DRAFT - IDS

Building our RegionsRound 5 Project Plan

[Insert Applicant Name]

[Insert Project Title]

[Insert Date]

The purpose of this project planThe purpose of the detailed project plan template is to help councils present a strong case for a project that is being submitted for funding under the Building our Regions program.

Information provided in the project plan will be considered in assessing the suitability of the project for funding.The detailed project plan provided with the application must address the project scope, project delivery, specialist expertise, project constraints, and project risks. A detailed project plan is required for all applications for Building our Regions funding, and may form part of the sub-agreement if the application is successful.

All sections of the template must be completed. If a section is considered not relevant to the project, type ‘not applicable’ and provide the reason why.

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Tips for completing this templateEach section of the template contains a guidance box which provides instructions on how to complete that particular section of the template.

Whilst the guidance boxes should be deleted for the final version of the project plan document, it may be useful to save a working draft with all guidance intact. This allows you to review the guidance again if any changes are required.

Information should be provided in the fields or tables in the document and/or in the Appendices—wherever it is more efficient and effective to do so.

Applicants are also encouraged to provide additional relevant information that supports or expands on information included in the project plan as appendices or separate attachments. Any appendices or attachments should be clearly referred to in the body of the project plan.

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Contents1.0 Executive summary......................................................................................3

2.0 Technical terms and acronyms.....................................................................4

3.0 Land.............................................................................................................4

3.1 Project site................................................................................................................................................. 43.2 Land ownership......................................................................................................................................... 43.2.1 Permitted use.............................................................................................................................................. 5

3.2.2 Native Title................................................................................................................................................... 5

3.3 Site preparations....................................................................................................................................... 6

4.0 Project scope................................................................................................6

4.1 Scope of works.......................................................................................................................................... 64.1.1 In scope....................................................................................................................................................... 6

4.1.2 Out of scope................................................................................................................................................ 7

4.2 Project sustainability................................................................................................................................. 74.3 Project timeframes and deliverables.......................................................................................................74.4 Infrastructure ownership and management............................................................................................84.4.1 Infrastructure ownership.............................................................................................................................. 8

4.4.2 Infrastructure management.......................................................................................................................... 8

5.0 Project management....................................................................................8

5.1 Key personnel............................................................................................................................................ 85.2 Specialist expertise................................................................................................................................... 95.3 Project delivery.......................................................................................................................................... 95.4 Regulatory requirements..........................................................................................................................95.5 Project constraints.................................................................................................................................. 10

6.0 Project budget............................................................................................10

6.1 Project costs............................................................................................................................................ 106.2 Cash flow forecast................................................................................................................................... 116.3 Cost management.................................................................................................................................... 11

7.0 Project risk management............................................................................11

7.1 Risk identification and mitigation strategy............................................................................................12

APPENDIX A: Project cost breakdown..................................................................14

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1.0 Executive summaryPlease provide a one-page overview of the project, its purpose and anticipated benefits.

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2.0 Technical terms and acronymsPlease provide a definitive list of technical terms and acronyms mentioned in this project plan.

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3.0 LandInformation in this section will be considered in relation to project eligibility and assessment of criterion 1: proposed solution.Under Round 5, all land-related issues (such as ownership, tenure, Native Title, etc) must be finalised by the time a business case application is submitted unless an exception has been agreed to in writing by the department. Evidence of the resolution of all land-related issues must be provided with submission of the business case.

Land-related issues have the potential to significantly delay, or prevent, a project going ahead. Councils must be able to demonstrate that it has the right to access the project site to construct the project.

Councils must also be able to demonstrate that it (or another relevant party – see Section 4.3 Infrastructure ownership and management) can access the project site to operate and maintain the constructed infrastructure.

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3.1 Project site

Information in this section will be considered in relation to project eligibility and assessment of criterion 1: proposed solution.Provide the lot and plan number and street address for the project site or sites.

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3.2 Land ownership

Information in this section will be considered in relation to project eligibility and assessment of criterion 1: proposed solution.Provide details of the land owner and attach evidence of this to the application.

If the land is owned by the Queensland Government the application must identify the Queensland Government agency that is responsible for the land, e.g. Department of Natural Resources, Mines and Energy (DNRME).

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If the land is owned by another entity such as a private individual or a company, provide the name of the registered land title holder.

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3.2.1 Permitted use

Information in this section will be considered in relation to project eligibility and assessment of criterion 1: proposed solution.The identified project site may have restrictions on its permitted use, e.g. council zoning, land established as a reserve for a specific purpose.

If the project site has any restrictions on permitted use provide these details. If the permitted use is inconsistent with the proposed use of the project to be constructed, this must be addressed by council before submitting the business case.

Evidence of permitted use should be provided, such as a copy of a Land Title search, development approval documentation, or relevant approvals from the Department of Natural Resources, Mines and Energy. Projects must also be consistent with the relevant planning scheme.

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3.2.2 Native Title

Information in this section will be considered in relation to project eligibility and assessment of criterion 1: proposed solution.Provide details about the Native Title status of the project site and relevant evidence.

Native Title describes the bundle of rights and interests held by Aboriginal people and Torres Strait Islander people and must be addressed prior to the commencement of all land and resource dealings. No project can proceed without appropriately considering Native Title and satisfying the requirements of the Commonwealth Native Title Act 1993 (NTA).

Until you carry out a Native Title assessment, you will not know whether Native Title still exists over the proposed dealing area or how to address it. The Queensland Government has prepared Native Title work procedures to assist in your assessment and ensure the dealing is valid in relation to Native Title (https://www.dnrm.qld.gov.au/qld/atsi/native-title-work-procedures).

Any dealing that invalidly deals with Native Title could result in the party being liable for compensation being sought from the Native Title holders for the extinguishment or impairment of Native Title rights and interests arising from ‘compensable acts’.

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3.3 Site preparations

Information in this section will be considered in relation to assessment criterion 1: proposed solution.Please advise if the project site is ready for construction and describe the current state of the project site.

If the project site is not ready for construction, please outline what site preparation works are required before construction can commence and how long council expects this work to take place.

Supporting documentation, such as photos, plans and maps, and other evidence should be referenced and included as appendices.

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4.0 Project scope4.1 Scope of works

Information in this section will be considered in relation to assessment criterion 1: proposed solution.Please provide a detailed description of all activities included in the project including pre-construction, construction and commissioning. Clearly identify which activities are in scope and out of scope. This information will define the deliverables of the project and help facilitate effective management of the project should funding be approved.

All project works that are in scope and form part of the project for which Building our Regions funding is being sought should be listed and described in section 4.1.1. NOTE: In scope works may include both those that are eligible costs and those that are ineligible costs.

It is important to also specify any works or activities that are out of project scope. Out of scope works may include those that are associated with the project but not part of the works for which Building our Regions funding is sought. Such work may pose significant risks to the project if they are not carried out or completed and these risks need to be recognised and managed. This also assists in managing and avoiding scope creep.

All project works that are out of scope and not included in the application for Building our Regions funding should be listed and described in section 4.1.2.

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4.1.1 In scope

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4.1.2 Out of scope

4.2 Project sustainability

Information in this section will be considered in relation to assessment of criterion 1: proposed solution.Provide details of any environmental, sustainability, and low emission technology, materials or processes that will be part of the design/construction or operation of the infrastructure.

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4.3 Project timeframes and deliverables

Information in this section will be considered in relation to assessment criterion 1: proposed solution.A Gantt chart or detailed project delivery schedule identifying anticipated timeframes for all activities relating to delivery of the project must be submitted with the business case application. Such activities may include detailed design, obtaining development approvals, permits and licences, land acquisition, tendering, material procurement, construction, and commissioning.

In addition, please complete the table below with high level details about the project stages and activities.

Please note that this should only include work that is in scope of the project.

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A detailed Gantt chart [OR] project delivery/works schedule is attached. [Delete whichever does not apply]

Project activity Start date End date

E.g. Tender process 20/01/2020 28/02/2019

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4.4 Infrastructure ownership and management

Information in this section will be considered in relation to assessment criterion 2: value for money / project benefits.Councils are required to provide evidence that the ongoing operation, maintenance and replacement costs of the project can be funded. Please outline how council plans to manage and fund the ongoing operation, maintenance and replacement costs associated with this project. Referring to infrastructure being included in asset management plans is not sufficient.

If council will not own the completed infrastructure, or be directly responsible for the operation or maintenance of the infrastructure, provide details below about who will own or be responsible for the infrastructure, and what arrangements council has made / is making to guarantee the continued operation of the infrastructure.

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4.4.1 Infrastructure ownership

4.4.2 Infrastructure management

Whole-of-life costs $ per year Funding source

Maintenance

Operational

Rehabilitation / Replacement

5.0 Project management5.1 Key personnel

Information in this section will be considered in relation to assessment criterion 1: proposed solution and due diligence.Please provide relevant details of key personnel, including the nominated project manager, below and attach copies of CVs. Council will also provide this information as part of the business case application submitted through the online portal.

Key personnel for the project must have the capabilities, skills and expertise to successfully deliver the project.

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Full name Project Role Key skills

Project Manager

5.2 Specialist expertise

Information in this section will be considered in relation to assessment criterion 1: proposed solution.Please provide details of any specialist organisations or agencies that have been contracted or engaged to deliver any components of this project.

If specific organisations have not yet been engaged, please describe the particular skills or expertise that will be required for the project and how they will be sourced.

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5.3 Project delivery

Information in this section will be considered in relation to assessment criterion 1: proposed solution.Please describe how the project will be delivered, including details about the delivery of individual stages of the project. Expand on the roles and responsibilities of the key personnel identified in sections 5.1 and 5.2.

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5.4 Regulatory requirements

Information in this section will be considered in relation to assessment criterion 1: proposed solution.Local governments are responsible for complying with relevant legislative requirements, and securing the necessary approvals with the appropriate regulatory agencies.

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Please list all regulatory and other approvals/permits/licences/authorities, etc required for construction and operation of the infrastructure and indicate current status.

Include additional explanatory information after the table if required. Council will also be asked to include this information in the business case application completed in the online portal.

The Queensland Government may assist where its powers under existing legislation, such as the State Development and Public Works Organisation Act 1971 or the Queensland Reconstruction Authority Amendment Act 2013 are relevant.

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Approval (licence/permit /authority/etc) required

Name of regulatory agency

Approved/not approved

Actions being taken and likely timeframe of approval

5.5 Project constraints

Information in this section will be considered in relation to assessment criterion 1: proposed solution.Please detail anything that may impact or restrict the delivery of the project. This may include restrictions on budget or funding, political or community issues, limited resources to work on the project, personnel, contractors, timing or any other constraints that may impact or affect the project.

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6.0 Project budget6.1 Project costs

Information in this section will be considered in relation to assessment criterion 1: proposed solution.

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Please complete the project cost breakdown at Appendix A identifying all costs associated with construction of the project. Council will also provide this information as part of the business case application submitted through the online portal.

Include all project costs and indicate how these costs will be distributed between the financial contributors to the project. It is recommended that a contingency of up to a maximum of 15 per cent also be included.

Additional detail about the cost breakdown can also be provided here if required.

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Refer to Project cost breakdown at Appendix A.

6.2 Cash flow forecast

Information in this section will be considered as part of the due diligence carried out on the project.Please complete the project cash flow forecast template (available from www.dsdmip.qld.gov.au/buildingourregions or the online portal) and attach the Excel version to the business case application for submission through the online portal.

DO NOT EDIT OR DELETE THE FORMULAS IN THE TEMPLATE.The cash flow must identify total revenue and list all expenditure items to show net cash flow related to construction of the project. All project costs listed should be exclusive of GST.

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Refer to [insert the attachment number/name of the cash flow forecast provided with the application]

6.3 Cost management

Information in this section will be considered as part of the due diligence carried out on the project.Please outline how the project costs will be managed and reported on within council.

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7.0 Project risk managementInformation in this section will be considered in relation to assessment criterion 1: proposed solution and as part of project due diligence.Risks include major factors which could significantly influence the timing, cost or scope of the project and associated work. At a minimum, risks must be rated as high, medium or low. Councils must

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specify the likelihood of those risks occurring and ensure that adequate and suitable risk mitigation strategies are in place.

Councils must complete the risk identification and mitigation table below addressing all risks linked to this project. Additional detail about any of the identified risks can also be provided in the field below.

Examples of risks include:

planning assumptions costs cultural heritage Native Title resumption of land public consultation geotechnical / soil test environmental management flooding quality standards political design risks constructability traffic management project funding utility services workforce considerations safety.

Examples of risks, ratings and mitigation strategies

Risk Risk level Likelihood Mitigation strategyCosts exceed Council's funding capacity

H U Contract will include clauses regarding cost escalation and associated penaltiesContingency included in the budget to accommodate minor deviations in construction costs

Capability to deliver within project timeframes / construction delays

M P Contract will include project timeframesPenalty rates will apply if the contractor fails to meet obligated timeframes

Approval timeframes for works within a restricted area (airport)

H L Ensure liaison with relevant regulatory authority early and throughout the project

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7.1 Risk identification and mitigation strategy

Risk identification – major factors which could significantly influence the timing, cost or scope of the work.

Risk Level: High (H) Medium (M) Low (L)

Likelihood: Likely (L) Possible (P) Unlikely (U)

Risk Risk level

Likelihood

Mitigation strategy

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Risk Risk level

Likelihood

Mitigation strategy

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APPENDIX A: Project cost breakdownProject item Program

funds sought ($)

Council contribution ($)

Other contributions ($)

Total item cost ($)

Construction costs

Building escalation (if not included in quote)

Professional fees

Statutory fees and charges (note these are ineligible cost items and must be funded by council or other contributions)

Other (please specify)

Contingency (allow maximum 15%)

Total project cost

All costs to be ex GST. Add additional rows if required.

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Department of State Development,Manufacturing, Infrastructure and PlanningPO Box 15009 City East Qld 4002 Australiatel 13 QGOV (13 74 68)info@dsdmip.qld.gov.auwww.dsdmip.qld.gov.au