​​Agency roles and responsibilities

The lead agency can't successfully deliver or operate the building without the cooperation and support of the participating agencies.

Lead agency

Project delivery phase responsibilities

• Hold the Head Lease with the developer.
• Deliver Development Agreement (DA) milestones.
• Manage the relationship with the landlord or developer.
• Manage the relationship with the Project Consultancy Team and Main Contractor, providing design direction and formal approvals at major milestones (SHF, MCHF, Soft fit-out).
• Manage the construction process.
• Manage the project workstreams (ICT, Health & Safety, Security, Finance, People and change).
• Manage and coordinate security assessments for the building.
• Chair and administer the Operational Group.
• Work with partner agency representatives to ensure functional requirements in the building can be met.
• Manage the procurement processes for the goods and services provided.
• Lead security provision for collaborative spaces
• Comprehensive threat assessment of location and building
• Facilitate communication platforms for sharing project information with local users (co-location user meetings and others as required).
• Coordinate overarching move logistics, like dates, access for participating agencies and building day 1 support activities as agreed with partner agencies.
• Coordinate building opening and blessing.

Building operation responsibilities

• Manage building management resources like receptionist and facilities manager.
• Take on the role of lead person conducting a business or undertaking (PCBU) for the physical environment.
• Establish new agency on-boarding procedures.
• Establish and manage governance structures for the operation of the building.
• Implement and manage financial processes like invoicing.
• Set up regular reporting structures to the participating agencies on operational spend.
• Manage shared building resources and services provided as part of the co-location agreement.
• Cooperate with Health and Safety working groups for the building.
• Maintain a safe and secure physical environment for all occupants.
• Establish and maintain relevant documentation to support the operation of the building. This includes a site emergency plan, incident management plans and building user guides.
• Establish and manage communication channels for building and technology infrastructure notifications.

Participating agencies

Project delivery phase responsibilities

• Provide review and feedback on design prior to major milestones.
• Participate in the project’s operational group.
• Actively participate in project workstreams (ICT, Health & Safety, Security, Finance, People and change).
• Provide input into procurement process for goods and services provided (as agreed by the co-location).
• Manage relationships with internal stakeholders like PSA delegates, local users, non-local senior management and HR.
• Manage internal parallel change projects - for example, changes in ICT, internal processes, and team and people resource changes.
• Manage internal communication channels for the project.
• Ensure local functional requirements are communicated to the lead agency, including providing direct contact with appropriate local stakeholders and agency specialists, for example in ICT or security.
• Manage security requirements for collaborative spaces
• Manage agency-specific communications with external stakeholders and vendors - like changes in vendor contracts or change of address notifications.
• Manage internal move and relocation processes.

Building operation responsibilities

• Actively participate in governance structures.
• Work in a cooperative way with the lead PCBU as a participating PCBU.
• Actively participate in health and safety working groups for the building.
• Provide input into the relevant operational documentation of the building.

GPG

Project delivery phase responsibilities

• Provide expertise and guidance on building search and evaluation.
• Comprehensive threat assessment of location and building (GPG-led projects only)
• Assist in building negotiations as required by the agencies.
• Sign-off on property acquisitions.
• Identify, promote and encourage commonalities to be leveraged, likeprocurement, design and infrastructure.
• Be an escalation point for disputes.
• Support co-locations to fill surplus space and manage exits and entries into the co-location.
• Endorse key project documentation, such a Project Initiation Documents (PIDs), accommodation briefs and business cases.
• Support the establishment of governance structures, MoUs and working arrangements.
• Make sure project support is available.

Building operation responsibilities

• Facilitate agency exits and entries.
• Be an escalation point for disputes.
• Provide a brokering service to help fill any surplus space.