Contractor Excel Template 42144 | School Led Project Forms

Partial file snippet.

Sheet 1: Core Project Info

	
	
	
	
	
	
	
	
	
	
	
	
	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Project Input Page
		

		

		

		

		

		

		

		

	
	
		SUMMARY
		

		

		

		

		

		

		

		

		

		

	
	
		School number
		

		

		

		

		

		

		

		

		

		

		

	
	
		Project number
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Initiation date*
		

		

		*Date the project begins
		

		

		

		

		

		

		

		

		

		

		

	
	
		School name
		

		#N/A
		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		Project description
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		PROJECT TEAM
		

		

		

		

		

		

		

		

	
	
		Will a project manager be employed?
		

		Yes
		(choose Y/N)
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Project manager
		

		

		Phone
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		School representative
		

		

		Phone
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		Board of Trustees lead
		

		

		Phone
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Property advisor
		

		

		Phone
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Other consultants
		

		

		Phone
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		Phone
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CONTRACTORS
		

		

		

		

		

		

		

		

	
	
		Lead Contractor
		

		

		Phone
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Tender 1 (Unsuccessful)
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		Tender 2 (Unsuccessful)
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		SCOPE OF WORK
		

		

		

		

		

		

		

		

	
	
		Block/Asset name
		Scope of work (e.g. Re-roof)
		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		Add lines as required
		

		

		

		

		

		

		

		

		

		

		

		

	
	
		PROJECT PLAN
		Allocation
		

		

		

		

		

		

		

		

	
	
		Phases
		Baseline Start date
		Baseline Finish Date
		Target Start Date
		Target Finish Date
		Actual Start Date
		Actual Finish Date
		

		NB:
		

		

		

		

		

		

	
	
		Planning*
		

		

		

		

		

		

		

		Baseline = planned date at the beginning of the project
		

		

		

		

		

		

	
	
		Design
		

		

		

		

		

		

		

		Target = adjusted dates frollowing any re-baseline of the project
		

		

		

		

		

		

	
	
		Build
		

		

		

		

		

		

		

		Actual = when the event took place
		

		

		

		

		

		

	
	
		Close out
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		*NB the start of the planning phase is the start date entered above as initiation date
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CHECKLIST ITEM DATES
		

		

		

		

		

		

		

		

	
	
		Items
		Baseline date
		

		NB:
		

		

		

		

		

		

	
	
		Professional services procured
		

		

		Baseline = planned date at the beginning of the project
		

		

		

		

		

		

	
	
		Design concept
		

		

		

		

		

		

		

		

		

	
	
		Developed design etc
		

		

		

		

		

		

		

		

		

	
	
		Procurement plan
		

		

		

		

		

		

		

		

		

	
	
		Tender called
		

		

		

		

		

		

		

		

		

	
	
		Procurement recommendation
		

		

		

		

		

		

		

		

		

	
	
		Health & Safety evaluation
		

		

		

		

		

		

		

		

		

	
	
		Practical completion etc
		

		

		

		

		

		

		

		

		

	
	
		Code of compliance
		

		

		

		

		

		

		

		

		

	
	
		PROJECT BUDGET (all amounts GST exclusive)
		

		

		

		

		

		

		

		

	
	
		Funding source (cost centre)
		Type (capital/expense)
		Type (investment/donation)
		Financial Year
		Total
		

		

		

		

		

		

		

		

	
	
		
		Ministry supplies these codes when funding is approved
		

		 Capital 
		 Investment 
		

		

		

		

		

		

		

		

		

		

	
	
		

		 Capital 
		 Investment 
		

		

		

		

		

		

		

		

		

		

	
	
		

		 Capital 
		 Investment 
		

		

		

		

		

		

		

		

		

		

	
	
		

		 Capital 
		 Investment 
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		Ministry funding already in place (check with MOE School Property Advisor/Officer)
		

		

		

		

		

		

		

		

		

	
	
		Total Ministry funding (excluding GST)
		$0.00
		

		

		

		

		

		

		

		

	
	
		NB: a donation from the BOT or third party does not necessarily represent an ownership stake in the asset
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		BOT contribution
		Contribution
		

		

		

		

		

		

		

		

	
	
		Total BOT contribution
		

		

		

		

		

		

		

		

		

	
	
		Third Party Funding - Party name
		Contribution
		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		Total Third Party funding (excluding GST)
		 $-   
		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		ESTIMATED COSTS
		

		

		

		

		

		

		

		

	
	
		 Recommended tender 
		

		

		

		

		

		

		

		

		

	
	
		 Consultant fees (design and construction) 
		

		

		

		

		

		

		

		

		

	
	
		 Consent fees 
		

		

		

		

		

		

		

		

		

	
	
		 Contingency 
		

		

		

		

		

		

		

		

		

	
	
		Add rows if necessary
		

		

		

		

		Total project budget
		 $-   
		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		COST ALLOCATIONS**
		

		**Basis of Cost Allocations
		

		

		

		

		

		

	
	
		 Mott McDonald 
		

		

		The following table sets out the basis of estimated charges to be included in project budgets.
		

		

		

		

		

		

	
	
		 Design Review 
		

		

		Cost element
		Basis of charge
		Cost estimate*
		Definition
		

		

		

	
	
		 Construction insurance 
		

		

		Mott McDonald
		Review time incurred
		Variable depending on the scale and nature of the project.
		Ministry-managed weather-tightness reviews
		

		

		

	
	
		 Ministry direct costs 
		

		

		

		

		Allow $5,000 (unless more detailed estimate available)
		

		

		

		

	
	
		

		

		

		

		

		Total costs
		 $-   
		

		Design review
		Standard rates determined by Strategy and Policy
		Master Plan/Concept: $4,500
		The design review costs are in those cases where the designs go to a panel review as an assurance step to confirm that the designs meet spec and fit for purpose etc. 
		

		

		

	
	
		NB: procurement components will be captured in tender or in contingency
		

		

		

		

		

		

		

		

		

		Desktop: $3,000
		

		

		

	
	
		FORECAST EXPENDITURE
		

		

		

		Preliminary: $5,400
		

		

		

	
	
		Year
		July
		Aug
		Sept
		Oct
		Nov
		Dec
		

		

		

		Developed: $6,000
		

		

		

		

	
	
		Amount
		

		

		

		

		

		

		

		

		

		Detailed: $6,000
		

		

		

		

	
	
		Year
		Jan
		Feb
		Mar
		Apr
		May
		Jun
		

		Construction insurance
		Projects  <$10m: standard rate
		Contracts < $10m: 0.15% of project value
		Insurance
		

		

		

	
	
		Amount
		

		

		

		

		

		

		

		

		Projects  >$10m: individually assessed
		Contracts >$10m: per quote
		

		

		

		

	
	
		Year
		July
		Aug
		Sept
		Oct
		Nov
		Dec
		

		Ministry direct costs
		Percentage of capital project value: %’s estimated from relevant capital and operating budgets and estimates of staff time dedicated to capital projects
		Ministry-led: 3% of project value
		Ministry Direct Costs are those people costs that can be capitalised to the project. This is calculated within the Ministry at a later stage
		

		

		

	
	
		Amount
		

		

		

		

		

		

		

		

		

		New Sites: 1.5% of project value
		

		

		

	
	
		Year
		Jan
		Feb
		Mar
		Apr
		May
		Jun
		

		

		

		School-led: 1.5% of project value
		

		

		

	
	
		Amount
		

		

		

		

		

		

		

		*The estimated cost of the allowances will be reviewed and updated periodically. For example, DRP rates are currently under review (Nov 2016).
		

		

		

		

		

		

	
	
		PROCUREMENT FINANCIALS (list estimated procurement componenets)
		

		

		

		

		

		

		

		

	
	
		COMPONENTS
		Code
		Value
		

		

		

		

		

		

		

		

	
	
		Project management
		2.1
		

		

		

		

		

		

		

		

		

	
	
		Design
		2.2
		

		

		

		

		

		

		

		

		

	
	
		Site works & demolition
		2.3
		

		

		

		

		

		

		

		

		

	
	
		Construction
		2.4
		

		

		

		

		

		

		

		

		

	
	
		Other building costs
		2.5
		

		

		

		

		

		

		

		

		

	
	
		Contingency sum
		N/A*
		

		

		

		

		

		

		

		

		

	
	
		

		*NB this is not coded in K2
		Total value
		 $-   
		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Delegated financial authority
		

		

		

		

		

		

		

		

		

	
	
		Role title
		

		

		

		

		

		

		

		

		

	
	
		Signed*
		

		

		

		

		

		

		

		

		

		

		

	
	
		Date
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Project Manager
		

		

		0
		

		

		

		

		

		

		

		

	
	
		Signed*
		

		

		

		

		

		

		

		

		

		

		

	
	
		Date
		

		

		

		

		

		

		

		

		

		

		

		

		

	



Sheet 2: Design Cert

	
	
	
	
	
	
		

		

		

		

		

		

		

		

		

	
	
		Design Certificate
		
	
		

		

		
	
		
		Martin:
ALL projects? Or are there some that do not require this form? Need to be more specific or refer to other info. 
		This form must be completed for all projects and forwarded to the Property Advisor at the Ministry of Education (Ministry). 'Design' denotes detailed design plans, specifications, scope of work or any other form of documentation that outlines the requirements of the project prior to work starting.
		
	
		
	
		

		
	
		School number
		0
		

		

		

		

		Project number
		0
		

	
	
		School name
		#N/A
		

		

		
	
		Description of works:
		
	
		0
		
	
		
	
		
	
		IMPORTANT - All projects must have a project manager. All projects requiring a building consent must have a professional project manager. If there is only a project manager (professional or nonprofessional) engaged on a project, that person must complete PART A and confirm that the design has been prepared in accordance with all applicable legislation and standards, including the relevant ministry design requirements. If there are other Consultants engaged on the project, then each of these persons must Complete PART B and provide design certification for the work they are Responsible for, with the project manager responsible for the collation of these certificates and attaching them to this form. (In some cases the project manager may have to provide a design certification and collate the certificates from other consultants if they are involved in both management and design).
		
	
		
	
		
	
		
	
		
	
		
	
		
	
		PART A - Project manager with no other consultants
		
	
		I confirm that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all applicable legislation and standards, including the relevant Ministry design requirements in the Property pages website (property.govt.nz).  Where the consultant contracted to provide the design service(s) is a limited liability company, this certificate is signed on behalf of the company only.  The signatory does not accept any personal liability for its contents.  The Ministry and the board of trustees agrees that any claim arising out of or in connection with this certificate in contract, tort or otherwise may only be pursued against the company and not against the signatory personally. This certification is not to be construed as a guarantee.
		
	
		
	
		
	
		
	
		
	
		

		
	
		Name of Project Manager
		0
		

	
	
		Signed*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		PART B - Project manager with other consultants
		
	
		I confirm that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all applicable legislation and standards, including the relevant Ministry design requirements in the Property pages website (property.govt.nz).  Where the consultant contracted to provide the design service(s) is a limited liability company, this certificate is signed on behalf of the company only.  The signatory does not accept any personal liability for its contents.  The Ministry and the board of trustees agrees that any claim arising out of or in connection with this certificate in contract, tort or otherwise may only be pursued against the company and not against the signatory personally. This certification is not to be construed as a guarantee.
		
	
		
	
		
	
		
	
		
	
		

		
	
		1. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
		
	
		Name of Consultant/Designer/company
		0
		

	
	
		Nature of design work completed
		

		

	
	
		Signature*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		2. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
		
	
		Name of Consultant/Designer/company
		0
		

	
	
		Nature of design work completed
		

		

	
	
		Signature*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		3. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
		
	
		Name of Consultant/Designer/company
		

		

	
	
		Nature of design work completed
		

		

	
	
		Signature*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		4. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
		
	
		Name of Consultant/Designer/company
		

		

	
	
		Nature of design work completed
		

		

	
	
		Signature*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		5. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
		
	
		Name of Consultant/Designer/company
		

		

	
	
		Nature of design work completed
		

		

	
	
		Signature*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		6. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
		
	
		Name of Consultant/Designer/company
		

		

	
	
		Nature of design work completed
		

		

	
	
		Signature*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		I confirm that all design consultants contracted to provide design services on this project have made the required certifications above.
		
	
		
	
		Name of Project Manager
		

		

	
	
		Signed*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		*Can be a digital signature (for more information view the following Youtube clip)
		https://youtu.be/iJXxpuuNL7s
		



Sheet 3: Observation Cert

	
	
	
	
	
	
		

		

		

		

		

		

		

		

	
	
		Construction Observation Certificate
		
	
		This form must be completed for all projects and forwarded to the Property Advisor. 'Construction' denotes any work that has been undertaken, or the ordering of any product or service.
		
	
		
	
		School number
		

		

		
	
		School name
		N/A
		

	
	
		Description of work that has been undertaken and observed:
		
	
		0
		
	
		
	
		
	
		Observation Certification
		
	
		I or personnel under my control have carried out periodic reviews of the work appropriate to the engagement and, based on this periodic observation of the work and the certifications listed below from the contractors and/or subcontractors and/or other consultants, believe on reasonable grounds that the works have been completed in accordance with the approved design to which the Design Certificate relates.  These certifications are listed fully here for completeness:
		
	
		
	
		
	
		
	
		Name of Signatory
		

		
	
		Company (if applicable)
		

		
	
		Signature*
		

		
	
		Date
		

		

		
	
		Name of Signatory
		

		
	
		Company (if applicable)
		

		
	
		Signature*
		

		
	
		Date
		

		

		
	
		Name of Signatory
		

		
	
		Company (if applicable)
		

		
	
		Signature*
		

		
	
		Date
		

		

		
	
		Name of Signatory
		

		
	
		Company (if applicable)
		

		
	
		Signature*
		

		
	
		Date
		

		

		
	
		Where the project manager/consultant providing the observation service(s) is a limited liability company, these certifications are signed on behalf of the company only.  The signatory does not accept any personal liability for its contents.  The Ministry agrees that any claim arising out of or in connection with this certificate in contract, tort or otherwise may only be pursued against the company. This certification is not to be construed as a guarantee.
		
	
		
	
		
	
		

		
	
		Name of Project Manager
		

		

	
	
		Signed*
		

		

	
	
		Date
		

		

		

	
	
		

		
	
		*Can be a digital signature (for more information view the following Youtube clip)
		https://youtu.be/iJXxpuuNL7s

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...Sheet core project info input page summary school number initiation date the begins name na description team will a manager be employed yes choose yn phone representative board of trustees lead property advisor other consultants contractors contractor tender unsuccessful scope work blockasset eg reroof add lines as required plan allocation phases baseline start finish target actual nb planning planned at beginning design adjusted dates frollowing any rebaseline build when event took place close out phase is entered above checklist item items professional services procured concept developed etc procurement called recommendation health amp safety evaluation practical completion code compliance budget all amounts gst exclusive funding source cost centre type capitalexpense investmentdonation financial year total ministry supplies these codes approved capital investment already in check with moe advisorofficer excluding donation from bot or third party does not necessarily represent an own...

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Design Certificate

Martin: ALL projects? Or are there some that do not require this form? Need to be more specific or refer to other info. This form must be completed for all projects and forwarded to the Property Advisor at the Ministry of Education (Ministry). 'Design' denotes detailed design plans, specifications, scope of work or any other form of documentation that outlines the requirements of the project prior to work starting.


School number	0		Project number	0
School name	#N/A
Description of works:
0


IMPORTANT - All projects must have a project manager. All projects requiring a building consent must have a professional project manager. If there is only a project manager (professional or nonprofessional) engaged on a project, that person must complete PART A and confirm that the design has been prepared in accordance with all applicable legislation and standards, including the relevant ministry design requirements. If there are other Consultants engaged on the project, then each of these persons must Complete PART B and provide design certification for the work they are Responsible for, with the project manager responsible for the collation of these certificates and attaching them to this form. (In some cases the project manager may have to provide a design certification and collate the certificates from other consultants if they are involved in both management and design).






PART A - Project manager with no other consultants
I confirm that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all applicable legislation and standards, including the relevant Ministry design requirements in the Property pages website (property.govt.nz). Where the consultant contracted to provide the design service(s) is a limited liability company, this certificate is signed on behalf of the company only. The signatory does not accept any personal liability for its contents. The Ministry and the board of trustees agrees that any claim arising out of or in connection with this certificate in contract, tort or otherwise may only be pursued against the company and not against the signatory personally. This certification is not to be construed as a guarantee.





Name of Project Manager		0
Signed*
Date

PART B - Project manager with other consultants
I confirm that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all applicable legislation and standards, including the relevant Ministry design requirements in the Property pages website (property.govt.nz). Where the consultant contracted to provide the design service(s) is a limited liability company, this certificate is signed on behalf of the company only. The signatory does not accept any personal liability for its contents. The Ministry and the board of trustees agrees that any claim arising out of or in connection with this certificate in contract, tort or otherwise may only be pursued against the company and not against the signatory personally. This certification is not to be construed as a guarantee.





1. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
Name of Consultant/Designer/company		0
Nature of design work completed
Signature*
Date

2. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
Name of Consultant/Designer/company		0
Nature of design work completed
Signature*
Date

3. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
Name of Consultant/Designer/company
Nature of design work completed
Signature*
Date

4. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
Name of Consultant/Designer/company
Nature of design work completed
Signature*
Date

5. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
Name of Consultant/Designer/company
Nature of design work completed
Signature*
Date

6. As a suitably qualified design professional authorised to confirm work, signed for and on behalf of
Name of Consultant/Designer/company
Nature of design work completed
Signature*
Date

I confirm that all design consultants contracted to provide design services on this project have made the required certifications above.

Name of Project Manager
Signed*
Date

*Can be a digital signature (for more information view the following Youtube clip)			https://youtu.be/iJXxpuuNL7s


Construction Observation Certificate
This form must be completed for all projects and forwarded to the Property Advisor. 'Construction' denotes any work that has been undertaken, or the ordering of any product or service.

School number
School name	N/A
Description of work that has been undertaken and observed:
0


Observation Certification
I or personnel under my control have carried out periodic reviews of the work appropriate to the engagement and, based on this periodic observation of the work and the certifications listed below from the contractors and/or subcontractors and/or other consultants, believe on reasonable grounds that the works have been completed in accordance with the approved design to which the Design Certificate relates. These certifications are listed fully here for completeness:



Name of Signatory
Company (if applicable)
Signature*
Date
Name of Signatory
Company (if applicable)
Signature*
Date
Name of Signatory
Company (if applicable)
Signature*
Date
Name of Signatory
Company (if applicable)
Signature*
Date
Where the project manager/consultant providing the observation service(s) is a limited liability company, these certifications are signed on behalf of the company only. The signatory does not accept any personal liability for its contents. The Ministry agrees that any claim arising out of or in connection with this certificate in contract, tort or otherwise may only be pursued against the company. This certification is not to be construed as a guarantee.



Name of Project Manager
Signed*
Date

*Can be a digital signature (for more information view the following Youtube clip)		https://youtu.be/iJXxpuuNL7s

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