Practical completion, maintenance and handover

Documentation must be provided to the Council Representative for all hard landscape elements prior to Practical Completion Approval. 
Infrastructure Documentation requirements
Built Structures: Shade Shelters, Rotundas etc
  • Building Permit
  • As-built drawings for:
    • Architectural
    • Electrical
    • Structural
  • Certificates of Compliance
    • Engineering
    • Electrical
    • Plumbing
  • Lightning protection compliant with the Australian/New Zealand Standard AS/NZS 1768:2007
  • Materials details and colour scheme
  • Maintenance Schedule
  • Certificate of Occupancy/Final Certificate
Barbeques
  • Certificate of Compliance – Electrical
  • Utility connection – power
  • Weekly cleaning (minimum) maintenance regime
  • Transfer to Council’s preferred utility provider following handover at conclusion of two (2) year maintenance period
Lighting
  • Certificate of Compliance – Electrical
  • Utility connection – power
  • Transfer to Council’s preferred utility provider following handover at conclusion of two (2) year maintenance period
Boardwalks/Decks etc
  • Building Permit
  • Certificate of Compliance – Engineering
  • As-built construction plans
  • Materials Detail and Maintenance Schedule
Drink Fountains
  • Certificate of Compliance – Plumbing
  • Utility connection – water
  • Transfer to Council’s water account following handover at conclusion of maintenance period
PlayGrounds
  • Independent Play Space Audit
  • As-built drainage plans


Practical completion inspection

The Site Superintendent must contact the Council Representative to arrange for an inspection when all works have been completed in accordance with the approved plans. A minimum of ten (10) working days notice must be provided in order for the Council Representative to arrange preliminary inspections by the various Council Departments who will have future ownership or maintenance responsibility for assets within the reserve.

No partial Practical Completion approvals will be issued except in special circumstances and as previously agreed by Council. A signed, completed checklist, Appendix 1, must be submitted to Council before the arranged inspection date.

In addition to the construction documentation detailed at 12.1, the following items must be provided to Council prior to Practical Completion:

  • Hold Point Inspection documentation signed off and dated by the Site Superintendent.

  • As-built plans (in both PDF and DXF format).

  • Schedule of Quantities providing valuations for all assets forming part of landscaping works.

  • Maintenance Schedule for duration of the maintenance period.


Practical completion approval

When all appropriate documentation has been provided and the landscaping works have been completed to the Council Representatives’ satisfaction, the Council Representative will advise the Site Superintendent in writing of Practical Completion approval. In circumstances where Practical Completion is approved subject to minor rectification works, these works will need to be completed within four (4) weeks of the approval notification.

If landscaping works have not been completed to Council’s satisfaction, the Council Representative will advise the Site Superintendent in writing of further works required. When these works have been completed, the Site Superintendent will make a further appointment for the Council representative to revisit the site. Practical Completion Approval will only be issued when all works have been completed to the satisfaction of Council.

Notification of practical completion approval will include the expected date of final Handover (HO) which will be at such time when the site has been maintained for the duration of the maintenance period from the date of Practical Completion. Landscaping works are generally subject to a two (2) year maintenance period.

A maintenance log of all routine maintenance for the site must be available for inspection. This should generally be in accordance with the Maintenance Schedule provided prior at Practical Completion.


Maintenance obligations

The maintenance period will commence on the date of Practical Completion approval or upon the issue of the Statement of Compliance, whichever is the latter.

The nominated Site Superintendent is responsible for all maintenance on the site. The Site Superintendent must ensure that all works forming part of the endorsed plans are maintained in accordance with Maintenance Schedule provided at Practical Completion and that maintenance records are completed and submitted for the duration of the maintenance period. The Site Superintendent must provide a signed and dated Maintenance Checklist, Appendix 2, to Council every three (3) months during the maintenance period. Failure to provide this information or the provision of incorrect information may result in the extension of the maintenance period.

Council Representatives will regularly inspect the site during the maintenance period and any defects will be communicated to the Site Superintendent in writing. Works must then be completed within two (2) weeks or as specified by the Council Representative. Failure to complete the works in the specified timeframe may lead to the extension of the maintenance period.


Handover inspection

It is the responsibility of the Site Superintendent to contact the Council Representative to arrange a Handover inspection at the conclusion of the maintenance period. The Site Superintendent must provide a signed and dated Handover Checklist, Appendix 3, prior to the handover site meeting.

No handovers will be accepted (or handover inspection carried out) during the summer period, between 30 November and 1 March.


No partial handovers will be undertaken except in specific circumstances and as previously agreed by Council.

Any trees or plantings that are not up to the required standards must be replaced and monitored until such time as the Council Representative deems that the trees or plants are of an acceptable standard for handover. Proof of planting date must be supplied. In these instances, the maintenance period of two (2) years may need to be extended.

Upon the acceptance of the site by Council, notification of Handover Approval will be issued to the Site Superintendent. It is the obligation of the Site Superintendent to provide the Notification of Handover Approval to all relevant utility providers and have these accounts transferred to the City of Greater Geelong's preferred suppliers.


Bonds

Where landscaping works are not completed prior to Statement of Compliance for all, or a particular stage of a subdivision, the outstanding landscaping works as shown on the endorsed landscaping plan must be suitably bonded.

The estimate for the cost of incomplete landscaping works must be professionally costed by the Site Superintendent (or their Landscape Designers or Contractors) and then be submitted to the Council Representative for approval. The estimate must include a schedule of quantities for all outstanding works and shall be to the value of 125% of the total cost of outstanding works.

Prior to Practical Completion and the return of any outstanding works bonds, a maintenance bond must be provided to the value of 125% of the value of landscape maintenance of all the works for the duration of the maintenance period.

Figure 11: Reserve landscaping process

Figure 11: Reserve Landscaping Process
Click to Enlarge Image





Page last updated: Monday, 20 February 2017

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