Construction program: Show the following:

- Sequence of work.

- Critical paths of activities related to the work.

- Allowance for holidays.

- Activity inter-relationships.

- External dependencies including provision of access, document approvals and work by others.

- Periods within which various stages or parts of the work are to be executed.

Revise these submission requirements as necessary.

Time scale: Working days. Updated program: Identify changes since the previous version, and show the estimated percentage of completion for each item of work.

See ABIC MW-1 clause G6 on the Contractor updating his program.

PRELIMINARIES – ABIC MW-1

GENERAL

Program chart: Display in the contractor’s site office an up-to-date bar chart and network diagram based on the construction program. Order of work schedule

Portion of work

Order of work

Time of work

If it is necessary to direct the contractor to perform the works in a particular order, or to complete stages or parts of the work in a particular sequence or at stated times, give the directions here. For example, the contractor will need to know the dates by which different parts of an existing building will be vacated, or the beginning and end of the building “season” (if any) in a national park or campus. Alternatively, the directions may be given in the form of a construction program issued to the contractor as part of the contract documents. Either way the requirements are contractual, unlike the program of work.

Site meetings General: Hold and attend site meetings throughout the contract and ensure attendance of appropriate subcontractors, the architect, and appropriate consultants.

Frequency:

>

The frequency of meetings is best agreed by the architect and contractor, as being the most appropriate for the particular project, and may vary. It is helpful if meetings coincide with the timing of progress claims, though not essential.

Minutes: Keep minutes of site meetings. Within 5 working days after each meeting, submit to each party written copies of the minutes.

- Purpose of submission: Review.

Delete if the architect is to take and distribute the minutes.

Contacts: At the first site meeting, submit names and telephone numbers of responsible persons who may be contacted after hours during the course of the contract.

- Purpose of submission: Information only.

Progress photographs General: Take colour progress photographs within 5 working days before each site meeting. At each site meeting submit 2 sets of glossy prints, and the negatives or digital files. Identify the project, date, time, location and orientation.

Delete this subclause if these will be taken by the architect or by a separate contractor. If the latter, list in ‘Persons other than contractor’, below. Consider mounting, size, and a default number e.g. 2 site photographs from different directions, and 5 interior photographs.

Purpose of submission: Information only. Minimum frequency:

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Minimum number:

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Format:

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Items supplied by owner General: Materials and other items identified in the Items to be supplied schedule will be supplied free of charge to the contractor for installation in the execution of the works. Unload and take delivery of them, inspect them for defects and then take care of them. If defects are found, advise. Return unused items to the owner. Conditions of supply:

Notice:

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For delivery of critical items under the control of the architect/owner (e.g. statues, electrical equipment). If there is not adequate storage available, action may be required.

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GENERAL

Items to be supplied schedule

Location

Item

Quantity

Date

Date: Of delivery or availability, to permit preparation of program.

Changes to existing General: At least 5 working days before changing the following existing items, give notice >

The items may be part of existing structures, services, survey marks, etc.

1.5 COMPLETION OF THE WORKS

See ABIC MW-1 Section M Completion of the works.

Final cleaning General: Before practical completion, clean throughout, including interior and exterior surfaces exposed to view. Vacuum carpeted and soft surfaces. Clean debris from the site, roofs, gutters, downpipes and drainage systems. Remove waste and surplus materials. Samples: Remove non-incorporated samples, prototypes and sample panels. Reinstatement General: Before practical completion, clean and repair damage caused by installation or use of temporary work and restore existing facilities used during construction to original condition. Adjoining property Evaluation: At practical completion, for properties described in the Adjoining properties to be recorded schedule inspect the properties with the architect and owners and occupants of the properties, recording any damage that has occurred since the pre-commencement inspection. Pest eradication General: Employ suitably qualified pest exterminators. At practical completion submit a certificate stating that completed works are free of pest types identified in the Pest eradication treatments schedule. Pest eradication treatments schedule

Pest type to be treated

Pest type to be treated Eradication method
Pest type to be treated Eradication method
Pest type to be treated Eradication method

Eradication method

Pest type to be treated Eradication method
Pest type to be treated Eradication method
Pest type to be treated Eradication method

e.g. “Exterminator’s recommendation”. On birds and buildings, see BDP EDG DES56.

Removal of plant General: Within 10 working days after practical completion, remove temporary works and construction plant no longer required. Remove the balance before the end of the defects liability period. Separable parts Further conditions:

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See ABIC MW-1 clauses M1.3, M8 and M9, and Schedule 1 at Item 21 on Completion of the works. There may be further conditions regarding separable parts not identified in ABIC MW-1, which should therefore be defined here.

1.6 PAYMENT FOR THE WORKS

Import costs

See ABIC MW-1 clause N1 Contract price. Include only if risk of change is being taken by the owner. It is contrary to the policy of many public sector authorities. In such cases, delete the entire clause.

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GENERAL

Definition: Import costs include costs attributable to exchange rates, customs or import duty, and primage of imported content of items purchased for incorporation in the works. Adjustment: If there are changes in rates applying to import costs of items listed in the Import cost adjustment schedule, add or deduct the amount of the difference to or from the contract sum, as applicable. Import cost adjustment schedule

Item

Country of origin

Import cost

Anticipated progress claims General: At commencement of the works, submit a schedule of anticipated progress claims which will be made throughout the contract. Submit a revised schedule with each progress claim. Purpose of submission: Information only. Progress claims Break-down: With each progress claim, submit a statement of amounts claimed in respect of each worksection or trade heading designated in the specification.

This subclause should be modified if there is a priced bill of quantities. Bills of quantities are referred to under Section H, Claims to adjust the contract.

Purpose of submission: Review. Method of measurement General: In accordance with the principles of the Australian Standard Method of Measurement of Building Works (ASMM). Other civil engineering work: To AS 1181.

1.7

MISCELLANEOUS

See ABIC MW-1 Section R Miscellaneous.

Compliance with the law Requirements of authorities: The owner, before entering into the contract, has given the notices, paid the fees, and obtained the permits, approvals and other authorisations stated in the Prior applications and approvals schedule.

See ABIC MW-1 clause R9 on Compliance with the law. On occupational health and safety requirements see RAIA Advisory Note AN14.01.102. This may be covered by ABIC MW-1 clause G2 Contractor’s obligations. The roles of private certifiers are not covered in these Instructions or in this Commentary, and vary between jurisdictions.

Prior applications and approvals schedule

Prior notices given and applications made

Fees paid

Permits, approvals and authorisations received

List the applications made, e.g. “Building application to

dated

This information may also be provided in Tendering.

Council”, fees paid, and approvals received, e.g. “Building approval

”.

See RAIA Advisory Note AN13.02.00.100 on local government and other authorities.

PRELIMINARIES – ABIC MW-1

GENERAL

Authority conditions schedule

Authority

Document

Condition

Authorities commonly impose conditions governing noise, access, dust, hours of operation, inspections and traffic control. The contractor is obliged by law to comply with environmental protection legislation and with local authority requirements. The contract cannot interfere with that obligation, but may stipulate more stringent requirements for contract purposes. Consider specifying any such requirements here in a separate schedule. Responsibility for conditions, if any, imposed by local authorities needs to be resolved. Consider scheduling here those conditions which affect the contractor. Coordinate with Site limitations:

under Site restrictions, above. Ultimately, all the conditions are the responsibility of the applicant (owner) as far as the local authorities are concerned.

PRELIMINARIES – ABIC SW-1

GENERAL

PRELIMINARIES – ABIC SW-1

Worksection application

This worksection is applicable to the general requirements of the owner. The project specific version may include site security arrangements, occupancy constraints, adjoining properties constraints, owner’s site office and other temporary facilities, project signage, provisional sums, requirements for progress photographs, authority requirements, survey requirements, owner- supplied items, separate contracts, some aspects of cost adjustment, and pest eradication.

Related material located elsewhere in NATSPEC

Preliminaries for the following contracts have also been prepared for:

ABIC MW-1 – Major works contract.

AS 2124 – General conditions of contract.

AS 4000 – General conditions of contract.

AS 4905 – Minor works contract conditions (Superintendent administered).

Worksection(s) on which this worksection relies

The following worksections must be included, with this worksection, to provide a complete specification:

None.

Material not included in NATSPEC

A number of topics are not covered by this worksection but may need to be considered.

On incorporation of the owner’s policies (e.g. apprentice employment, prohibition of smoking, union labour employment, existing site allowances, procurement policies, insurance arrangements), see RAIA Advisory Note AN15.01.603 (the standard preliminaries of many public works authorities include clauses on policy - this worksection includes some prompts but no text).

The contractor’s preliminaries are not included (e.g. scaffolds, lunch sheds, cranes, site security) except where these relate to ‘persons other than contractor’ (who may be either separate contractors or persons identified by the architect who become subcontractors). See ABIC SW-1 clause K3 – Architect may instruct contractor to use particular person for provisional or prime cost sum.

Worksection cross-referencing

Other worksections that cross reference this worksection are:

None.

Documenting this and related work

You may document this and related work as follows:

An outline description of the works, and the schedule of contract documents, should be located in Item 5 The works of the Introduction to ABIC SW-1 and Schedule 3 Order of precedence of contract documents, respectively.

Consider incorporating development approval conditions that are the responsibility of the Contractor.

This worksection should be read in the context of the general conditions of contract, any special conditions of contract (including state variation), and any separately specified quality assurance requirements.

See also the Commentary.

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GENERAL

1.1

GENERAL

See ABIC SW-1 Section A Overview.

General conditions General: To ABIC SW-1 (2002) Simple Works Contract, issued by the Royal Australian Institute of Architects and Master Builders Association.

This information is included in the Tendering worksection. If Tendering is included in the project specification omit this subclause.

Interpretation

See ABIC SW-1 Section S Definitions.

General: The words “principal”, and “contract administrator”, have the same meaning, respectively, as “owner”, and “architect”, unless the context requires otherwise.

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GENERAL

The ABIC forms use the terms architect, owner, and contractor, as does this NATSPEC Preliminaries material. If the terms “owner” and “architect” are also used throughout the project specification (e.g. by global change to the NATSPEC Template), this clause is unnecessary and should be deleted. However, NATSPEC technical worksections use the terms “principal” and “contract administrator”, as these have more general application.

Cross reference: The clause Interpretation, in the General requirements worksection, also applies.

1.2 THE SITE

See ABIC SW-1 Item 6 Architect to administer contract of the Introduction and Section F The site.

Site restrictions

Site limitations: Comply with the following restrictions on the use of the site:

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e.g. Jackhammer and compressor silencing may need to be stipulated. See AS 2436, on construction site noise control. On excavation, for example, see RAIA Advisory Note AN16.09.401.

Access: Access onto and within the site, use of the site for temporary works and constructional plant, including working and storage areas, location of offices, workshops, sheds, roads and parking, is restricted to the following areas:

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e.g. “Shown on drawing A001”, “To be determined”.

Occupied premises

Refer also to ABIC SW-1 clauses F1 Owner to give contractor possession of the site and F2 Contractor’s obligations in relation to the site on possession and access.

General: For the parts of the site designated as occupied premises in the Occupied premises schedule:

- Allow occupants to continue in secure possession and occupancy of the premises for the required period.

- Make available safe access for occupants.

- Arrange work to minimise nuisance to occupants and ensure their safety.

- Protect occupants against weather, dust, dirt, water or other nuisance, by such means as temporary screens. Proposals: Submit details of proposed methods.

- Purpose of submission: Information only. Occupied premises schedule

Occupants

Occupied premises

Period of occupancy

Complete the schedule if the owner or occupants authorised by the owner will remain in possession of part of the site.

Occupants: e.g. “The owner”, “The owner’s

Occupied premises: Describe, or refer to marked areas on the drawings.

Period of occupancy: e.g. “Duration of the contract”.

department”, “The public”, or name other persons or organisations.

No smoking policy

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Appropriate for work in occupied premises where the occupants are similarly constrained. Sometimes a standard owner’s policy for all projects.

Protection of persons and property Temporary works: Provide and maintain required barricades, guards, fencing, shoring, temporary roadways, footpaths, signs, lighting, watching and traffic flagging.

Edit to complement local authority requirements scheduled in Authority conditions schedule under Miscellaneous, below. This paragraph should describe the owner’s requirements only. The responsibility for these items is usually the contractor’s.

PRELIMINARIES – ABIC SW-1

GENERAL

Accessways, services: Do not obstruct or damage roadways and footpaths, drains and watercourses and other existing services in use on or adjacent to the site. Determine the location of such services. Property: Do not interfere with or damage property which is to remain on or adjacent to the site, including adjoining property encroaching onto the site, and trees.

Control of run off stormwater:

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Generally, the contractor’s responsibility. Delete or describe here any particular requirements of the owner.

Rectification Accessways, services: Rectify immediately any obstruction or damage to roadways and footpaths, drains and watercourses and other existing services in use on or adjacent to the site. Provide temporary services whilst repairs are carried out. Property: Rectify immediately any interference or damage to property which is to remain on or adjacent to the site, including adjoining property encroaching onto the site, and trees.

Delete if rectification is included in the Authority conditions schedule.

Existing services General: Attend to existing services as follows:

- If the service is to be continued, repair, divert or relocate as required. If the service crosses the line of a required trench, or will lose support when the trench is excavated, provide permanent support for the existing service.

- If the service is to be abandoned, cut and seal or disconnect, and make safe. Proposals: Submit proposals for action to be taken with respect to existing services before starting this work. Minimise the number and duration of interruptions.

- Purpose of submission: For review.

Adjoining property Notice: At least 10 working days before commencing work, submit to owners and occupants of adjoining property written notice of intention to commence work and an outline description of the type and extent of work. Conditions for work on adjoining property:

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The owner is responsible for obtaining permission from adjoining owners, including for work such as swinging crane jibs, erection of scaffolding and construction of formwork. Describe any conditions that may have been agreed to by the owner.

Revealed encroachments: If the works reveal unknown encroachments of adjoining property on to the site or of existing site structures on to adjoining property, immediately seek instructions. Records: For properties described in the Adjoining properties to be recorded schedule:

- Inspect the properties with the architect and owners and occupants of the properties, before commencement of work.

- Make detailed records of conditions existing within the properties, especially structural defects and other damage or defacement.

- Arrange for at least 2 copies of each record, including drawings, written descriptions, and photographs, to be endorsed by the owners and occupants, or their representatives, as evidence of conditions existing before commencement of work.

See RAIA Advisory Note AN11.01.101 on project records.

Endorsed copies: Submit one endorsed copy of each record. Keep the other endorsed copy on site.

- Purpose of submission: Information only.

Adjoining properties to be recorded schedule

Title

Owner

Description

PRELIMINARIES – ABIC SW-1

GENERAL

1.3 CONSTRUCTION PLANT

Use of existing services General: Existing services may be used as temporary services for the performance of the contract subject to conditions stated in the Existing services schedule. Existing services schedule

Service

Service Conditions of use
Service Conditions of use
Service Conditions of use

Conditions of use

Service Conditions of use
Service Conditions of use
Service Conditions of use

If existing services, including telephones or permanent building lighting, may be used for contract purposes, list them here and state any conditions applying to their use, e.g. “The existing water service on the site, at no charge”, “Do not disrupt continuous service to owner”, “Pay for connections”, “Provide separate metering and reimburse owner”, “Fully maintain the service”. You may wish to clarify the situation after practical completion i.e. the owner is not liable for services, water, fuel used by the contractor after this point.

Protective clothing Safety helmets: Make available safety helmets for the use of visitors.

- Standard: To AS/NZS 1801, Type 1.

StandardsMark: Required. Number of helmets:

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Temporary services

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Temporary services are generally the business of the contractor. If it is necessary to specify particular requirements, do so here, e.g. temporary services for owner’s facilities if construction activities interfere, power for testing, temporary distribution boards, special lighting requirements, water for testing, metering and payments for services.

Temporary fence

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Provide text only if a fence is required by the owner to secure occupied premises or the like. Normally site security is the responsibility of the contractor. Specify in the Fences and external walls worksection for example, and cross-refer, or specify here. A clause of this name does not exist as such in NATSPEC material. Requirements of regulatory authorities may conflict. Note that hoardings are generally a local authority requirement and need not be specified in most circumstances.

Project signboards General: Provide project-specific signboards and as follows:

- Locate where directed.

- Maintain in good condition for duration of the work.

- Obtain permission for removal.

- Remove on completion.

Other signboards: Obtain approval before display of advertisements or provision of other signboards.

Project signboard description

Best shown on the drawings. Components may be provided by the architect modify as required.

Location:

Size:

Text, graphics:

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Insert, e.g. name of the project, the owner, contractor, architect, engineer, quantity surveyor.

Other details:

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1.4 BUILDING THE WORKS

See ABIC SW-1 Section G Building the works.

Surveys

Edit Surveys if instructions are required additional to those in ABIC SW-1 clause G2 e.g. employment of licensed surveyor to check tolerances of structural elements such as position of columns, verticality of columns and facades, and floor levels. Also,

PRELIMINARIES – ABIC SW-1

GENERAL

provision of equipment and labour to assist checks by the architect. See RAIA Advisory Note AN13.01.101 on survey information.

Setting out:

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Mentioned in ABIC SW-1 clause G2. Information required may include data and survey marks (pegs, bench marks etc.) necessary for setting out. If this information is available, state how it can be