products and services guide for building and asset services · building and asset services 2017-18...
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BUILDING AND ASSET SERVICES
2017-18
PRODUCTS AND
SERVICES GUIDE
Department of Housing and Public Works
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ABOUT US Building and Asset Services (BAS) is a commercialised business unit of the Queensland Government that partners with other government agencies to strategically manage their building, construction and maintenance activities to ensure the safety and sustainability of their assets and facilities.
We also support the asset management objectives of the Queensland Government through our core products and services. This means that Building and Asset Services charges for products and services it provides, and adopts in varying degrees other features for the commercial environment including the principals of competitive neutrality, clear and non-conflicting objectives, and accountability for performance.
As a commercialised business unit, Building and Asset Services is required to work on a cost recovery model to ensure sustainability, unlike commercialised private sector organisations who are established to make a profit.
OUR STRATEGY We aim to support our customers through: • providing expertise in acquisition, planning and technical
services, procurement, the delivery of new buildinginfrastructure, and asset and facilities management
• statewide local presence, knowledge and insight of assetsand delivery markets
• risk management across diverse building asset portfolios• working closely with industry and local suppliers to
maximise value for money and build in Queensland’s regions
• embedded safety culture for staff, contractors andsuppliers
• achieving value for money and economies of scale bygrouping like works where possible across agencies
• developing suitable systems and processes to optimisedelivery management and reporting.
OUR VISION We aim to work in partnership with our customers to manage their asset life cycle through acquisition, construction, maintenance and disposal.
OUR VALUES Our people are committed to: • Putting customers first: we will focus on our
customers at all levels by understanding them anddelivering what matters.
• Transforming ideas into action: we will be responsiveand innovative in delivering solutions by encouragingand embracing new ideas, and working acrossboundaries.
• Unleashing potential: we will excel by being clearabout our vision and continue to challengeourselves.
• Being courageous: we will take calculated risks to achievebetter outcomes and act with transparency.
• Empowering people: we will empower our people tolead by example within an integrated department.
• Ensuring a safe work environment: we will ensurethe safety of our workers, customers, contractors,other stakeholders and the public.
OUR SUCCESS We are successful when: • we achieve our customers’ goals allowing them to
focus on their core business• we are the preferred choice for maintenance,
technical services, building and construction worksand procurement management
• our culture and capabilities align with customers’needs
• our business is financially viable• when we work with industry and local suppliers to
maximise value for money to build Queensland’sregions.
• we deliver on the principles of the QueenslandProcurement Policy
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CORE PRODUCTS
MAINTENANCE
Through its maintenance services, BAS is able to ensure facility assets function as designed for as long as possible. Works and activities include: • planned maintenance (including statutory
maintenance)• unplanned maintenance (emergent, intentional
damage and disaster response)• service maintenance (hard and soft) hard
maintenance includes air conditioning, fire systems,and soft includes cleaning, mowing etc.
Building and Asset Services also offers the delivery of maintenance services, either individually or in combination with other services including program management, project management, procurement management, customer services and contract management.
ASSET ASSESSMENT
We collect and provide asset data to owners to support informed decision making, forecasting and identification of asset management needs.
TECHNICAL SERVICES
We provide innovative solutions and expert advice to meet the facility, infrastructure and property needs of asset owners and their stakeholders.
BUILDING AND CONSTRUCTION
We facilitate the development Queensland’s built infrastructure to meet the needs of our communities.
PROCUREMENT SERVICES
We support value for money and compliant outcomes in the management of assets through best practice.
CORE SERVICES
PROGRAM MANAGEMENT
Our best-fit solutions for large bodies of work include initiating, facilitating and overseeing the accomplishment of quality outcomes that address customer requirements and support effective stakeholder relationships.
PROJECT/DELIVERY MANAGEMENT
Our teams manage project definition, planning, delivery and finalisation of building programs and projects while managing risks and ensuring compliance associated with planning and delivery of government building solutions.
PROCUREMENT AND CONTRACT MANAGEMENT
We ensure that government building works are sourced and managed fairly and transparently while delivering value for money outcomes. We also manage risk and complexities through suitable contract solutions that align with the Queensland Procurement Policy.
CONSTRUCTION MANAGEMENT
Our teams provide the direct delivery of building and construction projects where Building and Asset Services is appointed as the project builder.
ADVISORY SERVICES
We provide quality and compliant asset and infrastructure solutions through the provision or sourcing of multi- disciplined professional and technical expertise.
Please note that it is not expected that all the activities for each product and service are required to be carried out on each individual job, however, all activities listed are commonly applied functions of the products and services.
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PLANNED MAINTENANCE
The activities listed under each of our services below are included in Building and Asset Services’ delivery charge.
PROGRAM MANAGEMENT • Customer liaison to collect and develop program
requirements• Development of program delivery plans• Management and attendance of regional, corporate
and joint management team meetings• Monthly reporting to regional and corporate
customers on program delivery and actualexpenditure
• Ongoing analysis of project/program status tounderstand, progress and identify risks and developmitigation strategies
• end-of-financial year accrual calculations.
PROJECT/DELIVERY MANAGEMENT • Scoping of works including collecting measurements,
photos, sketch/plan sufficient to go to tender• Assessing requests• Undertake checks for Asbestos Containing Material
(ACM), lead paint and other environmental hazards asper guides (checks include review of registers and/orphysical/visual review)
• Manage any incidents to rectification stage• Arrange and lead start up and practical completion
meetings • Contract manage contractors and manage issues
including breach notices• Manage any incidents including ACM to rectification
stage, follow up with contractors to pay costs ofrectification/remediation where an incident is causedby a BAS engaged contractor
• Inspection of works for defects and manage defectsuntil completion
• Add equipment to service maintenance scheduleif/where identified and required
• Dedicated BAS Officer to manage projects• Maintain project file
• Travel for BAS staff to and from jobs within 50km radius ofthe closest BAS Regional, District or permanently staffeddepot/office where appropriate
• Identify any potential safety concerns through the TradeHazard & Risk Analysis process
• Physical completion certificates, signed on completion• Undertake periodic site inspections with regards to work
quality and contractor compliance with WH&Srequirements - includes maintenance upkeep of safetyequipment/barricades and the like. Number of visitswill be based on risk and agreed with customer. Activitiesassociated with the accreditation of the AS/NZS 4801Occupational health and safety management systemsaccreditation.
• Work requests and work order management includingstatus update of work request, planned and actual startand finish dates, percentage completion and financialstatus.
PROCUREMENT/CONTRACT MANAGEMENT • Ongoing management and engagement of Standing Offer
and Panel Arrangement contractors, such as UnplannedMaintenance and Minor Upgrade Services (UMMUS)
• Determine if appropriate to seek quotations using BASUMMUS contractors for projects
• Prepare and release tender documentation throughappropriate tender tools
• Manage contractor site visits during tender period• Evaluate tenders, including due diligence, and award
contracts – issue award letter, purchase order and workorder
• Pay contractors within contractual terms on behalf ofcustomer- thus reducing transactions for the customer
• Value for money through access to broader procurementstrategies.
MAINTENANCE
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UNPLANNED MAINTENANCE PROGRAM MANAGEMENT • Management of calls and work via our Maintenance
Response Centre• Management and attendance of Regional
Management Team (RMT), Corporate ManagementTeam (CMT) and Joint Management Team (JMT)meetings where required
• Monthly reporting on program delivery and actualexpenditure at regional and corporate levels
• EOFY Accrual calculations
PROJECT/DELIVERY MANAGEMENT • Liaison to arrange for follow up work (in excess of
pre-approved thresholds) deriving from unplannedmaintenance (including briefing and handover toregional Delivery streams).
• Undertake checks for ACM, lead paint and otherenvironmental hazards as per guides (checks includereview of registers and/or physical/visual review)
• Contract manage contractors and manage issuesincluding Show Cause and Breach notices
• Manage any incidents including ACM to rectificationstage
• Inspection of works for defects and manage defectsand re-work until completion
• Add equipment to service maintenance scheduleif/where identified and required
• Travel for BAS staff to and from jobs within 50kmradius of the closest BAS Regional, District orpermanently staffed depot/office where appropriate
• Value for money checks by trade-experienced staffassessing repairs and quotations forrepair/rectification work
• Identify any potential safety concerns through theTrade Hazard & Risk Analysis process.
• Undertake periodic site inspections with regards to workquality and contractor compliance with WH&Srequirements, including maintenance upkeep of safetyequipment/barricades and the like. Number of visits willbe based on risk and requirement
• Work requests and work order management, includingdispatch to field staff and contractors, job card entry,completion dates, comments updates, billing and invoicing
• Managing the customer’s safety risks and independentWH&S advisors to conduct safety inspections – sampleover 2000 per year.
• Activities associated with the accreditation of the AS/NZS4801 Occupational health and safety managementsystems Accreditation
• Where BAS is the contractor, QGIF coverage for works• Reducing administrative transactions through payment of
contractors within contract term on your behalf.
PROCUREMENT/CONTRACT MANAGEMENT • Maintaining and enforcing ‘Conditions of Working
with Building and Asset Services’ policy, which outlinesdirection and business rules for contractors working onyour sites
• Management and engagement of Standing Offerand Panel Arrangement contractors (e.g. UnplannedMaintenance and Minor Upgrade Services (UMMUS)).
MAINTENANCE
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MAINTENANCE
SERVICE MAINTENANCE
PROGRAM MANAGEMENT • Customer liaison to collect and develop program
requirements• Development of program delivery plans• Management and attendance of RMT, CMT and JMT
meetings where required• Monthly reporting to regional and corporate customers
on program delivery and actual expenditure• Ongoing analysis of project/program status to
understand progress and identify risks and develop mitigation strategies
• EOFY Accrual calculations• Collate client information from BAS business reporting
systems for client review.
PROJECT/DELIVERY MANAGEMENT • Undertake periodic site inspections with regards to work
quality and contractor compliance to arrangements• Dedicated Principal Representatives in each region to
manage contracts• Provision of certification for electrical and plumbing
requirements• Provision of test results for customers (e.g. water• treatment plants, backflow devices and Form 7)• Provision of annual occupier statement for fire services• Providing technical advice to clients regarding statutory
requirements and other building codes • Identifying customer issues before they escalate by
managing and notifying both the issue and resolution tocustomer for comment
• Reviewing and updating technical specification forservices contracts – to current standards.
• Development of specifications• Reviewing breakdown quotations for value for money and
providing technical advice regarding description of work so customer can make an informed decision
• Providing alternative solutions and recommendation toresolve onsite service issues and equipment failures.
• Work order management • Updating customers assets and equipment schedules• from advice provided
• Travel for BAS staff to and from jobs within50km radius of the closest BAS Regional,District or permanently staffed depot/officewhere appropriate
• Contract administration including issuing ofvariations, contractor non-conformancenotification
• Dispute resolution customer/contractor related• Managing the customer’s safety risks and independent
WH&S advisors to conduct safety inspections• AS/NZS 4801 Occupational health and safety
management systems Accreditation• BAS Safety Induction for Contractors/Workers• Arrange completion of works following contractor
failure• Where BAS is the contractor, Queensland
Government Insurance Fund (QGIF) coverage for building works while in construction up to$4.5 million
• Manage project risks• Knowledge of industry • Customer Service Relationships.
PROCUREMENT / CONTRACT MANAGEMENT • Prepare and release tender documents through
appropriate tender tools• Evaluate tenders, including due diligence, and
award contracts - issue award letters, purchaseorder and work orders
• Regular performance meetings with contractors• Manage Contractor performance • Manage Contractor failure• BAS Registration process for contractors, including
license and financial checks and ongoingmanagement of contractor registration
• Pay contractors within contractual terms on behalfof customer - thus reducing transactions for thecustomer
• ‘Conditions of Working with Building and AssetServices’ document- Direction and Business Rules for contractors working on BAS customer sites
• Value for money through access to broaderprocurement strategies.
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CONDITION ASSESSMENT, ASBESTOS AUDIT, ANNUAL PROPERTY INSPECTIONS, HEALTH AND SAFETY AUDITS, ASSET LIFECYCLE ASSESSMENT
The delivery fee for each of these services is calculated on an individual project or program basis, these are effort based and are built from the resources and time required or selected for the delivery the project or program.
It is not expected that all of these activities are required to be carried out on each individual job, however all service elements listed are commonly applied functions of Asset Assessments.
PROGRAM MANAGEMENT • Customer liaison to collect and develop program
requirements• Development of program delivery plans• Management and attendance of RMT, CMT and JMT
meetings• Monthly reporting to regional and corporate customers
on program delivery and actual expenditure• Ongoing analysis of project/program status to
understand progress and identify risks and develop mitigation strategies
• EOFY Accrual calculations• Collate client information from BAS business
reporting systems for client review
PROJECT / DELIVERY MANAGEMENT • Development of Assessment Schedule • Development and distribution of ‘Notification of
Upcoming Assessment’ Correspondence(letter/email)
• Travel for BAS staff to and from jobs within 50km byroad of BAS Regional/District/ Depot/Office atwhich has assigned BAS condition assessors whereappropriate
• Assessment Activities as outlined in the ‘CustomerProgram Requirements’
• Identification and rectification of identified workhealth and safety issues if specified
• Validation and provision of assessment reports• Arranging access to facility• Work with the customer to arrange mutually
suitable times for inspections and audits to be undertaken
• Managing the customers safety risks and independent WH&S advisors
• BAS Safety Induction for Contractors/Workers• Reference to applicable Australian Standards where
required• Identifying maintenance liabilities over customer set
timeframes• Police/criminal history checks for sensitive site, i.e.
correctional centers or juvenile detention centers• Compliance with the Residential Tenancy Authority
(RTA) legislation when required.
ASSET ASSESSMENTS
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TECHNICAL SERVICES Building and Asset Services’ Technical Services team provides a full suite of built environment and engineering advisory services via internal and external resources. These offerings include, but are not limited to: • Town Planning• Environmental
• Corporate Real Estate Strategy• Native Title Assessment• Property Acquisition• Property Disposal• Fire Services • Hydraulic Engineering• Architecture Services
• Security and Communications• Strategic Asset Planning• Life cycle planning
• Building Surveying• Statutory compliance
The Technical Services team carry out pre-design investigations, develop briefs, as well as source and engage external experts where required. The unit contains highly experienced subject matter experts (SME’s) in the following areas.
Building Surveying:
• Technical advice in the development and applicationof building surveying solutions that recognise theparticular needs of government.
• Assist in risk management for government by ensuringbuildings are safe, equitable and sustainable.
• Implement and maintain whole‐of‐Governmentprocesses and standards that satisfy thegovernment’s statutory building regulatorycompliance responsibilities
Professional Services:
• Expert Technical Advice• Brief Development• Terms of Reference for external consultants’
procurement to ensure they obtain fit for purpose consultancies.
• Impartial Consultancy Advice• Feasibility Studies/Sketch Design proposals to determine
site potential• Expert Audit Services - reviews external consultancy to
ensure industry delivers what has been requested• Work with industry experts to assist customers resolve
complex technical issues.
Property Services:• Manage the assessment and disposal of surplus
government property across Queensland• Manage customer acquisitions programs• Undertake native title assessments
Strategic Asset Planning:• Develop increased asset management capability within
HPW and assist Queensland Government departments toensure that asset portfolios are maintained and aligned toservice delivery needs.
• Coordinate the development and documentation ofbusiness processes relating to asset performanceassessment
• Establish a Capability Framework for asset managers andsupporting roles and Identify and develop systems andtechnology for asset data capturing, storage and analysis.
Town Planning:
• Conduct town planning due diligence• Enabling risk identification and opportunities leading to
appropriate land use outcomes.• Manage statutory delivery processes and advising on
exemptions in relation to State capital works.
Advisory Services:• The delivery methodology for technical services will be
determined in consultation with the client and will bebased on the individual program, project and technicalconsiderations.
• To support this methodology, Building and Asset Servicesuses effort based pricing for the services it offers.
ADVISORY SERVICES
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BUILDING AND CONSTRUCTION
Building and Asset Services has professional expertise in the delivery of capital building and construction projects including the design and construction of new buildings, extensions to buildings, demolition or removal of buildings and the provision of services (including power, lighting, communications, security systems, fire systems, heating, ventilation, air conditioning, lifts, waste supply, sewerage or drainage). Building and Asset Services offers its customers the following management services in the delivery of capital programs and projects: • Procurement Management• Program Management• Project Management• Construction Management, or• Combinations of the above services.
The methodology to deliver capital projects will be determined in consultation with the client and will be based on the individual program, project and site considerations and with considered analysis on the required customer outcomes, risk and conformance with the Capital Works Management Framework. Building and Asset Services uses effort based pricing methodology for the services it offers under Building and Construction.
PROCUREMENT MANAGEMENT There are many benefits to utilising Building and Asset Services for Procurement Management. Building and Asset Services will: • Ensure that the requirements of the Queensland
Procurement Policy are met and that governmentbuilding projects are sourced and managed fairly, anddeliver best value for money.
• Ensure that the priorities of the Government are met through a transparent and ethical process.
• Ensure conformance with the Capital Works ManagementFramework (CWMF) and other key pieces of legislation,frameworks, policies and codes that apply to the planningand delivery of capital projects.
• Ensure the right contract is used to manage the risk, valueand complexity of the project.
We offer the following services in procurement management for the delivery of capital programs and projects: • Forward Procurement Planning and Early Industry
Engagement• Contract Strategy Formulation and Procurement Planning • Procurement Risk Management • Superintendent and Superintendent’s Representative roles
in Contract Management • Buy local in alignment with the Queensland Procurement
Policy
Tender services offered include: • Compilation of ‘Invitation to Offer’ letters• Compilation of Tender Packages including scopes of work,
specifications and any required schedules• Review of contract documents to ensure relevant
Government policies have been met i.e. CWMF, QueenslandGovernment Building and Construction Training Policy, Queensland Charter for Local Content, Compliance Schedulefor the Queensland Code and Queensland Guidelines.
• Record and run eligible tenderers list in the PQC system andselection of suppliers through the Select List Committee,where required.
• Advertise via the Q-Tenders system to ensure maximum coverage to the market which will in turn ensure a bettervalue for money outcome
• Issue to the market via the Building and Asset Services’ e-Tender system
• Provision of direct responses to tenderers regarding system enquires
• Forward Request for Information to the client agency andensure responses are received and then issue these responsesvia addenda (through the e-Tender system)
• Management of tender evaluations including clarificationsand negotiations
• Provision of non-price/price recommendation (generated by e-Tender)
• Undertake financial assessment in accordance with thewhole-of-government panel arrangement for financialassessment services (PQC financial requirements)
• Compilation of letter of award and forward to client agency for approval
• Notification of unsuccessful tenderers
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PROGRAM MANAGEMENT Building and Asset Services will: • Initiate, facilitate and oversee program delivery through
all stages including definition, design, procurement,construction and review, providing professionalleadership with a high focus on customer engagementand quality outcomes.
• Ensure that the program achieves defined time, cost,scope, cash-flow and quality requirements through the development of appropriate program delivery strategies,governance structures, analysis of expenditure, and the identification of trends showing opportunities and risks.
• Manage and maintain effective stakeholder relationshipsand networks to ensure the program achieves identifiedbenefits and objectives, and enable collaborative working relationships with key internal and external stakeholders.
• Develop, implement and manage the program monitoringand reporting processes to identify ongoing performanceand progress trends against plans and budgets, ensure riskis appropriately managed, project commitments areachieved and implement mitigation strategies as required.
• Enable informed customer decision making on program issues by developing timely and relevant writtensubmissions, briefs, presentations and information papers for program stakeholders on program financial, time,scope, risk and resourcing matters.
We offer the following services in program management for the delivery of capital programs: • Program Delivery Strategy development• Program Implementation Plans• Program Procurement, Tendering and Contract Strategy
Formulation• Program Risk Management• Program Monitoring and Reporting• Program Trend Analysis• Program Governance arrangement development
PROJECT MANAGEMENT Building and Asset Services will: • Perform the role of informed buyer of consultancy and
construction industry services on behalf of agencies and manage the risks associated with the planning and delivery ofgovernment building programs and projects consistent withthe Government’s key objectives.
• Apply the CWMF principles to facilitate the delivery of timely,fit for purpose government buildings that represent value formoney and provide a robust platform for the Government todeliver its services to Queenslanders.
• Provide a project management service for Project Deliveryfrom Project Definition to Project Handover and Finalisationand Project Review services for benefits realisation.
• Ensure conformance with key pieces of legislation,frameworks, policies and codes that apply to the planning and delivery of capital projects.
• Provide a collaborative approach to developing solutions thattakes into consideration the unique challenges of deliveringgovernment building projects.
We offer the following services in project management for the delivery of capital programs and projects: • Project Management • Project Administration• Procurement and Contract Strategy• Procurement Services for Consultants and Contractors• Contract Management for Consultants and Contractors• Superintendent and Superintendent’s Representative Roles
in Contract Management• Building Commissioning and Handover• Preparation of End Stage Reports• Defect Resolution• Project Close-out• Building Performance Review• Legislative Compliance Strategy• Management of compliance with relevant Government
policies - CWMF, Queensland Government Building andConstruction Training Policy, Queensland Charter for LocalContent, Compliance Schedule for the Queensland Code and Queensland Guidelines and Prequalification (PQC) process.
CAPITAL WORKS
BUILDING AND CONSTRUCTION
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BUILDING AND CONSTRUCTION
CONSTRUCTION MANAGEMENT Building and Asset Services will: • Provide assurance and have specialised experience in impact
disruption minimisation• Have an in depth understanding of the challenges of
delivering government building projects• Have specialised experience in delivering project works
in challenging and sensitive situations such as secure or operational facilities
• Provide assurance for Workplace, Health and Safety whenacting as the Principal Contractor
• Provide fast and efficient site mobilisation• Ensure an accelerated program and commencement on site
where required• Provide individual tailored procurement strategies to align
with government priorities
We offer the following services in construction management for the delivery of capital programs and projects: • Builder’s Coordination• Tendering of Subcontracts / Trade Packages• Responsibility for Workplace Health & Safety on site • Builder’s Works• Completion and Payment of Fee and Levy Documentation• Management and On-site Supervision of Subcontractors• Management of Defect Rectification• Management of Construction Costs and Risk • Management of Design and Documentation component
Charges for Building and Construction Works
Building and Asset Services provides tailor made solutions to each of the projects, programs and challenges presented. The delivery fee for each of these solutions is calculated on an individual project or program basis.
OTHER PROCUREMENT SERVICES Where Building and Asset Services receives requests from agencies for assistance in their project specific procurement requirements, on a fee for service arrangement Building and Asset Services can offer the following: • Compile Invitation to Offer letters• Compile tender packages including scopes of work,
specifications and any schedules required • Issue to the market (e.g. IRIS and Building and Asset
Services e-Tender)• Manage any addendums• Manage and record requests for information• Manage tender evaluations including clarifications and
negotiations• Compile letter of recommendation• Compile letter of award • Notify unsuccessful tenderers• Prepare documentation for Contractor Kick-off meetings.
Building and Asset Services can also provide the followingservices which will be charged using an effort based calculation where:
• customer representative will work with Building and Asset Services throughout the procurement process to expeditethe arrangements quickly and in a timely manner
• there is no allowance for prequalification of tenderers notcurrently registered with Building and Asset Services
• the customer is involved in tender evaluation and manage any internal approvals as required
• there is no allowance for contract management duties once tenders are awarded.
• there is no allowance for Building and Asset Servicespersonnel’s travel to site- airfares, car hire oraccommodation and meals (if required)
• there is no allowance for Building and Asset Services staff to travel to each site for Contractor start-up meetings.
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Where claims or disputes arise under contracts for which Building and Asset Services is providing contract management services (i.e. superintendent or superintendent’s representative services or equivalent, but not solely the processing of payments in the absence of these services), we will provide all necessary assistance to the principal under the contract to resolve the claim or dispute at no additional cost to the customer.
Should the claim or dispute lead to major disputation, adjudication under the Building and Construction Industry Payments Act 2004 or litigation, the matter will be referred to Contract Services for assistance to resolve the claim or dispute at no additional cost to the customer.
Should Technical Services or Legal Services be required in respect of the claim or dispute (e.g. legal advice, representation or related services), the cost of such services shall be payable by the customer, notwithstanding that the legal services may have been procured by Building and Asset Services or Contract Services.
Building and Asset Services shall obtain the customer’s agreement prior to procurement of technical or legal services, except in cases where the urgency of the matter requires immediate action to protect the State’s interests, in which case Building and Asset Services will promptly notify the customer agency of the actions that are being undertaken on its behalf.
CLAIMS AND DISPUTES