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.
