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BRIEFING DOCUMENT

EXPRESSIONS OF INTEREST

THE CONSERVATORIUM OF MUSIC FACILITIES MANAGEMENT CONTRACT

RFT: 0802386

Expressions of Interest must be received not later than

9.30am on 17 February 2009

EO1 Copyright © 2008 The Conservatorium of Music Facilities Management Contract

EO1 Copyright © 2008

EXPRESSION OF INTEREST BRIEFING DOCUMENT THE CONSERVATORIUM OF MUSIC

FACILITIES MANAGEMENT CONTRACT RFT: 0802386

Table of Contents Page No 1. INTRODUCTION ........................................................................................... 1 2. BACKGROUND .............................................................................................. 1 3. DESCRIPTION OF ACTIVITIES TO BE PERFORMED.......................................... 2 4. CONTRACTING APPROACH ............................................................................ 5 5. LENGTH OF CONTRACTS............................................................................... 6 6. PRICING STRUCTURE AT TENDER.................................................................. 6 7. CONTRACT IMPLEMENTATION PROCESS........................................................ 7 8. CRITERIA FOR SHORTLISTING ...................................................................... 7 9. BRIEFING SESSION....................................................................................... 9 10. ENQUIRIES .................................................................................................. 9 11. LODGEMENT OF EOI................................................................................... 10 INFORMATION SCHEDULES................................................................................... 12 INFORMATION SCHEDULE 1: ELEMENTS AND ASSEMBLIES INCLUDED ...................................... 13 INFORMATION SCHEDULE 2: ELEMENTS AND ASSEMBLIES EXCLUDED ...................................... 16 RETURNABLE SCHEDULES..................................................................................... 17 RETURNABLE SCHEDULE 1: EXPRESSIONS OF INTEREST SUBMISSION FORM.............................. 18 RETURNABLE SCHEDULE 2: ORGANISATION DETAILS.......................................................... 19 RETURNABLE SCHEDULE 3: COMPANY DETAILS................................................................. 20 RETURNABLE SCHEDULE 4: PERSONNEL.......................................................................... 22 RETURNABLE SCHEDULE 5: CURRENT & COMPLETED CONTRACTS ........................................... 24 RETURNABLE SCHEDULE 6: QUALITY MANAGEMENT ........................................................... 25 RETURNABLE SCHEDULE 7: FINANCIAL INFORMATION.......................................................... 27 RETURNABLE SCHEDULE 8: OHS&R ............................................................................. 28 RETURNABLE SCHEDULE 9: SUBCONTRACTORS ................................................................. 29 RETURNABLE SCHEDULE 10: CLIENT SATISFACTION........................................................... 30 RETURNABLE SCHEDULE 11: ENVIRONMENTAL ISSUES........................................................ 31 RETURNABLE SCHEDULE 12: COLLUSIVE ARRANGEMENTS & DECLARATION ............................... 33 RETURNABLE SCHEDULE 13: RISK MANAGEMENT .............................................................. 34

The Conservatorium of Music Facilities Management Contract

EO1 Copyright © 2008 1

1. INTRODUCTION The New South Wales Department of Education and Training (DET) and the University of Sydney (USYD) in conjunction with the New South Wales Department of Commerce (Commerce) are seeking suitably qualified organisation to manage and deliver facilities management services for the Conservatorium of Music, Sydney (The Conservatorium). This document has been prepared to invite suitably qualified organisations to express their interest in tendering for the delivery of facilities management (FM) services for The Conservatorium.

2. BACKGROUND The Conservatorium was rebuilt and refurbished between December 1998 to July 2001 to provide a world-class music performance and teaching facility for Sydney. The Conservatorium houses the following primary functions:

• The Sydney Conservatorium of Music (SCMF) – a faculty of the University of Sydney (USYD);

• The Conservatorium High School (High School)– Department of Education and Training (DET);

• Performance venues accessible to the Public;

DET and USYD will assume the primary role for planning and directing where funds are to be targeted. Commerce will provide contract management and technical support. A description of the proposed scope of the FM contract is detailed in this document. The key outcomes sought from the proposed facilities management strategy are:

• To maintain and manage all services to the required standards so that they operate to their design criteria, high reliability, and maximum service life.

• To maintain the acoustics of The Conservatorium to ensure the designed acoustic quality of The Conservatorium is not compromised.

• To align the facilities Management of The Conservatorium with DET and Sydney University’s business and cultural objectives.

• To Optimise the operation of The Conservatorium to meet the functions aspirations and needs of the co-occupants.

• To recognise and contribute to the unique nature and purpose of the Conservatorium as a cultural and educational institution.

• Minimisation of disruption to students and staff during operational hours, especially during The Conservatorium’s teaching programmes and performances.



• To generate income for The Conservatorium that contributes to the operational costs of the Conservatorium.

• To ensure that the facilities provide a healthy and safe environment at all times.

• A planned approach to the maintenance and operational services of The Conservatorium through engaging a contractor with appropriate management systems.

• Utilising information technology capabilities to maximise opportunities for improved service delivery, Facilities management and value for money outcomes.

The DET/ USYD aim to improve on the existing delivery of facilities management services. Services will be specified, monitored and measured in terms of their impact on the performance of the assets and service delivery outcomes and customer satisfaction. The 5 primary occupiers are: 1. Sydney Conservatorium of Music (SCMF), a Music faculty of the University of

Sydney. 2. The Conservatorium High School, a selective state secondary school. 3. The Open Academy (previously called the Access Centre) is a non-tertiary unit. 4. Australian Music Examination Board 5. External Clients

3. DESCRIPTION OF ACTIVITIES TO BE PERFORMED It is expected that the successful FM Provider will develop and implement a system that will manage a number of facilities management services generally within the following broad work categories (Note: Some or all of these FM Services could be included in the final Contract Document): a. Establishment of Management and Control Systems b. Programming c. Condition Assessments d. General Maintenance e. Replacement/Programmed Work f. Callout Service g. Miscellaneous Work h. Cleaning Services i. Waste Management j. Management of Facility Operations k. Room booking, Venue Management l. Management of Catering Services m. Security Management



n. Management of Musical Instrument Maintenance (services provided by preferred subcontractors) a. Establishment of Maintenance Management and Control System The Contractor will be required to develop and implement a management system that will, as a minimum, deliver a responsive facility management service without unacceptable delays and to support the required services of the facility. b. Programming The Contractor will be required to prepare and submit program(s) covering all facilities management services. These programs will be required annually. In preparing these programs the Contractor will liaise with the DET/ USYD facility managers to ensure that the disruption to their operations are minimised. c. Condition Assessments Condition Assessments may be carried out on all Elements/Assemblies, including an Annual Condition Assessment. If required Condition assessments will be undertaken annually at a designated time, of all Conservatorium facilities by either an independent Assessor or the Facilities Management contractor. The condition assessments may be carried out utilising Condition Assessment Software (CAS) that will be provided to the Condition Assessors. Hardware will not be provided to run the CAS software. d. General Maintenance General maintenance consists of Preventive Maintenance, Maintenance Extra Tasks (MET) and Reactive Maintenance. These are works required to ensure elements, assemblies or parts thereof comply with the minimum performance standards of the Asset Maintenance Standards, such that the typical economic life is achieved. These works include routine maintenance, testing, planned service, repair or refurbishment of any element, assembly or part thereof. e. Replacement / Programme Work This work includes the replacement of Elements, Assemblies, Sub-Assemblies and Components within the facility as required to comply with the requirements of the DET Asset Maintenance and Performance Standards© or as identified in the applicable Condition Assessment or as directed by the Principal. f. Callout Service (EUR) The Contractor will be required to provide 24 hours a day, 7 days a week callout and repair service to the facilities. This service relates to the provision of the essential and urgent repair service, insurance works, MET and reactive maintenance under the contract.



g. Miscellaneous Work This is work of a minor nature that may be directed by the Principal or ordered outside the Contract by Facility Managers. h. Cleaning Services Cleaning Services consists of General Cleaning and Miscellaneous Cleaning. General Cleaning is works required to ensure the facility is cleaned to the DET Cleaning Performance Standards and maintain a healthy and safe, sanitary, clean and tidy environment. Miscellaneous Cleaning is an optional service at the request of the facility managers or associated with venue hires. i. Waste Management Waste management covers the provision of receptacles, collection and disposal services for recyclable waste and all other wastes. j. Management of Facility Operations The scope includes:

• POPE licence

• Essential services certification

• Emergency management, training & documentation

• Traffic and car-park management

• Management of heritage obligations

• Foyer displays

• Management of utilities/outgoings

• Provision of appropriate technical resources during performances

• Annual Fire Safety Compliance Statement k. Room bookings and Venue Management The scope includes:

• Management of room booking and venue hire in accordance with The Conservatorium Venue Hire Policy

• Financial management and reporting

• Monthly reporting to the Precinct Committee l. Catering services

• Management of catering services to school canteen and Music Café, and catering and beverage services associated with venue hire



m. Security Management • Provision of Security Guard services, Building security access control and

systems • Site Emergency Control procedures, Evacuation planning & documentation

n. Maintenance of Musical Instruments

• Management of maintenance services of selected musical instrument, panels of selective subcontractors will be included.

4. CONTRACTING APPROACH The focus will be on achieving regularity of services delivered to the Conservatorium of Music and ensuring facilities management funds are well spent to client satisfaction. DET/USYD, as the asset managers, will be responsible for planning, prioritising and allocating funds to carry out above mentioned services. Commerce will be providing a variety of services to the DET/USYD during the course of the contract. As well as being Principal to the contract on behalf of the State Contracts Control Board (SCCB), Commerce will:

• Provide technical advice;

• Make payments to contractors;

• Facilitate contract meetings;

• Provide miscellaneous services such as auditing and developing scopes of works on request from DET/USYD; and

• Strategic and operational advice on risk management. Contractors will be responsible for providing the facilities management services for the Conservatorium. It is therefore important that organisations fully understand the extent of services expected, activities to be performed and have a clear appreciation and contribute to the unique nature and purpose of the Conservatorium as a cultural and educational institution it will be responsible for. Contractors will also be expected to develop, in conjunction with DET/USYD, a client service approach which recognises DET / Facility managers as clients, assisting them to meet end user needs and achieve the desired NSW educational outcomes. To assist shortlisted organisations tendering on the contracts following the expression of interest process, historical information and data will be provided for:

• Essential Urgent Repairs • Insurance Works • Venue Management



• Security • Car-park Management • Cleaning & waste disposal • Utilities management

DET/USYD and Commerce will be looking to contract with an organisation that has a responsible and long-term commitment to working with DET/ USYD and Commerce to achieve the stated objectives. Measurement of Contractor performance will be a fundamental part of the new contract and any future contract extension. The successful organisation will be benchmarked against other similar contracts and key performance criteria monitored regularly throughout the contract. It is proposed to utilise General Conditions of Service Contract (GC-21) and The State Contracts Control Board will be the Principal under the proposed contracts.

5. LENGTH OF CONTRACTS The contract will be of four (4) years duration, with two options for extensions to be executed at the Principal’s sole discretion of one (1) year each subject to satisfactory contractor performance.

6. PRICING STRUCTURE AT TENDER At tender, short-listed organisations will be invited to submit prices for the provision of various services. Prices will be a combination of lump sum and schedule of rates as specified in the tender documents.

The services that are likely to be priced at tender are:

Management and administration Condition Assessments General Maintenance Callout Service (Contractor’s Help Desk) involving

o Essential Urgent Repair Service (Schedule of Rates)

o Insurance Works (Schedule of Rates) Replacement/Programmed Work Miscellaneous Work Cleaning Services Waste Management Services Management of Facility Operations Room booking and Venue Management Management of Catering Services Security Services



Management of Musical Instrument Maintenance (services provided by others)

7. CONTRACT IMPLEMENTATION PROCESS There are a number of phases which are to occur as part of the process to award the FM contract. An indicative timetable for the process is:

• Expressions of Interest (EOI) to be called in January 2009.

• Organisations will have in the order of four (4) weeks to lodge their EOI.

• DET/USYD and Commerce will carry out a review and evaluation of all EOIs.

• It is anticipated tenders will be invited from the shortlist organisations in May 2009. All relevant tender documents and information will be issued at that time.

• The shortlisted tenderers will have in the order of four (4) weeks to prepare their tender submissions.

• It is anticipated that tenders will close in June 2009.

• It is anticipated tenders will be awarded to the successful organisations from July 2009. It is anticipated contracts will commence from September 2009.

8. CRITERIA FOR SHORTLISTING 8.1 Criteria Overview A shortlist will be established for the Conservatorium of Music Facilities Management package from organisations who submit an EOI. Only organisations shortlisted in accordance with the EOI evaluation criteria will be eligible to tender for the Facility management contract. 8.2 Specific Criteria In determining the shortlist of tenderers, EOI applications will be reviewed against the criteria shown below. These criteria are not in any order of importance or weighting. Failure to include completed copies of returnable schedules in the EOI submission may result in its submission not being considered. It is anticipated that the short-listing process will result in a number of organisations being invited to tender, DET/USYD and Commerce reserves the right to shortlist any number of suitable organisations at their sole discretion. 8.2.1 Quality of Personnel (Returnable Schedule 4)

• Demonstrated quality and capacity of personnel.



• Personnel’s prior experience in facilities management / maintenance / cleaning / security / venue management.

• Current in-house trades staff. 8.2.2 Facility Management and Cooperative Contracting Experience

(Returnable Schedules 4 and 5)

• Degree of past experience in facility management and the success of that experience as measured by references and referees.

• Degree of experience of and capacity to provide facility management on a scale comparable to the proposed contract.

• History of cooperative contracting and/or experience in partnering. 8.2.3 Standard of Work

• Physical standard and quality of work on recently completed and current contracts / works as measured by references and referees.

8.2.4 Time Management

• Demonstrated ability to plan and achieve timelines and programs as measured by references and referees.

8.2.5 Quality Management (Returnable Schedules 6)

• Implementation status and demonstrated effectiveness of quality systems.

8.2.6 Financial Status (Returnable Schedule 7)

• Demonstrated financial capacity. • Demonstrated prior experience in projects of similar or greater turnover

value. 8.2.7 Occupational Health, Safety and Rehabilitation (Returnable

Schedule 8)

• Implementation status and demonstrated effectiveness of systems for management of OHS&R.

8.2.8 Coordination of Sub-Contractors (Returnable Schedule 9)

• Demonstrated ability to effectively manage and coordinate sub-contractors and specialised subcontractors.

8.2.9 Commitment to Client Service (Returnable Schedule 10)

• Demonstrated commitment to achieving client service including facility end users on occupied sites.



8.2.10 Management of Environmental Issues (Returnable Schedule 11)

• Track record in the management of environmental issues.

Each of these criteria will be used in evaluating the EOI applications. To assist in this process it may be necessary to:

• Interview interested organisations.

• Request further or more information in respect of the EOI lodged.

• Hold discussions with key personnel of interested organisations.

• Hold discussions with clients of interested organisations.

• Hold discussions with key referees.

9. BRIEFING SESSION A Mandatory industry briefing session will be held during the EOI period. Only Organisations attending the Mandatory briefing session will be eligible to submit an Expression of Interest. Date/time: 28/1/2009 / 10.30am -12.00pm Venue: The Conservatorium of Music

Sydney 2000 Contact person: Paul Christie Telephone: (02) 9372 7382 Organisations wishing to attend are to advise the contact person listed above by noon on the 23/1/2009 to confirm attendance. Attendance is limited to a maximum of two people per organisation. Prospective EOI applicants may submit written questions prior to the session. Commerce does not guarantee to answer, during the EOI briefing session, any or all of the questions posed, but may choose to respond as soon as possible, in writing, after the session, and circulate all questions and answers to all organisations who attend the session.

10. ENQUIRIES The Department of Commerce representative for this project is:

Paul Christie Department of Commerce Telephone: (02) 9372 7382 [email protected]


mailto:[email protected]


11. LODGEMENT OF EOI EOIs shall be submitted either on the application forms provided or following the same format. Each form is to be completed in its entirety and all information requested supplied. One original and two printed copies of submissions shall be provided in the following format: − in lever arch folders; − single sided paper in 12-point font plain English text; − no more than a 1-page cover letter; − no more than a 2-page executive summary outlining the key points

presented in the EOI submission; − no more than 22 pages addressing all listed evaluation criteria (see

section 9.2 Specific Selection Criteria); − all returnable schedules; − appendices for items (such as copies of certificates, copies of quality

plans) required as supporting evidence to the evaluation criteria and returnable schedule requirements;

− presented in the order of nominated evaluation criteria (see section 9.2

Specific Selection Criteria). The DET/USYD and Commerce at their sole discretion may choose to only consider information presented in the required format. Any pages additional to those required may not be considered in the evaluation of the submission. EOIs must be lodged in the tender box in a sealed envelope marked:

Expression of Interest Facility Management contract for the Sydney Conservatorium of Music Closing date – 17/2/2009

The tender box will be located at:

Department of Commerce Level 3, McKell Building

2-24 Rawson Place Sydney, NSW 2000.

Fax: (02) 9372 8922



NOTE: ALL TENDER BOXS AT COMMERCE, SYDNEY CLOSE AT 9.30AM ON THE DAY NOMINATED FOR CLOSE OF EOIs. Late lodgement of EOIs will be treated strictly in accordance with the NSW Government Code of Practice for Procurement, which is available at: www.treasury.nsw.gov.au/procurement/cpfp_ig. Clause 3 of the code states:

“Late tenders should not be accepted, except where it is clear both that the circumstances beyond the tenderer’s control were the cause of the lateness, and the integrity of the tendering process will not be compromised by accepting a late tender.”

In defining what constitutes “circumstances beyond the tenderer’s control”, the following is advised: EOIs which are lodged in the tender box after the closing date and time will be considered for acceptance only if: ♦ They have been mailed through Australia Post and are postmarked no later than the

day before the closing date for EOIs; or ♦ They have been facsimiled to the address of an approved tender box and the

facsimile transmission was completed before the closing date and time for EOIs. EOIs sent by facsimile which are not fully transmitted to the address of an approved tender box by the closing date and time, even if transmission is delayed due to the receiving facsimile machine being engaged, faulty or otherwise inoperative, will not be considered for acceptance.


http://www.treasury.nsw.gov.au/procurement/cpfp_ig


INFORMATION SCHEDULES



INFORMATION SCHEDULE 1: ELEMENTS AND ASSEMBLIES INCLUDED

ELEMENTS TO BE INCLUDED IN PROPOSED CONTRACT

ELEMENT ASSEMBLIES

Roofs, Awnings Covered Outdoor Areas, Roof, Awning, Covered Outdoor Learning Area, Shade & Pergola Structures,

Shade & Pergola Structures Roofing (inc Flashings, Capping, Skylights & Other Roof Penetrations). Roof Space.

Walls & Partition Walls Structure, (Ext and Int). Facings/Cladding & Exposed Surfaces of Wall Structure (Ext). Linings (Int). Acoustical treatment to walls

Floors Structure (Including Substructure). Flooring. Vapour Barrier, DPC, Termite Shielding & Capping, Vermin Proofing. Subfloor Space.

Ceilings & Soffits, : Ext & Int Framing, Suspension or Support System, Linings.

Movement Joints Expansion Joint, Contraction Joint, Slip Joint, Control Joint.

Handrails, Balustrades & Ladders Handrails, Balustrades, Grab Rails, Ladders, Ladder Cages.

Windows, Doors & Shutters (Inc Folding Doors, Security Doors & Shutters): Ext

Frame, Door Leaf, Window Sash, Louvre, Access Openings, Window Hardware, Door Furniture, Remote Controls, Glazing, Panels, Acoustic door seals, Roller shutters.

Windows, Doors & Shutters (Inc Folding Doors, Security Doors & Shutters): Int

Frame, Door Leaf, Window Sash, Louvre, Access Openings, Window Hardware, Door Furniture, Remote Controls, Glazing, Panels, Acoustic door seals, Bi fold doors.

Wall Coverings: Ext & Int Resilient and Textile Coverings. Wall Tiling (Rigid), Splash backs, Writing Boards. Lightweight Aggregate Coverings, Thermal &/or Sound Insulation

System. Acoustic banners, Acoustic panels (timber & fabric), Timber panels, Timber partitions, glass panels. Timber floor

Floor Coverings: Ext & Int Resilient and Textile Coverings. Floor Tiling (ceramic, vinyl, vitrified clay tiles), Terrazzo, carpet,

concrete/epoxy floor.

Ceiling Coverings: Int Lightweight Aggregate Coverings, Thermal &/or Sound Insulation System.

Fitments (Inc Fixed Furniture) Fixed: Cupboards, Fume Cupboards, Benches, Shelves, Display & Storage Cabinets, Coat Racks, Chalk & Whiteboards, Noticeboards, Seating, Flagpole, Lockers.

Shading Devices & Windbreaks Frame, Screen Component & Remote Control.

External Movement Areas Paved: Courtyards, Footpaths, Ramps, Stairs, Bridges (inc between buildings), Car park, Speed Humps, Bump Bars, Corner Guards, Fender, Bollards, Road Safety Signs



ELEMENT ASSEMBLIES Fencing, Gates & Protective Grilles

Structure, Frame (Fencing Only). Infill, Paneling, Mesh, Wire (Fencing only).

Gates, Security Gates (Hinged, Sliding, Folding), Protective Grilles.

Retaining Walls Structure.

Electrical Installation

Wiring System.

Switchboards, Link Box, Control Panel & Enclosures. Electrical Accessories. Electrical Equipment. Electrical Appliances and Fixtures. Luminaries (Emergency, Exit, Security & General Lighting).

Generators, Transformers. Power factor correction units RCD’S / ELCB’S Testing & tagging of portable electrical equipment & leads Audio Visual equipment Lighting equipment PA and ancillary equipment

Water Installation Water Storage. Water Service (Cold). Hot Water Service. Irrigation System.

Sewerage System Waste & Soil Fixtures Sewer & Waste Piping (Soil Piping) Sewerage & Waste Disposal System

Storm-water Installation Roof Gutters and Downpipes Surface Channels , Kerb & Gutter Piping, Subsoil Drain, Culvert Retention, Sedimentation, Detention Tanks or Ponds, Water Storage

Tank

Gas Service Storage Tanks & Bottles (LPG) Gas Reticulation (LPG & Natural Gas) Gas Appliances & Fixtures

Mechanical Services Ventilation- Air handling units (AHUs), Fan Coil units, Split System AC, VSD. Cooling towers. Supply Air fans Toilet exhaust fans Stair pressurisation fans, Stair relief fans Acoustic banners (Double velured motorized banners) Fume cupboards

Fire Protection Fire Resisting Construction & Smoke Control System Fire & Smoke Detection and Alarm Systems,

Sprinklers. EWIS (speakers, WIPs) Mimic Panels Fire Panels Booster pumps



ELEMENT ASSEMBLIES Hydrants Hose reels Extinguishers Fire rated doors Thermal detectors

Pumps Pumps (inc Accessories)- Primary and secondary Environmental chiller pumps

Motors Motors

Coating Systems (Including Special Coating Systems): Ext & Int

Paints, Stains, Clear Coatings, Waterproof Coatings, Anti Graffiti Coatings, line marking, Sign-writing (Statutory requirement only), etc

Lifts

Lifts (Hydraulic), Platform lifts (mechanical screw)

Boilers

Boilers, Heating water pump, Gas Hot Water heaters.

Hydraulic Services

Subsoil drainage Grease/ Clay arrester Hot water calculators TMV Backflow (RPZ) Ejector Sewerage Compressor Sewerage pump



INFORMATION SCHEDULE 2: ELEMENTS AND ASSEMBLIES EXCLUDED

ELEMENTS TO BE EXCLUDED FROM PROPOSED CONTRACT

ELEMENT ASSEMBLIES General Refurbishments or alterations not in existence at the Date of Contract

External Grounds Trees and Shrubs Garden beds and mowing strips Lawns and Turf Unpaved areas, including roads, car-parks and footpaths

Fencing, Gates and Grills Fences with adjoining owners

Fitments: Internal Loose Furniture Office equipment Loose White boards / Chalk boards Music instruments Tableware Loose Furniture and books from Library.

Electrical Services Whitegoods Domestic portable appliances- Toaster, kettles, fans and the like Computer networks Electrical substations PABX



RETURNABLE SCHEDULES



RETURNABLE SCHEDULE 1: EXPRESSIONS OF INTEREST SUBMISSION FORM

1. EXPRESSIONS OF INTEREST SUBMISSION FORM Location of Tender Closing Office Department of Commerce

Tender Box, Level 3 McKell Building, 2-24 Rawson Place, Sydney NSW 2000

Name of Organisation expressing interest:

ACN OR ABN (if applicable) Business Address:

Hereby submit an Expression of Interest in tendering for The Delivery Of Facilities Management (FM) Services For The Conservatorium

RFT No: 0802386

in accordance with the Briefing Document and Addenda Numbers:

Date: Signed for the Organisation by:

(Authorised officer)

In the Office Bearer capacity of:

Name (in block letters):



RETURNABLE SCHEDULE 2: ORGANISATION DETAILS

2. ORGANISATION DETAILS Name of organisation expressing interest:

Trading as: (Only if applicable) Australian Company Number: (ACN) Business Address:

Postal Address: (If different)

Phone No: Fax No: Date when business commenced operation:

Contact for further information: Financial Name: Phone: Technical Name: Phone:

The State Contracts Control Board contracts only with acceptable legal entities having appropriate financial assets and does not contract with entities such as a business name, trust or firm trading under a trust arrangement. Organisations expressing interest are required to provide evidence of their legal entity either by providing a copy of an official document such as Company Registration and names of office bearers issued by the Australian Securities Commission or a statement confirming the legal entity signed by a practicing solicitor. Legal Entity of Organisation: Sole Trader

Partnership/Joint Venture Company Holding Company Subsidiary Company

Evidence of Legal Entity Attached: Attachment Number:



RETURNABLE SCHEDULE 3: COMPANY DETAILS

3. COMPANY DETAILS 3.1 Related Companies Organisations intending to submit an EOI who are related (as defined by the Corporations Act 2001 (Commonwealth)∗ to other potential tenderers or participants in the maintenance industry or related industries must provide sufficient information relating to their proposed probity arrangements in order that DET/Commerce is satisfied that any probity or competitiveness risks are eliminated. The information required to be provided (see below) is intended to address this issue.

Depending upon the information provided by applicants, Applicants may be required to:

• Clarify or improve on the information provided and/or to provide further information;

• Put certain internal governance arrangements and procedures in place to address probity and competitiveness concerns and to comply with such arrangements and procedures; and

• Provide certifications that all such arrangements and procedures have been complied with.

In determining the number and identity of applicants to invite to submit proposals for the project, the relationships between applicants (including the existence of Related Companies and common directors) may be taken into account. 3.2 Company Details – To be completed by companies only Date of registration (A copy of registration documents must be submitted):

Attachment Number:

Is company involved in any trust relationships? If yes, give full details.

If a subsidiary company, state name of ultimate holding company and ACNs:

If a holding company, state names of divisions and/or subsidiaries and ACNs:

State Trading Names:

∗ The Corporations Act 2001 (Commonwealth), S.50, states “Where a body corporate is: (a) a holding company of another body corporate; or (b) a subsidiary of another body corporate; or (c) a subsidiary of a holding company of another body corporate; the first-mentioned body and the other body are related to each other.”



3.3 To be completed by Sole Traders and Partnerships only Type of Business:

Sole Trader Partnership/Joint Venture

State Names and Addresses of all members of Business:

State Trading Names:



RETURNABLE SCHEDULE 4: PERSONNEL

4. ORGANISATION PERSONNEL 4.1 Employees

Indicate the average number of permanent employees in the last twelve months.

Employees Number Classification

Management and non technical office staff

Personnel employed on facilities management/ maintenance work.

Personnel employed on estimating drafting or technical office work

Total Supervisors

Total Trades Persons

Total Apprentices

Total Non-trades People / Labourers

Total average permanent employees

4.2 Key Personnel The objective of achieving an increased level of satisfaction for the client and facility community as described in Part 4 “Contracting Approach” of the briefing document is of major importance. As a consequence, the nomination during the tender phase of personnel who will liaise with the DET/ USYD facility managers is of key importance. It is acknowledged and recognised by DET/ USYD that organisations may not be able to commit to specific personnel for specific contract packages at the EOI phase. Accordingly, please indicate below personnel who might be available to undertake the role of liaising, coordinating and dealing with DET/ USYD facility managers on a daily basis. Please provide a separate sheet for each individual. Organisations may also choose to submit a draft position description listing the qualifications and experience they would expect from personnel who would be employed in these positions.



Name:

Position in Organisation:

Referees: - Name

- Position

- Phone

- Name

- Position

- Phone

Brief C.V. detailing relevant experience:



RETURNABLE SCHEDULE 5: CURRENT & COMPLETED CONTRACTS

5. CONTRACT INFORMATION Relevant Current and Completed Contracts – Facilities Management and / or Maintenance

Please provide details of all contracts currently in hand or completed in the last two years for DET/Commerce and other organisations that are relevant to facility management and / or maintenance. Attach additional pages showing the required information if there is insufficient space.

Project Name and Description

Contract System/

Type

Contract Sum/ PA

$

Expected date of

completion or date

completed

Supervising organisation with name of

contact person and phone

number



RETURNABLE SCHEDULE 6: QUALITY MANAGEMENT

6. QUALITY MANAGEMENT Please submit with the EOI, evidence of ability to meet any of the following Quality Assurance requirements:

Attachment No.

(a) a statement confirming that the Tenderer is registered with Commerce as meeting Substantial Implementation requirements in accordance with the Commerce Contractor and Subcontractor Quality Assurance Requirements, Document PWD-0606

OR

(b) a copy of certification from a quality assurance Senior Auditor registered with Commerce under the category QA Auditors – Contractors (Category 325) that confirms that the Tenderer has met Substantial Implementation requirements of the Commerce Contractor and Subcontractor Quality Assurance Requirements, Document PWD-0606.

OR

(c) a copy of the Tenderer’s certificate together with a scope, field and capability description evidencing that the Tenderer has met certification requirements to AS9001:1994 or AS9002:1994 by certifying body registered with the Joint Accreditation System- Australia and New Zealand

OR

(d) evidence that the Tenderer’s Quality System meets the requirements of another NSW Government Agency for works of an equivalent size and similar type.



QUALITY MANAGEMENT (Continued) Supply the following as attachments to the application (if applicable)

Item Attachment Number

Copy of a Project Quality Plan on a current project.

Name and phone number of Supervising organisation and external auditor from a recent project audit.

Provide a copy of the organisation’s latest external project audit.

List below details of other projects over $1M within the last 3 years for which Contractor quality assurance systems have been implemented.

Project Name Contract sum

$

Supervising organization with Contact Name &

Details



RETURNABLE SCHEDULE 7: FINANCIAL INFORMATION

7. FINANCIAL INFORMATION The interested organisation is required to submit a copy of its annual financial statements for the past two financial years. Where possible any financial statements submitted should be audited. The interested organisation is also required to submit: ♦ details of any overdraft facilities available;

♦ details of any guarantee facilities available;

♦ when the interested Organisation is required by the Australian Securities Commission to submit audited accounts, a copy of the audited accounts is to be submitted;

♦ when the interested Organisation is a Subsidiary, the annual financial statements submitted are to be in respect of the Subsidiary and not it’s Holding Company. In addition, the interested Organisation is required to submit the consolidated accounts for the whole group of companies; and

♦ if a Subsidiary does not have sufficient financial capability in its own right, prequalification may be sought in the name of the Holding Company, or in the name of Holding and Subsidiary Companies, jointly and severally.

Attachment Number:



RETURNABLE SCHEDULE 8: OHS&R

8. OCCUPATIONAL HEALTH, SAFETY & REHABILITATION MANAGEMENT

Do you have Construction Policy Steering Committee (CPSC) Accreditation for an OHS&R Management System?

Attachment Number:

Yes / No

Do you conduct accident investigations?

If Yes, who conducts these investigations? (Title)

(Attach examples of two recent accident investigation reports) Attachment Number:

Yes / No

Do you conduct site safety inspections:

If yes, how often?

(Attach two recent inspection reports or other documentation of inspection) Attachment Number:

Yes / No

Do you have a written safety policy?

(Attach safety policy) Attachment Number:

Yes / No

Do you have a safety induction program for new employees and/or sub-contractors?

(Attach outline of induction program) Attachment Number:

Yes / No

Submit a copy of a Safety Management Plan on a current project. Attachment Number:

Submit examples of safe work method statements on a current project. Attachment Number:

NOTE: Please also refer to the OHS&R Management System requirements for “Major Projects” detailed in the NSW Government’s Capital Procurement Manual 2nd edition.



RETURNABLE SCHEDULE 9: SUBCONTRACTORS

9. IDENTIFICATION OF SUBCONTRACTORS Provide details of major subcontractors utilised in the last twelve months, related to FM discipline.

Subcontractor & trade

Project name and description

Supervisory organisation with name of contact

person and phone number



RETURNABLE SCHEDULE 10: CLIENT SATISFACTION

10. COMMITMENT TO CLIENT SATISFACTION Please detail your organisation’s development and implementation of any of the following aspects:

A corporate policy for development and monitoring of progress in identifying client needs:

An established program for raising staff and employees’ awareness of client needs:

An established program for discussing client needs, priorities and preferences with clients:

Supervisory organisations (no more than two) with name of contact person and phone number



RETURNABLE SCHEDULE 11: ENVIRONMENTAL ISSUES

11. MANAGEMENT OF ENVIRONMENTAL ISSUES The NSW Government is committed to the guiding principles of Ecologically Sustainable Development. This includes the protection of human health and of our natural environment. Demonstrate your understanding of these environmental issues and detail any program developed to manage these issues including: Copy of an Environmental Management Plan from a current or recent project. Attachment No: Energy Efficiency: Water Conservation and Recycling: Biodiversity – protection of our natural environment:



Avoidance of sensitive materials/products: Waste avoidance and pollution reduction: Development of a program to train staff and employees in management of environmental issues as listed above: Development and implementation of plans to minimise waste and control the impact on the environment of construction activities:



RETURNABLE SCHEDULE 12: COLLUSIVE ARRANGEMENTS & DECLARATION

12.1 COLLUSIVE ARRANGEMENTS In consideration of being permitted to tender, DET/USYD / Commerce will require that each shortlisted Organisation promises as a fundamental condition that:

♦ it has no knowledge of the tender price of any other Tenderer for the work under the contract;

♦ except as disclosed in the Tender, it has not paid or allowed or entered into any contract, arrangement or understanding to pay or allow any money directly to a trade or industry association (above the published standard fee) in relation to this tender or any contract to be entered into consequent thereon, nor paid or allowed any money on that account, nor will it pay or allow any money on that account;

♦ it has not paid or allowed or entered into any contract, arrangement or understanding to pay or allow any money directly or indirectly to or on behalf of any other tenderer in relation to this tender or any contract to be entered into consequent thereon, nor will it pay or allow to receive any money as aforesaid;

♦ in the event of the Tenderer receiving any money or allowance from or on behalf of another tenderer in relation to this tender, such money or the value of any allowance shall be held on trust for and become immediately payable to the Principal; and

♦ in the event of the Tenderer paying or allowing to or on behalf of a trade or industry association or another tenderer any money in breach of these conditions the Principal shall be entitled to withhold from any payment due to the Tenderer on any account an equivalent sum as liquidated damages.

12.2 DECLARATION I hereby declare that the particulars shown herein are true and correct in every detail and all required information has been supplied. I declare that the financial information reflects the accounts of the applicant organisation. I agree with the above Commerce’ requirements on Collusive Arrangements. Date: ____________________________________________________________ Signed for the Contractor by: _____________________________________

(Authorised Officer)

In the Office Bearer capacity of: ___________________________________

Name (in block letters): _________________________________________

EOI CLOSES: 9.30AM 17 February 2009



RETURNABLE SCHEDULE 13: RISK MANAGEMENT

13 RISK MANAGEMENT As part of the risk assessment approach being undertaken by the DET/ USYD, EOI respondents are required to participate by providing direct feedback through the EOI process on risks associated with the delivery of maintenance services to DET/ USYD facilities. A list of key risks identified by the respondent are a mandatory requirement, however, they will not be used as a ranking criteria. These risks will be collated and used in the overall risk management process being undertaken separately by DET/ USYD. Items that are raised as commercial in confidence should be highlighted as such by respondents and will not be used for any other purpose other than the internal DET/ USYD risk management process.

EOI respondents should use their knowledge of the EOI document, as a basis for identifying risks that may inhibit future contractors’ ability to contribute to “delivery of maintenance services to achieve best-value education outcomes for DET/ USYD”.

Risks should be listed in priority order, such that the risk event that the respondent places as the highest priority is first on the list.

Description of risk event Consequence if risk event occurs


summary file only - tenders.nsw.gov.au

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