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Procurement tips

  • Procurement will likely take different lengths of time depending on the amount. Consider this before giving the affected community, school, or businesses a date for delivery. Talk early and often to the team at your organisation that is responsible for the rules around procurement.
  • Consider purchasing equipment such as planters, bolt down speed humps, and other reusable equipment at a programme level or from a non-project specific budget. They will be used multiple times and separating these capital items out will reduce the per-project cost.
  • Some of the products used in delivering Innovating Street projects will not be commonly sourced by contractors. Being able to provide them with specific products, or better yet, the actual product, will simplify the contract.

Traffic Management Plan

If your project is making changes within a traffic lane, you’ll likely need a Traffic Management Plan (TMP). A TMP is a formal Council document that outlines how a project will deal with pedestrians, people on bikes, and traffic during construction, when changes are made in the road reserve, or for public events where access is changed (e.g. road closure). Generally, traffic management companies will prepare and seek approval (i.e. the paperwork) for the things they will deliver on site (i.e the cones, signs, personnel). But a TMP can also be a good opportunity to plan a celebration for your project starting or finishing. Consider extending your TMP to cover this event.

Below are some suggestions based on experience from the case studies and delivery of other temporary projects:

  • A TMP might take 2-4 weeks to prepare and get approved – ensure you leave time in the programme.
  • Get involved with the company preparing the TMP document. Talk them through the project and what you’re trying to achieve.
  • The company preparing the documentation for the TMP may not be the one setting out the equipment onsite. Make sure there will be someone on site who understands the project as things may be different to the TMPs they usually deliver.
  • Being onsite when the TMP is implemented is a great experience and your knowledge of the project on the day will help things run smoothly.

Get involved and enable your community as well

Get involved as much as you can in the lead up to the delivery of the project and in the delivery itself. This gives you an invaluable opportunity to interact with lots of parties and learn. Gaining information from the following groups will be useful anecdotal evidence and provide you with experience for future projects:

  • The TMP company
  • The contractor or team delivering the project
  • The local residents or businesses
  • People passing through the site who may not have knowledge of it yet

The implementation process can be a good opportunity to involve your community in the planting, the painting and the layout of your devices.

Maintenance

Maintenance is an important consideration for pilot and semi-permanent projects and is an easy thing to forget in the push to get the project off the ground. Temporary and reusable products that are designed to be moved or changed when needed are also, unfortunately, easier to move, steal, or vandalise.

If poorly maintained, a street innovation that was intended to be fun and practical can get negative attention and end up reducing support for future temporary projects.

Maintenance contracts for streets (e.g. condition and replacement of footpath, traffic lanes, street furniture, etc) and planting are often set for years in advance and may not be easy to amend or add to – particularly for items that may not be used elsewhere on the network. The points below are to help you think about maintenance for temporary projects and lessons learned from other temporary projects.

  • Think about maintenance early
  • If your project is benefiting a local business, school or section of the community (e.g. a Parklet), get them involved in discussions around maintenance. Getting their help with low-risk (i.e. done without needing to be in a traffic lane) maintenance tasks like maintaining plants, picking up rubbish, and moving lighter items will be low cost for the organisation and allow the community to feel some ownership of the change
  • Use staff from the organisation who frequently pass through the area, or community members to keep an eye on the project and report anything that looks out of place, particularly if unsafe
  • Talk to the maintenance team in your organisation about how they might maintain your project
  • The products being used may be more difficult to get on short notice
  • Planting is susceptible to theft vandalism and the elements. Species choice is important; cheap, hearty, low growing (e.g. not grow to obscure sight lines)
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