Clause 10 of the Offer Letter
23 As I have said, on 22 December 2006, Coles sent the Offer Letter and its three attachments (see [2]-[8] above) to FKP. On its face, it was entered into by both Coles and FKP. Consistent with the opening paragraphs of the Offer Letter, the board of Coles approved the Offer Letter by no later than 15 February 2007.
24 Nothing significant transpired in relation to the Final Development Plans until September 2007. Mr Jason Delaney, who at the relevant time was the National Viability Manager of Coles, was not cross-examined. In his witness statement, he set out his involvement in settling the plans. In mid to late September 2007, he was asked by a Retail Leasing Manager in the Property Team at Coles, a Mr Ben Smith, to assess the development plan for the Tarneit site now being proposed by FKP to ensure it was viable from a design perspective. Contrary to the 28 November 2006 plans attached to the Offer Letter, FKP now proposed to put the supermarket within a mall. On 13 November 2007, Mr Delaney received by email from Mr Smith a copy of a 'Concept Plan' that had been provided to him by Mr Terry McCoy, a Commercial Manager at FKP. Mr Delaney was asked to provide any comments or concerns about the plan. On 15 November 2007, Mr Delaney requested Mr McCoy to provide the proposed development plan for the Tarneit site as a CAD file which would provide Mr Delaney with measurements accurate enough for him to undertake the design assessment task asked of him by Mr Smith. Later that day, Ben Hunter, an architect at i2C Design & Management who had been retained by FKP to prepare the proposed development plan, sent the CAD file to Mr Delaney.
25 After reviewing the plan provided by i2C Design & Management, Mr Delaney spoke to Mr McCoy on 19 November 2007 and told him that he had approved the proposed development plan subject to two matters - first, the entry to the mall needed shifting 6 metres to the right to accommodate Coles' stock room and to enable the "correct look through into the fresh food area of the store" and, secondly, the location and size of the trolley storage area required resolution. Later that afternoon, FKP provided a copy of the development plan which had been amended to take account of the changes proposed by Mr Delaney. Upon receipt of the amended development plan, Mr Delaney emailed Mr McCoy of FKP, Mr Hunter of i2C and Mr Smith of Coles stating that he was satisfied with the altered plan. No other correspondence passed between Coles and FKP about the plan for Tarneit.
26 The respondents submitted that no Final Development Plans were agreed. As the respondents submitted, what cl 10 required was that the parties act in good faith and use their best endeavours to agree, as soon as practicable, not another preliminary development plan or different preliminary development plans, but final development plans and that any Final Development Plans be based on the preliminary development plans. I reject the contentions of the respondents that no Final Development Plans were agreed.
27 The conduct of the parties was clear - Mr McCoy and Mr Delaney considered and negotiated over the form of the final plans and there was no submission that either lacked actual or apparent authority to bind their respective employers on this issue. They agreed. Mr Delaney stated at the end of the email chain between him, the architect Ben Hunter and Mr McCoy of FKP that "all look[ed] good" and that, at some point, the architect should send through a CAD file for Coles' internal purposes. This came after an earlier email from Mr McCoy proposing a plan that from Mr Delaney's viewpoint still had the two issues referred to above. Moreover, there were no requests for CAD files in respect of the earlier proposed plans, which suggests that the parties still considered them subject to further revision. Reviewing the exchange in context, it is clear that upon Mr Delaney's "all looks good" email requesting a CAD file there were no remaining or outstanding issues and that, objectively viewed, the parties manifested a present intent to be bound by that plan.
28 Moreover, I find as a matter of fact that the 19 November 2007 i2C plan was "based on" the 28 November 2006 plans annexed to the Offer Letter in that it maintained the same basic concept of a supermarket anchoring a retail complex. The respondents noted a number of differences in the plans, including that the configuration of the specialities is altered, the car park lay-out is changed, a mall is included and the visibility of the supermarket is reduced. However, in both plans, the location and size of the supermarket and the car park, although not the same, is similar. The fact that the plans were prepared by another firm of architects or still described as a 'concept plan' is simply not to the point. In my view, the term "based on" does not, in its ordinary usage, require an overly high degree of correspondence between the plans; I am satisfied that the plans are sufficiently similar.
29 The respondents also made a construction argument to support their contention that the i2C plan did not constitute Final Development Plans. Specifically, the respondents submitted that the Preliminary Development Plans should in effect be understood as a "Site Plan" within the meaning of that term as used in the standard Coles AFL and the Final Development Plans should be understood as Premises and Centre Plans contemplated by Schedule 1 of the standard Coles AFL. I reject that contention as well.
30 There is nothing in the Offer Letter itself which compels or requires such a construction. To the contrary, the Offer Letter is in all other respects a self-contained document. Each of the other capitalised terms is defined either expressly or by context. Moreover, where the parties wished to incorporate or refer to terms or definitions in the standard Coles AFL and lease, they did so. For example, cl 22 of the Offer Letter provides that alterations to the Centre requiring Coles' consent "are set out in part L of the Lessee's standard lease." As such, I consider it more likely, if the parties had wished to make the Offer Letter definitions correspond to the standard AFL definitions, they would have done so expressly. In the absence of such express reference, in my view the terms must be defined based on context.
31 The respondents then submitted that the i2C plan could not, in context, be considered Final Development Plans because it made changes that required Coles' consent pursuant to cl 22 and amendment of cl 18(c) of the Offer Letter. Needless to say, to the extent that consent was required under cl 22, it was clearly given by Mr Ben Smith in his emails to Mr McCoy discussed earlier. As for cl 18(c) of the Offer Letter, it provides that the Centre will open on the first Tuesday after the latest of certain events occurring. One of those events is all major tenancies in excess of 400 square metres and at least 50% of other shops, excluding a particular 267 square metre speciality, being ready to start trading. The 267 square metre store, although included in the 28 November 2006 plans, does not appear on the i2C plans.
32 The respondents therefore contend that adoption of the i2C plans would require an amendment to cl 18(c), and any plan requiring an amendment to the Offer Letter could not be a plan "based on" the Preliminary Development Plans. Even assuming that the latter half of this submission is accepted, I do not consider that the first part is made out. That is, I do not see that the deletion of the 267 square metre speciality from any final development plan would require an amendment to the Offer Letter. There is no provision anywhere in the Offer Letter that requires it to exist. To the contrary, the only provision that mentions it is cl 18(c), which does so in an exclusionary way (ie the 267 square metre store is specifically not one of those that must be leased and ready to trade in order to trigger the opening date). Thus, the fact that that store no longer exists does not impair the functioning of cl 18 and no amendment is required. (On the other hand, had there been an affirmative condition that the 267 square metre store be leased and ready to trade, then in the absence of that store the opening date of the Centre might never be triggered, which would cause the Offer Letter to fail for impossibility in the absence of an amendment. But that is not the case.)
33 In my view, pursuant to cl 10 of the Offer Letter, the parties had agreed (by no later than 19 November 2007) Final Development Plans based upon the Preliminary Development Plans. I have reached that conclusion independently after considering the facts and matters outlined above. I note, however, that prior to trial the fact that the Final Development Plans had been agreed between FKP and Coles was admitted by the respondents to their lawyers on 27 February 2008 and in its amended defence filed with the Court on 6 October 2008.
34 Finally, even if (contrary to what I have found) the i2C plan did not constitute Final Development Plans, that would not alter the analysis for present purposes. The respondents contend that because Coles abandoned reliance on the 28 November 2006 plans the claim must be dismissed in the absence of any identified Final Development Plans. The problem with this submission is that it confuses the availability of certain relief with the viability of the breach of contract claim. True it is that Coles seeks specific performance only of an agreement containing the i2C plan; if such a plan were not found to be part of any binding agreement between the parties, it therefore follows that specific performance could not go because there would be no plan that the Court could order to be performed. It is still possible, however, that the respondents could have breached the parties' agreement in such a way as to be liable for money damages, which damages Coles claims in the alternative.
35 The respondents also ran an alternative argument that even if the i2C plans did constitute Final Development Plans, the fact remains that the plans contended by Coles to be part of the enforceable contract are not such as to enable actual development or construction of the site. That is, the i2C plan is not a final architectural drawing or construction blueprint from which to build. This submission, which I accept, may also have relevance to the issue of whether an order for specific performance can or should go; but again, it does not detract from the analysis of breach or the availability of money damages in respect of a given breach.