Project Implementation Plan

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Project Implementation Plan

Project / Program Name

Dence Park Implementation Plan

Directorate

City Assets and Operations

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1. P

ROJECT

D

EFINITION

1.1. Background

In December 2019, Council endorsed the Dence Park Master Plan which sets out the long term improvement works to Dence Park, Epping.

The master plan encompasses three stages:

 Stage 1 - Redevelopment of Epping Pool aquatic amenities and aquatic facilities, including a new 8-lane 50m outdoor pool, new 25m indoor pool, new water play facilities, new ‘sky bridge’ access, an upgraded amenities building, and enhanced spectator seating.

 Stage 2 - Creating new formal passive recreational spaces including picnic facilities, gardens, seating, and creating new active recreational spaces including a new district playground.

 Stage 3 - Upgrading associated park ancillary facilities, including car parking, pedestrian pathways, amenities building, bushland conservation, and staged redevelopment of the Epping Creative Centre to improve accessibility and provide more space.

This Implementation Plan will facilitate a mechanism for the next steps the project delivery by outlining the steps in design, project management, cost analysis and delivery.

1.2. Objectives

The Objectives are:

 Manage the delivery of Epping Pool aquatic amenities and aquatic facilities using a strict cost-controlled project methodology.

 Provide timely status reports on the projects.

 Ensure that the projects demonstrate social and/or economic benefits to the community.

1.3. Scope

1.3.1. In Scope

The following items are included in the scope of the project:

 Provision of an implementation methodology to take the master plan from adopted concept to detailed construction drawings.

 Provision of project management plans, including construction management plan, and procurement evaluation plan.

 Create a program schedule, including key milestones, project staging and community consultation opportunities.

 Manage the Stronger Communities Fund (SCF) program funding and reporting obligations to the Department of Premier and Cabinet (DPC).

 Ensure the project is delivered in a timely manner to the required quality.  Establish a project evaluation methodology.

 Provide project status reports to Council.

1.3.2. Out of Scope

The following items are excluded in the scope of the project:

 Delivery and management of other projects funded by the SCF grant  Bushland management and renewal work along Terrys Creek

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1.4. Assumptions

The following assumptions are made with regards to the project:

ID Assumption How will it be managed?

ASM-01 The project will be completed on time Risks to project delay will be identified early on and mitigation measures put in place

ASM-02 The project can be completed within budget Quantity survey will be undertaken at key milestones to ensure that the project’s cost estimate is within budget

ASM-03 The project will follow a consultation

process Consultation and communication plan with clear objectives and guidelines ASM-04 The project will be delivered in line with

community expectations Allocated project sponsor to control project quality and outcome ASM-05 The project will expend the Stronger

Communities Fund in a timely manner Establishing a strong program management governance and reporting framework

1.5. Constraints

The following restrictions and limitations have been identified for the project:

ID Constraint How will it be managed?

CNS-01 Tight project budget Strict cost control measures and financial check-points will be put in place to mitigate cost overrun

CNS-02 Internal resources & expertise in Council to

deliver the projects Business cases to be provided for additional resources as required

1.6. Dependencies

The following dependencies have been identified for the project:

ID Dependency Internal /

External How will it be managed? DEP-01 The Stronger Communities Fund grant

is also used to fund improvement works to Boronia Grove Community Centre and Epping Library. Funding requirements for these two buildings affect the funding available for Dence Park

Internal Strict budget control will be in place to ensure that all three improvement projects are within budget

DEP-02 Closure of Epping Pool for demolition and construction work will attempt to avoid the warmer seasons.

External The construction program will attempt to avoid the warmer seasons where practical and where it does not affect the overall project timeline .

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2. P

ROJECT ORGANISATION AND

G

OVERNANCE

2.1. Roles and Responsibilities

Entity Name / Role

Sponsor Executive Director City Assets and Operations Project Owner Manager, Place Services

Project Manager Portfolio Manager

Project Team Supervisor Landscape Architecture Surveyor

Civil engineer

Aquatic Operations Manager

Manager Open Space and Natural Resources Third Party Supplier Architect

Geotechnical engineer Hydraulic engineer Structural engineer Building services engineers Quantity surveyor Traffic consultant Arborist Town planner BCA/NCC Consultant Archaeologist – Indigenous Archaeologist/ Heritage consultant Ecologist

DDA consultant Bushfire consultant Acoustic engineer

Brand & Media Lead Community Engagement Team Leader

3. S

TAKEHOLDER

M

ANAGEMENT AND

C

OMMUNICATIONS

3.1. Stakeholder Management

The Dence Park Masterplan was informed by extensive community engagement. This included four rounds of consultation, 1,950 surveys, 18 school-specific interviews, 11 pop-up sessions, and 5 key stakeholder meetings. Project stakeholders are identified and a stakeholder engagement plan will drive stake-holder management and communications. Major stakeholders include:

 City of Parramatta Lord Mayor, Deputy Lord Mayor and Councillors;  ‘Save Epping Pool’ community group

 Epping Civic Trust

 Epping Creative Centre Incorporated  State Member for Epping

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 Friends of Terrys Creek bushcare group

 Epping Pool user groups (inc. swim school users, swim clubs, existing schools who use the pool for swimming carnivals)

 City of Parramatta Committees (Access Advisory Committee, ATSI Committee, Heritage Committee)  Relevant Ryde and Hornsby Council staff

 Epping residents

 NSW Office of Sport (including Venues NSW)  Department of Premier and Cabinet

3.2. Communications Management Plan

Below outlines the baseline communications methodology for this project. Additional methods, as such community meetings and workshops, will be determined as the project develops.

A specific Communications Plan will also be developed and implemented in regard to communicating to the community and staff about Epping pool closure for construction.

Communication Type Description Frequency Owner

Project email update Update stakeholders on _{the project’s progress} As needed Place Manager News signage boards and

posters Update park users on the project’s progress As needed Place Manager Face-to-face meetings and

consultation Update key stakeholders on the project’s progress As needed Place Manager Our Say web platform Keep Our Say up to date as the single source of

information on the project As needed Place Manager Letter or flyer notification _{consultation stage}Promote specific At milestone stages Place Manager

Social media posts and

targeted advertisement consultation stage Promote specific At milestone stages Place Manager

3.3. Accessibility and Inclusion Plan

A summary below of the key steps to be undertaken to ensure the project meets accessibility requirements. Accessibility

Assurance Plan Who is responsible Activity timeframe Access expert

involved in design

Project Manager When procuring design services – in-house or external

Draft designs are reviewed by an access expert

Project Manager During design review stage

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4. I

MPLEMENTATION

S

TRATEGY

4.1. Description

The project is proposed to be delivered as 3 separate packages (see Figure 1 on the next page). The major works within each package include:

 Package 1: Demolish the existing pool. Build a new 50m x 8 lane pool, new indoor pool, zero-splash water play facilities (‘water playground’), and associated pool infrastructure. Package 1 broadly encompasses the aquatic elements of the Dence Park Masterplan. This package is budgeted at $12M (including a 15% contingency).

 Package 2: Design and construct a pool amenities building, including spectator seating, lift,

connectivity between the car park and the pool amenities building. Package 2 broadly encompasses the aquatic amenities building elements. This package is estimated at $6.5M (including a 15% contingency).

 Package 3: Stage 2 & 3 of the Dence Park Master Plan Design and construct playground, heritage garden, walking paths, additional tree planting, car park rationalization. Package 3 broadly encompasses the remaining elements in the Dence Park Masterplan. This package is currently unfunded.

* Note: Design and construction works on the Epping Creative Centre are excluded from the above three packages as it was a low community priority compared with all the upgrades across Dence Park, and requires significant further consultation with the Incorporated Body and its hirers, and surrounding residents.

4.2. Methodology

Package 1:

Cost estimate provided by independent third party consultants have provided reliable cost estimate for the works. Further, the cost estimate for Package 1 works can be confidently covered by the existing budget. This package will proceed to a Design and Construct tender for an experienced commercial pool builder.

Package 2:

Additional concept documentation work is required to provide detail on the architectural design and functional user needs for Epping Pool Amenities Building. The works in this package includes:

 Schematically resolve the pool building footprint, envelope, internal layout, access to building from car park, resolution of group access and the building interface with the aquatic facilities  Advice on construction technology/building methodology to inform cost plan, review cost plan in

consultation with CoP QS (QS engaged separately by CoP)

 Quantity survey to determine an accurate cost estimate for the pool amenities building In the event that the budget for Package 2 exceeds $6.5M, a further report will be brought to Council to determine options for directing these funds to elements of the Dence Park Masterplan

Package 3:

Additional concept documentation work is required to provide a reliable cost estimate. The major works in this package include design of the playground, heritage garden, walking paths, additional tree planting, car park rationalization. Council will determine whether to proceed with either or both packages.

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This package of work is currently unfunded. Design work will provide a more accurate cost estimate which will be used in future Council budget prioritsation process.

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5. S

CHEDULE AND

M

ILESTONES

P

LAN

5.1. Project schedule baseline

Package 1:

Main Tasks Who is responsible Target Date for

commencement Target Date for finish Design resolution and cost

confirmation Portfolio Manager April 2020 May 2020

Preparation of

documentation for DA Place Manager June 2020 September 2020 Public consultation Place Manager October 2020 October 2020 DA – lodgment, approval

processing Portfolio Manager November 2020 February 2021 Documentation for tender

and construction Portfolio Manager November 2021 February 2021 Tender for construction Portfolio Manager March 2021 May 2021 Construction Portfolio Manager July 2021 December 2022

Package 2

confirmation Portfolio Manager April 2020 September 2020 Public consultation Place Manager October 2020 October 2020 Preparation of

documentation for DA Place Manager November 2020 March 2021 DA – lodgment, approval

processing Portfolio Manager April 2021 August 2021

Documentation for tender

and construction Portfolio Manager April 2021 August 2021 Tender for construction Portfolio Manager September 2021 December 2021 Construction Portfolio Manager February 2022 December 2022 Package 3:

confirmation Portfolio Manager April 2020 September 2020 Public consultation Place Manager October 2020 October 2020

6. P

ROCUREMENT

P

LAN

The Council’s existing procurement policies will be used to engage any consultants, labour or materials

needed to implement the project.

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7. B

UDGET

A

ND

C

OST

M

ANAGEMENT

P

LAN

Responsibility

Day to day budget and cost management for each individual project will be undertaken by Portfolio

Manager within the identified scope of works in the Project Brief.

The overall budget for the project will be managed by the Place Manager, who will report to the Project

Control Group (PCG).

Reporting & tracking

Program financial reporting will be through Council’s existing reporting methodology including monthly

finance review, and Quarterly Review. Each project’s financials will be tracked using Council’s existing

financial management tools, including Tech 1 and PowerBudget.

Budget

The following table identifies the budget availability for this project:

Funding Amount Details

Stronger Communities Fund $13,500,000

Office of Local Government granted Council a SCF grant for Epping in November 2018. Specifically, the Funding Agreement for this SCF stipulated that the grant must only be spent on the development of a community hub in Epping and improvements to Dence Park.

Development Contributions $5,000,000

The City of Parramatta S94 Development Contributions Plan (formerly Hornsby LGA Land and Epping Town Centre) applies to land in the former Hornsby LGA land as a result of the 2016 Council amalgamations.

Funding collected under this plan can only be spent in Epping. The specific line which this contribution draws from is Open Space & Recreation category OS12 - 'New Aquatic Facility and Water Play at Dence Park or similar'.

Total $18,500,000

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Project Implementation Plan