Project management and maintenance

Requirements for design documentation, technical information, maintenance and liability

Documentation

The submission of design documentation and technical specifications for each item (where applicable), is to include, but not be limited to:

Approvals, searches, compliant drawings and documentation – written compliance with relevant legislation, Australian Standards and corporate documents (including specifications and access and mobility requirements)
Preliminary site setup (refer LIM category) – compliance with safety, tree protection, erosion and sediment control measures
Technical information – the manufacturer’s product, installation, inspection, warranties and maintenance information
Materials – specification of materials
Schedule of finishes
Engineered design and any required certifications
Unusual requirements for handling or installation and competency requirements
Workplace health and safety plan, where applicable
Environmental Management Plan (EMP) and/or erosion and sediment control plan, where applicable.

Practical completion – technical information to be supplied:

At practical completion, the contractor must supply full technical specifications, including but not limited to:

Certification – inspections, final approvals and documentation
As constructed drawings and specifications which should detail the location of any sub-surface services (e.g. drainage, electrical)
Operational manuals – inspection/maintenance details including parts and service manuals, and manufacturer’s guarantees
Construction and/or maintenance tools including non-standard maintenance tools for bolt tightening and replacement parts
All required signage should be installed prior to hand-over of the asset, where applicable
Manufacturer’s guarantees/warranties and any other documents or items, including quality management compliance and accreditation.

Maintenance period and/or defects liability period

Developer delivered assets

The development maintenance period and requirements are nominated in the conditions of approval (decision notice).

Council delivered assets

The maintenance period and requirements are nominated in the letter of appointment of contractor (contract).

Prior to the end of the pre-determined maintenance period or defects liability period, a ‘pre-handover inspection’ should be conducted by an authorised council officer. The following items will apply:

Compliance Audit
Rectification Action Plan (RAP) is provided identifying any faults and non-compliance
RAP items are to be rectified prior to handover.

Note: As-constructed drawings and ADAC file must be submitted at practical completion. GIS require this information to update their records on the asset register and other sources.

Documentation – additional shade sail documentation

In addition to the standard documentation listed above, the submission of shade sail documentation and technical specifications for each item (where applicable), is to include, but not be limited to:

specifications – detailed requirements are contained in the attached LIM Specifications.
detailed design with dimensioned drawings – illustrating equipment details, plan view, elevations and levels. These drawings must show the relationship of shade sails to any other equipment or elements including trees, to be constructed in the area. Drawings must detail:
- location of posts and minimum fall zone dimensions for adjacent play space equipment.
shade diagram
shade sail details – installation manuals and documentation outlining:
- the need for any special tools, lifting devices, space required for installation and correct orientation.
- details of the required foundations/footings – anchorage in the ground and design and location of the foundation/footings.
- the standard of resistance to static electricity, fire and ultraviolet radiation and their rating in relation to particular materials and colours used.
- specification and availability of shade sail spare parts.
anti-climb vandal barrier – specification.
treatment of materials (e.g.) galvanisation.
certified engineering drawings – (including footing designs) and geotechnical report.
building approval – for equipment over 3.0 m in height and shade sails.

During construction – additional shade sail requirements

During construction, the contractor must supply technical information including but not limited to:

submit installer’s statements – verifying that the substrate is satisfactory for receiving the installation.
confirmation of footing compliance – with engineer’s specifications and that concrete enclosed steelwork is unpainted, free from all loose rust, loose mill scale, dirt, oil, grease.

Practical completion – additional shade sail technical information to be supplied

In addition to the standard information listed above, at practical completion, the contractor must supply technical specifications for each item in the play space/designated area footprint and including but not limited to:

certification – inspections, final approvals and documentation from a certified compliance engineer detailing:
- that the design, construction and installation of the shade sails are undertaken to the manufacturers specifications and comply with Australian Standards and all other relevant statutory requirements codes, regulations and standards.
- building approvals.
equipment installation, inspection and maintenance – the manufacturer should supply product installation, inspection and maintenance information for each item of equipment, illustrated where possible. It should also include:
maintenance requirements – the manufacturer’s instructions will specify the type, frequency and methods of the inspections and maintenance regime and if a particular level of competence is necessary for inspection and/or maintenance.
specific maintenance requirements for the membrane, structure and components.
running-in requirements e.g. tightening of fastenings.

Defects liability period and/or maintenance period

In addition to the pre-determined period after practical completion of a project, when the contractor is responsible for making good any faults is to be:

the supplier should maintain the shade structure, including tensioning of the sails, for 3 months following completion of construction.
- Post construction adjustments to sail tension etc. should be carried out or be directly supervised by personnel with demonstrated qualifications, competency and experience.

Disclaimer

Information contained in this document may change without notice and you should use the current material available from Council’s website and not rely on material previously printed or stored by you.

All figures and diagrams are intended to be used as an aid to design and include Council’s preferred elements but they are not intended to be prescriptive and may need to be varied as dictated by site specific factors. While Council has exercised reasonable care in preparing this document, it does not warrant or represent that it is accurate or complete. The Council will not accept responsibility for any loss, damage, cost or expense that you may incur as a result of the use of or reliance upon any material contained in this document.

This document is produced to convey general information and is not intended to constitute advice whether professional or legal. Any reference to legislation in this document is not an interpretation of the law. It is to be used as a guide only. Consult relevant authority websites for current documents, revisions and amendments.

Where a particular product or supplier is profiled in this document, Council is NOT nominating this product or supplier as the selected choice. Product/supplier information has been provided to allow users to source products which contain the correct elements required for Council embellishments. Each product profiled states ‘or equivalent’ which means that different products may be supplied provided they satisfy the identified performance criteria, recommended standards, equal access guidance and product specifications.

Product design, manufacture and installation requires appropriately qualified people to provide site specific solutions to ensure the embellishment is appropriately adapted to local conditions and data.

This document does not override requirements stipulated in a development approval. Project specific variations may be appropriate as a result of site, environmental or other constraints. Any variations to these standards must be approved in writing by council prior to commencement of variation works. Components of this document may be used within a contract document but users should undertake their own investigations to confirm the information is suitable for this purpose.

Drawings contained in this document are NOT FOR CONSTRUCTION.

Details in this document are deemed to be the minimum standard and the user may wish to apply a higher standard subject to approval by council.

Shade sails