Purpose

The Alpine Shire Council invites suitably qualified consultants to submit proposals for the consultation, design, and planning of a new multi-purpose community hub at Pioneer Park.

This facility will cater to the needs of local cycling clubs, support commercial operations, and provide essential amenities for all users.

Background

Pioneer Park has been identified in the Pioneer Park Sports and Recreation Master Plan 2024 as a priority location for a new community hub to serve Mystic Park and the broader community. The facility will provide much-needed clubrooms for the Alpine Cycling Club (ACC) whilst also facilitating commercial activities and enhancing user experience.

The hub will also include accessible toilets (with public access), showers, changing rooms and meeting rooms to support a diverse range of user groups.

With Mystic Park’s growing popularity for mountain biking, paragliding, trail running, and other outdoor sports, this facility is a strategic investment to support current and future needs. The development aligns with the Alpine Shire Council's commitment to sustainable infrastructure, best practice design, and community-driven planning.

Scope of Works

The successful consultant will undertake the following tasks:

1. Project Initiation and Stakeholder Engagement

Key Tasks:

• Facilitate a project initiation meeting with Alpine Shire Council representatives to clarify project objectives, timelines, and reporting requirements.

• Undertake a site assessment to determine best location within the site area (Figure 1) for the hub(s) along with any constraints, permits and approvals required.

• With Council Officers, develop a stakeholder engagement strategy identifying key stakeholders and outlining methods for gathering input from each group.

Key Stakeholders:

• Alpine Shire Council (Growth and Future Department, Assets and Engineering Department, and Events Team)

• Alpine Cycling Club (ACC)

• Mystic Park commercial operator

• Mystic Park user groups (paragliders, trail runners, event organisers, etc.)

• Other commercial operators that may include cycle shops, paragliding schools, outdoor shops, outdoor guides

• Any other identified government agencies such as DEECA, TLAWC,

• Executive and Councillors

Deliverables:

• Detailed stakeholder engagement plan

• Meeting agendas, minutes, and summary of key findings from initial consultations

Hold Point:

Approval of the stakeholder engagement plan by Council before moving to engagement.

2. Needs Assessment and Consultation

Key Tasks:

• Attend and lead workshops, interviews, and surveys with identified stakeholders to assess space and facility needs, fair-use policies, and accessibility requirements.

• Review relevant plans, guidelines, and best practices to inform facility requirements (e.g., accessibility standards, ESD benchmarks, etc.).

• Identify any permits or approvals required for the community hub (landowner consent, government agencies, building permits, planning permits, etc.)

Discuss uses for the remaining outdoor space within the site location surrounding the proposed facility to include landscaping, other recreation (i.e. a pump track) and outdoor seating with shading, whilst remaining a usable event space for Alpine Shire Council external events.

Deliverables:

• Comprehensive needs assessment report, including key requirements for clubrooms, commercial space, accessible amenities (toilets, showers), kitchen and café area, social areas, and large-scale event capabilities.

• Preliminary list of facility features aligned with stakeholder expectations and ESD principles.

• Documented list of permits and approvals required for construction.

Hold Point:

Review and approval of needs assessment report by Council and stakeholder representatives.

3. Preliminary Design Concepts

Key Tasks:

• Develop at least three preliminary design concepts, incorporating ESD principles, accessibility standards, and input from the needs assessment.

• Ensure concepts include:

   o Clubrooms for Alpine Cycling Club

   o Commercial space

   o Accessible toilets, changing rooms and showers

   o Any other agreed requirement or inclusions from the needs assessment and consultation phase

   o Recommendations for external landscaping of site location

   o Location for events to hold their ‘control’ room

• Present designs in a format suitable for stakeholder review (e.g., renderings, layout diagrams, and ESD integration plans).

Deliverables:

• Three preliminary design concept packages, each with annotated floor plans, 3D renderings (please include as a separable portion), and a summary of ESD considerations.

• Presentation materials summarising design concepts for review by stakeholders.

Hold Point:

Stakeholder feedback and approval on a preferred design concept to advance to detailed design.

4. Design Refinement Based on Stakeholder Feedback

Key Tasks:

• Attend and lead a review session with all stakeholders to gather feedback on preferred design concepts.

• Conduct a review session with Executive and Councillors to gather feedback on preferred design concepts

• Undertake an online community survey with preferred design(s)

• Refine the preferred design concept to address specific concerns and recommendations from stakeholders.

• Integrate updated elements based on universal design guidelines and feedback from relevant authorities.

• Prepare and deliver a formal presentation to the internal working group, key stakeholders, Councillors and Executive Team, showcasing the refined design and justifying how it meets community and operational needs.

Deliverables:

• Revised design concept with incorporated feedback, including updated floor plans, ESD strategies, and accessibility considerations.

• High level cost plan for preferred design concept.

• Report summarising stakeholder feedback and how it was addressed in the revised design.

• Community consultation report summarising input and adjustments made to the design.

• Presentation to the internal working group, stakeholders and Councillors.

Hold Point:

Council and Executive approval of the refined design concept before proceeding to formal presentation.

5. Final Design Adjustments and Documentation

Key Tasks:

• Adjust design as necessary based on community feedback, ensuring alignment with both stakeholder requirements and Council’s vision.

• Prepare comprehensive design documentation, full construction drawings, detailed specifications, and ESD strategy.

• Provide high level cost plan for construction, including any staging recommendations

• Provide Council with all necessary documentation to advance the project into the construction phase.

Deliverables:

• Final design concept incorporating community and stakeholder feedback, ready for detailed design and construction planning.

• Complete set of final architectural and engineering plans

• ESD compliance report

• Prepare an opinion of probable cost from a QS

• Proposed implementation / staging plan for construction

Hold Point:

Final sign-off from Council