Estate Works Program Industry Briefing€¦ · • Each PDS Contractor provides national coverage...

Estate Works Program Industry BriefingOctober / November 2016

Mike Palmer – Aurecon Damon Howes – Augility

Estate Works Program Industry Briefing

Welcome to Country


• Safety Information / Administration• Team

Introductions


• The Estate Works Program• The Defence Regions• Key Stakeholders and Roles• Current Model of Service Delivery• EWP Program Budget and Project Types• Working with Defence• Procurement Process• Use of AusTender• Annual Procurement Plan• Tender Process and Evaluation• Procurement Probity• DEQMS and Estate Works Program Contracts• Points of Contact• Questions

Agenda


The Estate Works Program (EWP) program provides facilities maintenance projects aimed at restoring or sustaining capability and addressing safety and compliance requirements of facilities and infrastructure on the Defence Estate. The program also provides for minor development of new capability (Minor New Works) and for delivery of Sponsor Funded Works.

Development of the program is managed on a three-year rolling cycle basis and provides flexibility and responsiveness to changing requirements. Each year, the three-year EWP is updated and approved through the collection of new requirements, regional and national reviews, the Groups and Services provide endorsement through the Business Partnering Forum.

The Estate Works Program


Typical works delivered through the Estate Works Program are:

• Building refurbishments• Replacement of fixed plant equipment• Asbestos removal and building demolition• Compliance and safety works in buildings and infrastructure• Road grading and resurfacing• Fuel installation works• Electrical, Water and Security infrastructure works• New capability works < $500,000

Projects range in value from $80K to $10M, with the average project value being in the order of $1.9M.

The Estate Works Program


l

The Defence Regions


• Department of Defence– Directorate Estate Works Program Office (DEWPO) as

part of E&IG– Regional staff (DEFS/MEFS)

» Director Estate Facilities and Services (DEFS)» Manager Estate Facilities and Services (MEFS)» Base Support Managers (BSM)

– Non Material Procurement Branch (NMPB)• National Program Services (NPS) Contractor (Cushman &

Wakefield)• National Project Delivery Services (PDS) Contractors (Aurecon

and Augility)• EMOS Contractors

– Spotless – Southern NSW and Queensland– Brookfield – Northern NSW– Broadspectrum – Central West and Vic/Tas

• Other service providers (e.g. Veolia for waste management, Wilson/MSS Security for Access Control)

Key Stakeholders


Directorate Estate Works Program Office• Overall management of the EWP• Contractors are only likely to engage with DEWPO in the event of a contractual

dispute

NPS Contractor• Directly support the Directorate of Estate Works Program Office (DEWPO)

through the provision of program development and program management services

PDS Contractors• Provide Project Management and Contract Administration (PMCA) services on

behalf of DEWPO • Each PDS Contractor provides national coverage for project delivery• The Project Delivery Services (PDS) contractors manage approved construction,

maintenance and consultancy projects that require central coordination across multiple sites.

• PDS implements the Estate Works Program during the financial year

Key Stakeholder Roles




• Expenditure >$400M achieved in FY15/16

• Majority of projects to meet the FY16/17 Program budget have been let and are in contract

• Procurement planning underway to let contracts for the FY17/18 Program budget

• Start dates for these projects are anticipated for Q4 FY16/17, for delivery in FY17/18

EWP Program Budget• Program budgets are

anticipated to increase over the next three years


There are a number of important aspects of working on Defence projects:• Compliance with Commonwealth policy, rules and regulations, eg,

workplace health and safety• Access to Defence properties is restricted, some cases a Baseline

security clearance is required. A Defence Common Access Card (DCAC) must be successfully applied for.

• Some areas are hazardous, eg, Unexploded Ordnance (UXO), asbestos

• Operational priority needs to be considered• Multiple stakeholders can be involved

Working with Defence


Expect the majority of construction projects to be procured via AusTender using a single stage process.

Contracts will be with Defence. Defence has engaged a third party agent, the PDS Contractor in the contract, to act as the Contract Administrator. The PDS Contractor will also manage the procurement process on behalf of Defence.

Procurement Process


• AusTender is the Commonwealth Government’s procurement information system

• Defence will issue tenders for work (Requests for Tender -RFTs) on AusTender

• AusTender can be accessed at www.tenders.gov.au• To be able to access information and tender documents you

need to register on AusTender • You should check regularly for tenders being issued by Defence

on AusTender • Automatic alerts can be set up to send you an email when a

tender that meets your selected criteria

Use of AusTender

http://www.tenders.gov.au/


Prime reference: The Defence Annual Procurement Plan (APP).Available on AusTender.• https://www.tenders.gov.au/?tab=List%20By%20Agency&event

=public%2EAPP%2Elist

Annual Procurement Plan

https://www.tenders.gov.au/?tab=List%20By%20Agency&event=public%2EAPP%2Elist


• If you are interested in tendering for a specific Request For Tender (RFT), you will need to download the Defence RFT documents from AusTender

• Once you have completed your tender response, you will be required to submit the tender response by uploading the response electronically on AusTender

• In providing a tender response, you need to provide the information requested in the Tender Schedules

• An Industry Brief may be conducted in association with the release of a Request For Tender, details will normally be contained in the RFT documents.

• All instructions to tenderers will be issued through AusTender.• The RFT will nominate a single point of contact in relation to all

issues associated with each individual RFT

Tender Process


• Potential tenderers will be able to submit questions concerning the RFT during the tender open period

• Questions can be submitted up until five business days prior to the tender closing date

• Questions and answers may be issued to all potential tenderers (without attribution) as addenda on AusTender

• If you have downloaded the RFT, AusTender will notify you by email that an addendum is available

• The period for responding to Requests For Tender will be at least 25 business days from the date the tender is published on AusTender

• Late tenders will not be accepted, no exceptions, tenderers will need to ensure enough time is allowed to upload their tender

• Following tender close, all responses will be downloaded from AusTender, and tender evaluation will be conducted

• Tenders will be assessed for value for money using the Tender Evaluation Criteria advised in the RFT document

Tender Process


• Tender Evaluation Criteria will normally include consideration of:– technical worth – risk– price

• At the completion of tender evaluation, a ‘preferred tenderer’ will be determined

• The ‘preferred tenderer’ may be requested to enter into negotiations where necessary

• If negotiations are successfully concluded, a contract can be signed, and all unsuccessful tenderers will be advised

• All tenderers will be provided a debrief on their tender• Contracts are published on AusTender

Tender Evaluation


• Both the Public Governance, Performance and Accountability Act 2013 and the Commonwealth Procurement Rules July 2014 apply

• Probity during the conduct of procurement is a critical concern for Defence

• In particular, officials undertaking procurement must act ethically throughout the procurement

• All tenderers must be dealt with equitably throughout the procurement

• Any conflicts of interest for officials undertaking procurement, actual or perceived, are identified, considered, and appropriate action taken where necessary

Procurement Probity


DEQMS (aka Dek’ems)

The Defence Estate Quality Management System (DEQMS) enables access to business process information. This includes policies, processes, tools and templates, that are essential to the management and delivery of the estate related services provided by E&IG

• http://www.defence.gov.au/estatemanagement/Default.asp

http://www.defence.gov.au/estatemanagement/Default.asp


• Will use the range of contracts currently on DEQMS at: – http://www.defence.gov.au/estatemanagement/su

pport/SuiteContracts/EWP.asp• DEQMS will increasingly be used as single reference

point.

Estate Works Program Contracts

http://www.defence.gov.au/estatemanagement/support/SuiteContracts/EWP.asp


• http://www.defence.gov.au/estatemanagement/Support/SuiteContracts/EWP.asp

EWP Suite of Contracts

http://www.defence.gov.au/estatemanagement/Support/SuiteContracts/EWP.asp


• Federal Government legislation will continue to apply. This includes: – FSC accreditation for Government funded

projects over $4m. http://www.fsc.gov.au/sites/fsc/resources/az/pages/scheme-review-2014-documents#2

– Indigenous Procurement Policy (IPP)• Mandatory set aside for remote areas• http://www.dpmc.gov.au/indigenous-

affairs/economic-development/indigenous-procurement-policy-ipp

Estate Works Program Contracts

http://www.fsc.gov.au/sites/fsc/resources/az/pages/scheme-review-2014-documents#2

http://www.dpmc.gov.au/indigenous-affairs/economic-development/indigenous-procurement-policy-ipp


Points of ContactRegion Name Phone No. Email

QldLachlan Waite (Aurecon) 0438 210 742 [email protected]

Brian Chambers (Augility) 0438 502 735 [email protected]

NNSWAndrew Benn 0407 587 540 [email protected]

Esti Cogger (Augility) 0447 939 449 [email protected]

SNSWJason Gillard (Aurecon) 0412 524 163 [email protected]

Ferdi Mangeruca (Augility) 0402 892 456 [email protected]

Vic/TasMatt Tehan 0476 842 523 [email protected]

Tomek Paszkiewicz (Augility) 0477 722 720 [email protected]

SAMarcus Howard (Aurecon) 0417 210 603 [email protected]

Gary Harbord (Augility) 0433 402 256 [email protected]

WAJai Taylor (Aurecon) 0408 014 199 [email protected]

Michael MacCulloch (Augility) 0409 923 886 [email protected]

NTChris Wagner (Aurecon) 0401 035 354 [email protected]

Michelle Gillies (Augility) 0481 195 053 [email protected]

mailto:[email protected]















Potential actions after this presentation:• Understand the Defence Annual Procurement Plan and tender

opportunities on AusTender• Review the EWP suite of contracts• Set up automatic notifications on AusTender

Conclusion


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Questions

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