2006 - 2015 Agency Work Procedure Manual - PDF

Transcription

Building Management
Contracts Management
FACILITIES MANAGEMENT
AGENCY WORK PROCEDURE MANUAL
Across Government Facilities Management Arrangements
FMCM 002/00100
Building Management
Table of contents
1
Introduction
2
Glossary of terms
3
Administration and management of the manual
4
Planned Services
5
Unplanned Services
6
Property Services
7
ESD Consultancy Services
8
Control of FM Agreements documents
9
Innovation proposals
10
Management of FM correspondence
11
Recording of FM daily activities
12
Administration of FM noncompliance
13
Designated location memoranda
14
Payment of FM job claims on FAMIS
15
Processing of variations
16
Dispute resolution
17
Delegations under FM agreements
18
Emergency response to major incidents
2
Building Management
section 1 Introduction
Facilities Management Agreements – Agency Work Procedure Manual
Administration of Facilities Management Agreements
Introduction
1.
Date:
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Author:
Authorisation:
section:
April 2007
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O Burdeniuk
1
Introduction
This Facilities Management Agency Work Procedure Manual has been prepared for the
Across Government Facilities Management Arrangements, to provide the operating
procedures for the procurement and provision of Planned Services, Unplanned Services,
Property Services and ESD Consultancy Services for Designated Locations in the State of
South Australia, in three metropolitan regions of Adelaide and Regional South Australia,
designated as regions A, B, C and Regional South Australia respectively.
The manual has been prepared to provide instruction to Agency Representatives and
Agencies in the management of Department for Transport Energy and Infrastructure (DTEI),
Contract number 3220-FM-2005 and Department for Transport Energy and Infrastructure and
(DTEI), Memorandum of Administrative Arrangement 3219-FM-2005.
This manual is complemented by the Facilities Management service provider’s (FM) Quality
Assurance plan developed for delivery of all services at the Designated Locations included
within each region.
The services provided under the Facilities Management (FM) Agreements provide for
planning, management and delivery of services to existing Designated Locations, including;
•
•
•
•
Planned services
Unplanned Services
Property Services
Designated Locations within the Facilities Management Agreements can access services from
the Facilities Management service provider (FM) in;
Regions A, B and C
By registering requests with the DTEI Building Management hotline or for selected
services directly onto the Facilities Management Information System (FAMIS).
Regional South Australia (SA)
Initially all requests to DTEI, Building Management, Facilities Services, district offices.
As your Agency is progressively brought in under the operation of the Facilities
Management Services Arrangements, requests for works will be ordered through the
Facilities Management Information System (FAMIS) and DTEI, Building Management,
Facilities Services, district office hotline facilities.
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Introduction
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Each item of work performed within the FM Agreements will only be initiated with the proper
assignment of a works order number through the Facilities Management Information System
(FAMIS).
The Facilities Management service provider (FM) will assist Agencies develop annual
programs of works for;
Planned Services
•
•
•
Preventative Maintenance
Planned Replacement/Refurbishment Maintenance
Planned Minor Works
Property Services
•
•
•
•
•
Cleaning Services
Hygiene Services
Security Services
Grounds Maintenance
Waste Management
•
•
•
Energy
Water
Waste
DTEI Building Management maintains an internal quality audit system to ensure that all
services are being correctly delivered and charged where costs are reimbursed.
The FM Agreements require the Agency Representatives to carry out their obligations in
accordance with the Facilities Management Agency Work Procedure Manual in a timely
manner and in fully carrying out the delegations assigned to Agencies under the new
FM Agreements with Spotless P & F Pty Ltd and DTEI Building Management Facilities
Services.
The Facilities Management service providers (FMs) are:
Region A
DTEI Building Management Facilities Services - enquiries ph 822 64943
Regional SA DTEI Building Management Facilities Services - enquiries ph 822 64463
Region B
Region C
Spotless Property & Facilities - enquiries ph 8354 8222
Spotless Property & Facilities - enquiries ph 8354 8222
Each Designated Location has been assigned a region, if you are in any doubt of your
Facilities Management service provider (FM) please contact 822 65054.
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The DTEI, Building Management Hotline service is a 24 hour, 7 day a week service.
Metropolitan Hotline telephone numbers and fax numbers are:
Region A
ph..82265293
fax..82265297
Region B
ph..82265295
fax..82265297
Region B
ph..82265296
fax..82265297
Regional South Australia Hotline telephone numbers and fax numbers are:
Berri
Clare
Nuriootpa
Mt Gambier
Murray Bridge
Port Pirie
Port Augusta
Whyalla
Port Lincoln
ph..85821733
fax..85823051
ph..88423844
fax..88423873
ph..85622144
fax..85621092
ph..87249866
fax..87230743
ph..85322122
fax..85326422
ph..86323366
fax..86330631
ph..86422277
fax..86410809
ph..86459288
fax..86440110
ph..86821077
fax..86830330
DTEI Building Management Hotline operating hours
Monday to Friday before 7.30 am and after 5 pm and on Saturday, Sunday and public holidays
the Hotline service is re-directed to the FM.
FM Agreements operating hours are from 6 am to 6 pm.
Normal time operating hours for the FMs are 7.30 am to 5 pm Monday to Friday.
For the periods 6 am to 7.29 am and 5.01 pm to 6 pm, time and a half rate with the normal
business hours call out fee will apply.
After hours call out rates and labour rates will apply from 6.01 pm to 5.59 am Monday to
Friday, on public holidays, Saturdays and Sundays.
The after hours call out fee includes up to the first 3 hours of attendance at the Designated
Location by a trades person.
Additional call out fees and charges may occur, if additional or multiple trades are required
to respond to a Designated Location emergency/breakdown call out request.
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Building Management
section 2 Glossary of terms
Glossary of terms
2.1
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Glossary of terms
FM Agreements
Facilities Management Services for,
Metropolitan Adelaide Region B and Region C,
Contract Number 3220–FM–2005,
and
Facilities Management Services for,
Metropolitan Adelaide Region A and Regional South Australia,
Memorandum of Administrative Arrangement 3219–FM–2005.
Designated Location
An entity, be it site, facility, tenancy, etc that is able to request
services under the FM Agreements.
FM Client Board
Facilities Management Client Board
Contract Administrator
DTEI, Building Management,
Manager, Facilities Management Contracts
Contract Manager
DTEI, Building Management,
Contracts Management, Contract Manager
Agency
A Government Agency, Council or other body obtaining services
through the FM Agreements
Agency Representative
A person assigned delegation under the FM Agreements
DTEI
Department for Transport, Energy and Infrastructure
BMCM
DTEI Building Management Contracts Management
FM
Facilities Management service provider
PSSB
South Australian Police Security Services Branch
FAMIS
Facilities Management Information System
Hotline
DTEI Building Management hotline
SAMIS
Strategic Asset Management Information System
KPIs
Key Performance Indicators
OHS&W
Occupational Health Safety and Welfare
WOL
Whole Of Life
ESD
Ecologically Sustainable Development
GoGO
Greening of Government Operations
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Building Management
section 3 Administration and management of the manual
Administration of FM Agreements
Date:
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Procedure for the administration and management of the manual.
3.1
FM Agreements
The FM Agreements provides for the administration and management of the Facilities
Management Services Contract and Memorandum of Administrative Arrangement for
the provision of Facilities Management Services selected at each of the Designated
Locations within a region.
Services available are:
• Planned Services
• Preventative Maintenance
• Planned Replacement/Refurbishment Maintenance
• Planned Minor Works
•
Unplanned Services
• Breakdown Maintenance
• Unplanned Property Services
• Unplanned Replacement/Refurbishment Maintenance
• Unplanned Minor Works
• Property Services
• Cleaning Services
• Hygiene Services
• Security Services
• Grounds Maintenance
• Waste Management
• ESD Consultancy Services
• Energy
• Water
• Waste
Each Agency has the ability to access all or any of the above services utilising the
procedures specified within this manual.
An additional management fee surcharge (currently 2%) subject to agreement and 3
party signed approval, (Agency Representative, FM and Contract Manager, form
number FMCM 002/00400), will apply to Urgent Minor Works and Urgent
Replacement/Refurbishment Maintenance works, these services will be physically
commenced at Designated Locations within 2 months of a job order being placed.
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3.2
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The administration and management of the manual, shall be conducted by DTEI,
Building Management, Contracts Management (BMCM).
This manual has been prepared to satisfy the contract administration requirements
deemed necessary to manage the;
Facilities Management Services for, Metropolitan Adelaide Region B and Region C
Contract Number 3220–FM–2005.
and
Facilities Management Services for, Metropolitan Adelaide Region A and Regional
South Australia, Memorandum of Administrative Arrangement 3219–FM–2005.
3.3
Contract procedures at the Agency level
The works associated with the FM Agreements for the four regions will be
administered in accordance with the procedures detailed within the Facilities
Management Agency Work Procedure Manual (FMCM 002/00100) and any other
amendments issued.
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3.4
Contract management organisation structure
3.4.1
The interim structure for administration of the FM Agreements shall be as follows:
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3.5
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Distribution control
The Facilities Management Agency Work Procedure manual will be available from
the DTEI Building Management website.
http://www.buildingmanagement.sa.gov.au
3.6
Revision status
DTEI, Building Management, Contracts Management will maintain and update the
Facilities Management Agency Work Procedure manual.
Anytime that reference is made to this manual it should be on the website.
Do not rely on previously printed versions.
3.7
Revision
DOCUMENT ID
SECTION
PAGES
REVISION STATUS
DATE
For information about the latest revision of this document, please go to the DTEI Building
Management website, FM Contract, Facilities Management information and resources,
Facilities Management Agency Work Procedure manual.
13
Building Management
section 4 Planned Services
Planned Services
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Procedure to manage the procurement of Planned Services.
4.1
Purpose
The purpose of this procedure is to instruct Agency Representatives in the
procurement and management of Planned Services.
4.2
Scope
This procedure specifies the actions and responsibilities of Agency Representatives
in development, procurement and managing Planned Services provided within the
FM Agreements.
4.3
References
and
4.4
Definitions
Planned Services comprise of;
•
•
•
Planned Minor Works
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Planned Services
4.5
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4.5
Preventative Maintenance comprises those services undertaken to ensure that;
•
an asset continues to deliver the specific performance by the continued
operation of building fabric, plant and equipment as originally specified;
•
the expected life of building fabric, engineering services, plant and equipment
is achieved by undertaking maintenance at regular recommended intervals
according to services schedules or, where appropriate, in accordance with
manufacturers recommendation’s and;
•
systematic inspection, detection and observation takes place in a timely
manner to prevent premature failure.
Preventative Maintenance also comprises those services undertaken to ensure
that Statutory Requirements including requirements under Occupational Health,
Safety and Welfare (“OHS&W”) legislation are met.
In performing Preventative Maintenance, the FM will be required to co-operate with
the Contract Administrator, Agency Representatives and other Contractors in
determining and detailing work required, by utilising the following categories of
Preventative Maintenance:
A.
Mandatory
Those services that must be carried out to satisfy Statutory Requirements,
such as fire services, maintenance of residual current devices, back flow
prevention devices, cooling towers, exit lights, fire services and compliance
with OHS&W legislation; and
B.
Recommended
Those services carried out to satisfy the maximum life of engineering services,
plant and equipment.
The provision of these services is not necessary to satisfy Statutory
Requirements and is to be developed in conjunction with Agencies according
to their Service Delivery Budgets;
Preventative maintenance activities may identify possible occurrence of premature
failure.
Agency Representatives may be required to approve repairs, replacement or
refurbishment work and should issue the appropriate work order after consideration
of all options.
Refer to;
Ecologically Sustainable Development Guide Note - Sustainment of Existing Buildings
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Planned Services
4.5.1
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4.5
Agency obligations
The Agency Representatives shall advise the FM of the;
•
available budget for the Preventative Maintenance Plan, for the Designated
Location;
•
level of expectation of the performance of the required service; and
•
details of the priority for the activities to be included in the plan.
The FM will require access to plant and any available backup asset management
details pertaining to the Designated Location, to assist in preparation of the proposal.
4.5.2
Preliminary Preventative Maintenance plan
Not fewer than 90 days from the operational date of the proposed maintenance
plan, the FM shall submit a preliminary maintenance plan for Agency consideration
indicating;
•
proposed maintenance activities;
•
subcontractors to be utilised; and
•
budget details for the funding required for the proposed plan.
The plan shall be accompanied by appropriate clarification indicating the reasoning
behind the Preliminary Maintenance Plan and detailing how it has addressed the
Agency’s statement of objectives.
The FM will;
•
develop a draft Preventative Maintenance schedule for a rolling 6 year
program;
•
submit an electronic copy of the draft Service Delivery Plan of Preventative
Maintenance work together with a draft Service Delivery Budget, including the
schedule and all relevant Technical Data Sheets (TDS);
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Planned Services
4.5.3
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4.5
Consideration of the proposal by the FM
If the Agency has received a satisfactory proposal, the Agency Representative
shall approve the implementation of the plan no fewer than 60 days prior to the
planned commencement date for the Preventative Maintenance Plan.
Notice shall be provided in writing to the FM.
If the proposed Preventative Maintenance Plan is deemed to be not acceptable
in any aspect the Agency Representative is to notify the FM not fewer than 60 days
before the start of each annual works program, stating what is not acceptable.
The Agency Representative will then receive from the FM an amended Preventative
Maintenance Plan within 7 days of the previous non-consent notification provided to
the FM, and reconsider the amended Preventative Maintenance Plan within 7 days.
The FM will supply a hard copy of the approved Preventative Maintenance Plan,
including relevant Technical Data Sheets, to each Designated Location.
4.5.4
Generation of work order number for the Preventative Maintenance plan
On obtaining Agency confirmation of acceptance of the FM’s proposal, the Contract
Manager will arrange for the generation of work orders within FAMIS for all works
included within the Preventative Maintenance Plan.
4.5.5
Amendment of the Preventative Maintenance plan
Additional preventative maintenance schedules can be issued for new work orders
Additional work orders will be arranged through the Contract Manager.
4.5.6
Technical assistance for verification
Assistance can be provided utilising competent technical experts within DTEI to review
that more complex programs and work have been carried out in accordance with
codes, standards and requirements.
In these instances please contact the Contract Manager for the particular region,
if you require this assistance.
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Planned Services
4.5.7
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4.5
Objectives and outcomes
•
•
•
•
•
•
•
•
An accurate list of assets, plant and equipment at each Designated Location
Accurate and easily understood records of Preventative Maintenance work
actually performed;
Advice on appropriateness of service provision whenever necessary;
Job claims are processed promptly and subcontractor’s claims for payment
are managed effectively;
Responsiveness to changes in Statutory Requirements and regularly updated
schedules and technical data sheets to comply with additional requirements as
implemented within South Australia;
A correlation between annual presented budgets and actual expenditure of no
greater than plus or minus 10%;
management of persons employed by the FM, contractors and subcontractors
to ensure finalisation of all job claims within 30 days of works being carried out
at Designated Locations;
validation of Preventative Maintenance work carried out at Designated
Locations to fully comply with requirements set out in the Service Delivery
Plan.
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Planned Services
4.6
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4.6
Planned Replacement/Refurbishment Maintenance program comprises those services
involving replacement or refurbishment of building fabric; engineering services; and/or
plant and equipment, specified as part of a planned program with work costing less
than $150,000 but greater than $3,000 and deemed necessary as a result of
analysis of life cycle information or premature failure.
Urgent Planned Replacement/Refurbishment Maintenance
The requested and agreed Designated Location start date is 2 months or less
from placement of the order on FAMIS to the FM.
Additional requirements for Urgent Planned Replacement/Refurbishment work;
•
Discuss request with the FM and Contract Manager;
•
Complete an Urgent Planned Replacement/Refurbishment Maintenance work
request form, (form number FMCM 002/00400), which must be completed by
all 3 parties, ( Agency Representative, FM and Contract Manager),
acknowledge and agreed the need for urgency and that the request is in fact
“Urgent” by its nature.
An additional management fee surcharge (currently 2%) will apply to Urgent Planned
Replacement/Refurbishment Maintenance work.
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Planned Services
4.6.1
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4.6
Preparation of Planned Replacement/Refurbishment Maintenance program
The Agency Representatives shall identify with the assistance of the FM the extent
of life cycle replacement items to be included into a SAMIS life cycle survey.
At the request of the Agency Representative the FM will arrange for the capture of
the relevant data within the agreed scope and entered correctly into SAMIS.
The data from the annual life cycle survey update will then be entered into SAMIS
by the FM for confirmation of periods for replacement/refurbishment of discrete items
included in the data base. These items will then form the basis of the confirmation
of the annual Planned Replacement/Refurbishment works program.
Not fewer than 120 days before the start of each annual program period, the Agency
Representative should provide a written request to the Contract Manager to instruct
the FM to prepare a plan for the Planned Replacement/Refurbishment Maintenance
to be included in the work program for the following period.
The FM will evaluate the condition of identified works within SAMIS, and other details
provided in the Asset Management Plan and assess the need for the Planned
Replacement/Refurbishment Maintenance works.
A verified estimated cost for each item will be included with the plan.
The Agency Representative will receive the details of the Draft Planned
Replacement/Refurbishment Maintenance Plan from the FM no later than 90 days
before the commencement of the annual works period and consider the FM ‘s
proposal/s.
Not fewer than 45 days prior to the start of the program period the Agency
Representative will confirm projects which it can fund and the agreed budget
allocation for each of the Planned Replacement/Refurbishment Maintenance items
of work.
Confirmation of the extent of the works programmed for Planned
Replacement/Refurbishment Maintenance are to be provided to the FM in writing
and the budget included in the annual works program.
4.6.2
Initiating Planned Replacement/Refurbishment Maintenance work
The Agency Representative can place an order to proceed with the procurement
of a Planned Replacement/Refurbishment Maintenance works, by sending
confirmation to the FM through FAMIS.
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Planned Services
4.6.3
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4.6
Planned Replacement/Refurbishment Maintenance work valued greater than
$10,000 and less than $150,000
For works valued greater than $10,000 and less than $150,000 the FM will engage
subcontractors to perform any Replacement/Refurbishment Maintenance work/s;
Feasibility/concept/sketch design work including detailed options analysis will be
submitted by the FM to the Agency Representative for approval, before consent
is provided to proceed with detailed design development and documentation.
If design or documentation work provided by the FM is unsatisfactory, then the Agency
Representative should inform the FM in writing including reasons for the rejection.
The Agency Representative will then approve the recommendation and extend
the original work order to cover the cost of any additional required consultancy.
The FM will resubmit amended documentation as soon as practicable, along with
a revised program, to the Agency Representative for further consideration and
approval to seek offers for construction.
The approval may also allow for extending the consultant into the construction
administration stage.
The FM will compile the appropriate tender documentation.
Utilising appropriate tender procedures, call tenders from a minimum of 3
appropriately qualified contractors approved by the Contract Administrator.
If a related body corporate associated with the FM wishes to be included as one of
the tenderers, to put in a priced bid, then a copy of the bid will need to be provided
to a nominated independent party to carry out the tender process appraisal and
recommendation.
The tender bid submitted by the FM, or related body corporate of the FM, shall be date
stamped, counter signed on receipt, and shall be kept as a formal record by a
delegate of the Contract Administrator in compliance with records management
procedures.
On receipt of the acceptable formal tender recommendation from the FM, the Agency
Representative will provide written acceptance of the recommended offer submitted
for the works to proceed into construction, including the approved extension of any
consultancy services for contract administration of the construction phase, by
increasing the agreed fixed price in FAMIS accordingly.
For projects which extend over a number of months, the FM will provide a program
and monthly progress reports, indicating the stage of activities and the required
progress payment for works carried out to date.
Verification of progress and approval of claims for payment are to be carried out by
the Agency Representative utilising FAMIS.
Approval for payment will be provided by the Agency Representative.
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Planned Services
4.6.4
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4.6
Planned Replacement/Refurbishment Maintenance work valued greater than
$3,000 and less than $10,000
subcontractors to perform any Replacement/Refurbishment Maintenance work;
After receiving the work order number for a Planned Replacement/Refurbishment
Maintenance works request, the FM is to inform the Agency Representative if there
is a need to engage consultant services for design documentation and construction
administration purposes.
The FM shall submit fee offers from three consultants included in a previously agreed
pre-qualified consultant list, along with a recommendation for accepting a particular
consultant/s.
If appropriate the Agency Representative shall approve the FM’s proposal for
engagement of consultants in two stages:
•
•
design/document/tender; and
construction administration.
This approval can be provided;
•
•
electronically on FAMIS; or
via written confirmation to the FM.
Feasibility/concept/sketch design work, including options analysis will be submitted
by the FM to the Agency Representative for approval, before consent is provided to
proceed with detailed design development and documentation.
The FM will resubmit amended documentation as soon as practicable, along with a
revised program, to the Agency Representative for further consideration and approval
to seek offers for construction.
On completion of the necessary documentation the FM will obtain 3 independent
written quotations for the works and shall put a recommendation to the Agency
Representative to proceed with procurement of the Replacement/Refurbishment
maintenance work.
The Agency Representative will then approve the recommendation by fixing the
agreed price in FAMIS.
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Planned Services
4.6.5
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4.6
Planned Replacement/Refurbishment Maintenance work valued less than $3,000
For works with estimated valued less than $3,000 the FM will engage subcontractors
to perform any Replacement/Refurbishment Maintenance work;
•
by obtaining 3 verbal quotes from appropriately qualified contractors,
(properly documenting and recording each quote), and accepting the quote
that offers the best value for money; or
•
carry out the work which can then be reimbursed on actual labour costs,
based on applicable trade rates plus materials cost
The FM is to consult and obtain agreement with the Agency Representative of the
dates and time scheduled to carry out required works to ensure minimum disruption
to the Agency's Designated Location activities.
The Agency Representative will be required to verify that the Planned
Replacement/Refurbishment Maintenance work has been carried out satisfactorily,
prior to payment being made.
Payment will be approved by the Agency Representative on FAMIS.
4.6.6
Issuing variations
Variations can be issued through FAMIS.
Variations should be entered via the original main work order number.
4.6.7
Certification of Completion
The FM shall complete all required statements to the satisfaction of the Agency
Representative, confirming that works have been completed to all codes, standards,
requirements, legislation, regulations and that all asset data has been entered
correctly into SAMIS.
4.6..8
Defects liability period
The FM is to ensure that all faults identified in the Practical Completion Certificate
when issued including those notified by the Agency Representative during the defects
liability period are rectified promptly.
4.6.9
Warrantees and Guarantees
The FM shall ensure the proper recording and maintenance of warrantees and
guarantees within an asset data base.
4.6.10 Insurances
The FM must ensure that all building works and personnel at Designated Locations
and Agency risks have been covered by appropriate levels of insurance.
The Agency Representative shall be informed by the FM of all insurance matters as
part of the tender appraisal and recommendation process.
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4.6
4.6.11 Technical assistance for verification
Assistance can be provided utilising competent technical experts within DTEI to
review, that more complex works have been carried out in accordance with codes,
standards and requirements.
In these instances please contact the Contract Manager for the particular region, if
you require this assistance.
4.6.12 Objectives and outcomes
•
•
•
•
•
•
•
•
•
•
All FM staff are inducted on site at Designated Locations and are aware of
all hazards on Designated Locations;
All works carried out have a Designated Location safety plan agreed with
the Agency Representative at each Designated Location;
FM checks the Hazardous Materials Register at each Designated Location
and updates the definition and requirements register;
Correctly identified required Replacement/Refurbishment Maintenance;
Continuous updating of data on plant and equipment , and life cycle analysis
according to the Agency’s requirements, in order to maintain Designated
Locations in a viable condition;
A draft Service Delivery Plan for Planned Replacement/Refurbishment
Maintenance work based on annual review of life cycle data including, nature
and description of the work and estimated time and cost of work;
The inclusion of relevant and accurate data in the Principal’s Strategic Asset
Management System (SAMIS) for Agency’s to base their annual program for
replacement of plant and equipment;
The review and updating of data in the Principal’s Strategic Asset
Management System (SAMIS) for Agency’s to base their annual program for
replacement of plant and equipment;
The review and updating of data in the Principal’s Strategic Asset
Management System (SAMIS) to accurately reflect the expected failure date
of life cycle elements each year, prior to compiling recommendations of work
to be undertaken in the Service Delivery Plan for the following year;
Reviewed proposed replacement alternatives for commonly agreed directions
for suggested replacement works.
26
Planned Services
Process flow chart
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4.6
27
Planned Services
Urgent Planned Replacement/Refurbishment Maintenance work and
Urgent Planned Minor Works request form
Date:
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Form Number: FMCM 002/00400
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4.6
Urgent Planned Minor Works
Authorisation/Approval for financial surcharge
Facilities Management service provider (FM) to complete
Agency:
Contact name:
fax:
Title:
ph:
Est.
Cost:
FAMIS
Job No
Designated Location No:
$
Project description:
Facilities Management service provider (FM):
Agency Representative to complete
Tick appropriate Urgent job type
Minor
Works
Replacement/
Refurbishment
I hereby authorise and approve for the Facilities Management service provider (FM) to apply a 2% financial
surcharge to the Across Government Facilities Management Agreements management fee for the above-mentioned
project.
This form must be agreed to and completed by all three parties (Agency Representative, Facilities
Management service provider (FM) and DTEI Building Management, Contracts Management, Contract
Manager) before the surcharge is applicable.
Agreed
reason
for
urgency
Agreed Designated Location start date: ______/______/______
Project finish date: ______/______/______
Agency Representative approval
print name: ____________________
signature: ________________________
date: ______/______/______
signature: ________________________
date: ______/______/______
Facilities Management service provider approval
print name: ____________________
DTEI Building Management, Contracts Management, Contract Manager approval
print name: ____________________
OFFICE USE
ONLY
Entered into
KPI system
signature: ________________________
date: ______/______/______
Entered into financial surcharge
spreadsheet
date: ______/______/______
date: ______/______/______
28
Planned Services
Planned Minor Works
4.7
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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O Burdeniuk
4.7
Planned Minor Works
Planned Minor Works comprises those services involving, planned additions or
modifications to existing buildings, engineering services, or upgrading of existing
building fabric, engineering services, plant and equipment, or new works at Designated
Locations with an estimated value less than $150,000 but greater than $3,000.
These works are requested to ensure that the Designated Locations are supported and
maintained to a standard commensurate with the effective achievement of the
operational/functional objectives of those Designated Locations.
The requested and agreed Designated Location start date is 2 months or less
from placement of the order on FAMIS to the FM.
Additional requirements for Urgent Planned Minor Works;
•
Discuss request with the FM and Contract Manager;
•
Complete an Urgent Planned Minor Works request form, (form number
FMCM 002/00400), which must be completed by all 3 parties, (Agency
Representative, FM and Contract Manager), acknowledge and agreed the
need for urgency and that the request is in fact “Urgent” by its nature.
An additional management fee surcharge (currently 2%) will apply to Urgent Planned
Minor Works.
4.7.1
Preparing the Minor Works annual program
Not fewer than 120 days before the start of each annual program period the Agency
Representative is to identify to the FM a list of works to be included for the Annual
Minor Works Program, complete with accompanying briefing details and order of cost
for each identified project works.
Not fewer than 90 days before the start of each annual program the FM will verify
the scope of works required and confirm the cost budget for each project, complete
with a detailed project brief.
The Agency Representative establishes the detailed minor works program and
arranges funding for the annual program.
The Agency Representative is to inform the FM not fewer than 45 days before the
start of each annual period of the minor works to be carried out in the following annual
minor works program at each Designated Location.
29
Planned Services
Planned Minor Works
4.7.2
Date:
Revision:
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Authorisation:
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4.7
Initiating a work order number to progress a Planned Minor Works project
The Agency Representative can place a work order through FAMIS to generate a
work order number, to enable funded works to progress.
4.7.3
Planned Minor Works with a budgeted value greater than $10 000 but less than
$150,000
subcontractors to perform any Minor Works;
Feasibility/concept/sketch design work including options analysis will be submitted
by the FM to the Agency Representative for approval, before consent is provided to
Representative should inform the FM in writing including reasons for the rejection
The Agency Representative will then approve the recommendation and extend the
original work order to cover the cost of any additional required consultancy.
The approval may also allow for extending the consultant into the construction
administration stage.
The FM will compile the appropriate tender documentation.
Utilising appropriate tender procedures, call tenders from a minimum of 3 appropriately
qualified contractors approved by the Contract Administrator.
If a related body corporate associated with the FM wishes to be included as one of the
tenderers, to put in a priced bid, then a copy of the bid will need to be provided to a
nominated independent party to carry out the tender process appraisal and
recommendation.
The tender bid submitted by the FM, or related body corporate of the FM, shall be
date stamped, counter signed on receipt, and shall be kept as a formal record by a
delegate of the Contract Administrator in compliance with records management
procedures.
On receipt of the acceptable formal tender recommendation from the FM, the Agency
Representative will provide written acceptance of the recommended offer submitted
and will approve the works to proceed into construction and approve the extension of
any consultancy services for contract administration of the construction phase, by
increasing the agreed fixed price in FAMIS accordingly.
For projects which extend over a number of months, the FM will provide a program and
monthly progress reports, indicating the stage of activities and the required progress
payment for works carried out to date.
Verification of progress and approval of claims for payment are to be carried out by
the Agency Representative utilising FAMIS.
Approval for payment will be provided by the Agency Representative.
30
Planned Services
Planned Minor Works
4.7.4
Date:
Revision:
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Authorisation:
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4.7
Planned Minor Works valued greater than $3,000 but less than $10,000
subcontractors to perform any minor works.
After receiving the work order number for a minor works request, the FM is to
inform the Agency Representative if there is a need to engage consultant services
for design documentation and construction administration purposes.
The FM shall submit fee offers from three consultants included in a previously agreed
pre-qualified consultant list, along with a recommendation for accepting a particular
consultant/s.
If appropriate the Agency Representative shall approve the FM’s proposal for
engagement of consultants in two stages:
•
•
design/document/tender; and
construction administration.
Approval can be provided;
•
•
electronically on FAMIS; or
by written confirmation sent to the FM.
Feasibility/concept/sketch design work including options analysis will be submitted by
the FM to the Agency Representative for approval, before consent is provided to
On completion of the necessary documentation the FM will obtain three independent
written quotations for the works and shall put a recommendation to the Agency
Representative to proceed with procurement of the minor work/s.
The Agency Representative will then approve the recommendation by fixing the agreed
price in FAMIS.
31
Planned Services
Planned Minor Works
4.7.5
Date:
Revision:
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Authorisation:
section:
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4.7
Planned Minor Works valued less than $3,000
For works with an estimated valued less than $3,000, the FM will engage
subcontractors to perform any Minor Works;
•
by obtaining 3 verbal quotes from appropriately qualified contractors, (properly
documenting and recording each quote), and accepting the quote that offers
the best value for money; or
•
carry out the work which can then be reimbursed on actual labour costs, based
on applicable trade rates plus materials cost
The FM is to consult and obtain agreement with the Agency Representative of the
timing of required works to ensure minimum disruption to the Agency’s Designated
Location activities.
The Agency Representative will be required to verify that the Planned Minor Works
have been carried out satisfactorily, prior to payment being made.
Payment will be approved by the Agency Representative on FAMIS.
4.7.6
Issuing variations
Variations can be issued through FAMIS.
Variations should be entered via the original main work order number.
4.7.7
Certification of Completion
The FM shall complete all required statements to the satisfaction of the Agency
Representative, confirming that works have been completed to all codes, standards,
requirements, legislation, regulations and that all asset data has been entered
correctly into SAMIS.
4.7.8
Defects liability period
The FM is to ensure that all faults identified in the Practical Completion Certificate
where issued including those notified by the Agency Representative during the
defects liability period are rectified promptly.
4.7.9
Warrantees and guarantees
The FM shall ensure the proper recording and maintenance of warrantees and
guarantees within an asset data base.
4.7.10 Insurances
The FM must ensure that all building works and personnel at Designated Locations
and Agency risks have been covered by appropriate levels of insurance.
The Agency Representative shall be informed by the FM of all insurance matters as
part of the tender appraisal and recommendation process.
32
Planned Services
Planned Minor Works
Date:
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Authorisation:
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4.7
4.7.11 Technical assistance for verification
Assistance can be provided utilising competent technical experts within DTEI to review,
that more complex works have been carried out in accordance with codes, standards
and requirements.
In these instances please contact the Contract Manager for the particular region, if
you require this assistance.
•
•
•
•
•
•
•
•
•
•
•
•
•
Detailed input by Agencies into the development of the Service Delivery Plans
and Service Delivery Budgets for Planned Minor Works as and when they are
requested by the Agencies;
Brief scopes of work where required, including consideration of WOL, ESD
and the Greening of Government Operations (GoGO) framework, preferred
materials and processes.
Developed Agency Minor Works requests in the format of the Service Delivery
Plans, (including, at a minimum, brief scope, planned start/finish dates budget
and other matters as Agencies may require;
All Planned Minor Works comply to work standards set by the Principal from
time to time and any standards set by Agencies;
Project support and management services relevant to the operation of the
Service Delivery Plans for Minor Works at Designated Locations;
Agencies will have regular and accurate progress reports on Planned Minor
Works being carried out, costs incurred and actual expenditure versus Service
Delivery Budgets;
All Planned Minor Works are provided with a practical completion certificate
and final completion certificate, as required;
Consistent high level of quality across all Planned Minor Works;
Planned Minor Works that comply with the Building Code of Australia, relevant
Australian Standards, all required planning approval processes and all other
Statutory Requirements;
All FM staff are inducted on site at Designated Locations and are aware of all
hazards at Designated Locations;
All works carried out have a Designated Location safety plan agreed with the
relevant Agency Representative at each Designated Location;
FM checks the Hazardous Materials Register at each Designated Location
and updates the definition and requirements register;
Regularly, diligently and accurately updated Common Systems in respect to
Planned Minor Works.
33
Planned Services
Planned Minor Works
Process flow chart
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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D Alexander
O Burdeniuk
4.7
Planned Minor Works
34
Date:
Revision:
Author:
Planned Services
Urgent Planned Minor Works request form
April 2007
0
D Alexander
section
4.7
Authorisation/Approval for financial surcharge
Facilities Management service provider (FM) to complete
Agency:
Contact name:
fax:
Title:
ph:
FAMIS
Job No
Designated Location No:
Est.
Cost:
$
Project description:
Facilities Management service provider (FM):
Agency Representative to complete
Tick appropriate Urgent job type
Minor
Works
Replacement/
Refurbishment
I hereby authorise and approve for the Facilities Management service provider (FM) to apply a 2% financial surcharge
to the Across Government Facilities Management Agreements management fee for the above-mentioned project.
This form must be agreed to and completed by all three parties ( Agency Representative, Facilities
Management service provider (FM) and DTEI Building Management, Contracts Management, Contract
Manager) before the surcharge is applicable.
Agreed
reason
for
urgency
Agreed Designated Location start date: ______/______/______
Project finish date: ______/______/______
Agency Representative approval
print name: ____________________
signature: ________________________
date: ______/______/______
Facilities Management service provider (FM) approval
print name: ____________________
signature: ________________________
date: ______/______/______
DTEI Building Management, Contracts Management, Contract Manager approval
print name: ____________________
OFFICE USE
ONLY
Entered
into
KPI system
signature: ________________________
date: ______/______/______
Entered into financial surcharge
spreadsheet
date: ______/______/______
date: ______/______/______
35
Building Management
section 5 Unplanned Services
Unplanned Services
Date:
Revision:
Author:
Authorisation:
section:
April 2007
0
D Alexander
O Burdeniuk
5
Procedure to manage the procurement of Unplanned Services.
5.1
Purpose
procurement and management of Unplanned Services.
5.2
Scope
in the procurement and management of Unplanned Services within the FM
Agreements.
5.3
References
and
5.4
Definitions
Unplanned Services comprise of;
•
•
•
Breakdown Maintenance
Unplanned Replacement/Refurbishment Maintenance
Unplanned Minor Works
37
Unplanned Services
5.5
Date:
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5.5
Breakdown Maintenance comprises those Facilities Management Services;
•
that are emergency services to repair failed plant and equipment,
engineering services or facilities that present an immediate hazard to
occupants of a Designated Location: or
•
required to repair failed plant and equipment, engineering services or facilities
to ensure that the operational/functional objectives of Designated Locations
are met.
Breakdown Maintenance may be required;
•
in response to a breakdown call-out;
•
as a consequence of a regular inspection of the asset; or
•
upon request by the Agency Representative.
The Agency Representative will register all Breakdown Maintenance requests either;
•
by use of the Building Management Hotline, or
•
in FAMIS for the purpose of generating a unique job number.
The required attendance time for Breakdown Maintenance work must be determined in
each case by the Agency Representative, having regard to;
•
the likely impact on health, safety, welfare or security of the occupants
of a Designated Location; and
•
the impact (if any) on the integrity and availability of the plant and equipment,
engineering services or facilities;
Responsive or Unplanned Property Services
Responsive or Unplanned Property Services are for example;
•
Cleaning spills, etc;
•
Immediate Security requirements;
can be procured through Breakdown Maintenance utilising the same procedures.
38
Unplanned Services
5.5.1
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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O Burdeniuk
5.5
Procedure
Registration of a Breakdown Maintenance request
The Agency Representative shall register the scope of the Breakdown Maintenance
work/s;
Priorities 1 and 2
by telephone with the Building Management Hotline,
Priorities 3, 4 and 5
by entering directly into FAMIS where this facility is available; or
by fax where the FAMIS facility is currently not available;
Providing a brief description of the problem/s and details of the priority.
5.5.2
DTEI Building Management Hotline contact numbers
Metropolitan Adelaide Hotline telephone and fax numbers are:
Region A
ph..822 65293
fax..822 65297
Region B
ph..822 65295
fax..822 65297
Region C
ph..822 65296
fax..822 65297
Regional South Australia Hotline telephone and fax numbers are;
Berri
Claire
Nuriootpa
Mt Gambier
Murray Bridge
Port Pirie
Port Augusta
Whyalla
Port Lincoln
ph..858 21733
fax..858 23051
ph..884 23844
fax..884 23873
ph..856 22144
fax..856 21092
ph..872 49866
fax..872 30743
ph..853 22122
fax..853 26422
ph..863 23366
fax..863 30631
ph..864 22277
fax..864 10809
ph..864 59288
fax..864 40110
ph..868 21077
fax..868 30330
39
Unplanned Services
5.5.3
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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O Burdeniuk
5.5
Breakdown Maintenance priorities
Priority 1
Emergency immediate less than 30 minutes
Priority 2
High priority within 2 hours
Priority 3
Same day if reported before 1 pm or 1 pm next day if reported after 1 pm
Priority 4
Within 5 working days
Priority 5
Within 30 days
5.5.4
DTEI Building Management Hotline operating hours
The DTEI Building Management Hotline service is a 24 hour, 7 day a week service.
Monday to Friday before 7.30 am and after 5 pm and on Saturday, Sunday and
public holidays the Hotline service is re-directed to the FM.
FM Agreements operating hours are from 6 am to 6 pm.
Normal time operating hours for the FM are 7.30 am to 5 pm Monday to Friday.
For the periods 6 am to 7.29 am and 5.01 pm to 6 pm, time and a half rate with
the normal business hours call-out fee will apply.
After hours call-out rates and labour rates will apply from 6.01 pm to 5.59 am Monday
to Friday, on public holidays, Saturdays and Sundays.
The after hours call-out fee includes up to the first 3 hours of attendance at the
Designated Location by a trades person.
Additional call-out fees and charges may occur, if additional or multiple trades are
required to respond to a site emergency/breakdown call out request.
In Regional South Australia initially all requests are to the DTEI Building Management
Facilities Services district offices.
As your Agency is progressively brought in under the operation of the FM Agreements,
requests for works will be ordered through the Facilities Management Information
System (FAMIS) and DTEI Building Management Facilities Services district office
Hotline facilities.
40
Unplanned Services
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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5.5
•
•
•
•
•
•
•
•
•
•
Minimise the downtime and loss of access to Designated Locations;
Identify opportunities for Agencies to minimise the level of expenditure being
incurred on Breakdown Maintenance;
Regular reports to Agency Representatives on trends for Breakdown
Maintenance and strategies to be utilised to address identified issues;
Sub-contractors and trades staff managed to ensure quality of work and
appropriate costs of jobs;
Repairs performed in the most cost-effective manner;
Compliance with all OHS&W legislative requirements;
Participation in Agency induction training;
Security clearances at each Designated Location where contractors carry out
breakdown maintenance;
Breakdown maintenance performed in accordance with the applicable
manufacturer’s service manuals for the parent plant and equipment and
otherwise industry best practice;
A clear uninterrupted communication link appropriate to providing emergency
Breakdown Maintenance services both during and after hours.
41
Unplanned Services
Process flow chart
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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5.5
42
Unplanned Services
5.6
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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5.6
Unplanned Replacement/Refurbishment Maintenance comprises those services
involving small replacement, refurbishment or modifications to building fabric
engineering services and/or minor plant and equipment identified by Agency
Representatives or through the carrying out of other maintenance activities at
Designated Locations, with an estimated value of less than $3,000.
5.6.1
Procedure
Registration of an Unplanned Replacement/Refurbishment Maintenance request by
the Agency shall be forwarded to the Building Management Hotline in the form of a fax
for Priorities 3, 4 and 5, or by entering directly into FAMIS where this facility is
available.
Priorities 1 and 2 are not available for Unplanned Replacement/Refurbishment
Maintenance work.
Where the need to carry out Unplanned Replacement/Refurbishment Maintenance
work is identified through the carrying out of a scheduled activity, (i.e. Preventative
Maintenance), then this work will be carried out immediately, without the application
of any call out fees, with an appropriate request to the “Hotline” for the immediate
issue of a Replacement/Refurbishment Maintenance work order.
Call out fees apply.
5.6.2
Unplanned Replacement/Refurbishment Maintenance priorities
Priority 3
Priority 4
Priority 5
Within 30 days
No call out fee will apply to works carried out as a result of placing an order
immediately, on being notified of identified works being required to be carried out as
an outcome of a scheduled service inspection (i.e. Preventative Maintenance).
43
Unplanned Services
5.6.3
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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5.6
•
•
•
•
•
•
All Unplanned Replacement/Refurbishment Maintenance complies with work
standards set by the Principal and Agencies;
All Unplanned Replacement/Refurbishment Maintenance complies with the
Building Code of Australia Standards, relevant Australian Standards, all
required planning approval process and all other Statutory Requirements and
manufacturers’ recommendations;
Regular and accurate progress reports on Unplanned
Replacement/Refurbishment Maintenance work being carried out, costs
incurred and actual expenditure versus Service Delivery Budgets;
All relevant certificates issued as required;
Consistent high level of design and construction quality across all Unplanned
Replacement/Refurbishment Maintenance work;
Regularly diligently and accurately update the common system in respect of
44
Unplanned Services
Process flow chart
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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D Alexander
O Burdeniuk
5.6
45
Unplanned Services
5.7
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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5.7
Unplanned Minor Works comprises those Facilities Management Services involving
additions or modifications to existing buildings, engineering services or upgrading of
existing facilities at Designated Locations, with an estimated value less than $3,000.
5.7.1
Procedure
Registration of an Unplanned Minor Works request by the Agency Representative
shall be forwarded to the Building Management Hotline in the form of a fax for
Priorities 3, 4 and 5, or by entering directly into FAMIS where this facility is available.
Priorities 1 and 2 are not available for Unplanned Minor Works.
Call out fees apply.
5.7.2
Unplanned Minor Works priorities
Priority 3
Priority 4
Priority 5
Within 30 days
5.7.3
Objectives and outcomes.
•
•
•
•
•
•
All Unplanned Minor Works complies with work standards set by the Principal
and Agencies;
All Unplanned Minor Works complies with the Building Code of Australia
Standards, relevant Australian Standards, all required planning approval
process and all other Statutory Requirements and manufacturers’
recommendations;
Regular and accurate progress reports on Unplanned Minor Works being
carried out, costs incurred and actual expenditure versus Service Delivery
Budgets;
All relevant certificates issued as required;
Consistent high level of design and construction quality across all Unplanned
Minor Works;
Regularly diligently and accurately update the common system in respect of
46
Unplanned Services
Process flow chart
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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5.7
47
Building Management
section 6 Property Services
Property Services
Date:
Revision:
Author:
Authorisation:
section:
April 2007
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D Alexander
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6
Procedure to manage the procurement of Property Services.
6.1
Purpose
procurement and management of Property Services.
6.2
Scope
in development, procurement and managing Property Services within the FM
Agreements.
6.3
References
and
6.4
Definitions
Property Services comprise of;
•
•
•
•
•
Cleaning Services
Hygiene Services
Security Services
Grounds Maintenance
Waste Management
49
Property Services
Cleaning Services
6.5
Date:
Revision:
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Authorisation:
section:
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6.5
Cleaning Services
Cleaning Services are Facilities Management Services provided to ensure that the
Designated Locations (which comprise a diverse range of buildings and facilities)
are maintained in a clean and hygienic condition so that the operational/functional
objectives of each Designated Location are met.
6.5.1
Preparation of the Cleaning Services scope of works
Not less than 120 days prior to the commencement of the annual works period the
Agency Representative shall confirm to the FM the scope of the required service and
standard of services provision and derived outcomes.
The FM will prepare the detailed specification to the satisfaction of the Agency
Representative and prepare contract documentation ready for tendering.
The Agency Representative shall also nominate to the FM details of required operating
periods, e.g.;
•
•
•
•
•
•
Monday to Friday,
Saturday,
Sunday,
Public holidays,
School and tertiary holiday periods,
Christmas breaks etc.
The Agency Representative should also include details of the possibility of utilising
cleaning staff to carry out other duties, i.e. carry out aspects of Hygiene Services,
Security Services, Grounds Maintenance, and Waste Management, etc.
6.5.2
FM’s proposal
No latter than 90 days from the commencement of the annual works period, the FM
shall provide a detailed, recommended costed service proposal to the Agency
Representative, detailing the following items;
•
name of proposed Cleaning Services contractor;
•
details pertaining to proposed methodology and a program of activities to
achieve the Agency’s objectives;
•
a detailed resource budget for human resources and consumables to assist in
verifying the proposed cost of the service; and
•
Designated Location attendance times; number of staff; and experience levels
of staff to be used at each Designated Location.
6.5.3
Agency agreement to the FM’s proposal
Not less than 45 days prior to commencement of the annual works period, the
Agency Representative shall provide written notice of acceptance of the proposed
program and fixed price as previously submitted by the FM.
50
Property Services
Cleaning Services
6.5.4
Date:
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Authorisation:
section:
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6.5
Re-submission of proposal
The FM shall resubmit the amended proposal for consideration by the Agency
Representative.
The Agency Representative will confirm agreement to the revised proposal in writing
to the FM.
6.5.5
Work order generation
The Agency Representative shall confirm the issue of a work order to proceed with
the agreed scope of work and fixed price, notifying their agreement to the Contract
Manager, who will arrange to issue scheduled work orders for the annual works
program period in FAMIS.
Hotline facilities.
6.5.6 Monthly billing
The FM shall claim Cleaning Services monthly through FAMIS for Agency validation
and payment approval.
6.5.7 Agency validation
The Agency Representative shall validate that the work has been carried out
satisfactorily and recommend that payment be made on the claim in FAMIS.
An alternative Agency Representative will approve the monthly payment.
This dual Agency person approval process is an external audit requirement.
6.5.8
•
•
•
•
•
•
FM to produce an appropriate scope of works to ensure the Designated
Location is maintained in a clean and hygienic condition so that the
operational/functional objectives of each Designated Location are met.
Identify opportunities for Agencies to minimise the level of expenditure
incurred on Cleaning Services.
Compliance with all OHS&W legislative requirements.
Participation in Agency induction training.
FMs have security clearances at each Designated Location.
Provide all personnel at each Designated Location with an environment that
is tidy, visually and hygienically clean at all times.
51
Property Services
Cleaning Services
Process flow chart
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6.5
Cleaning Services
52
Property Services
Hygiene Services
6.6
Date:
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Authorisation:
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6.6
Hygiene Services
Hygiene Services are Facilities Management Services provided to ensure that the
Designated Locations (which comprise a diverse range of buildings and facilities)
are maintained in a hygienic and clean condition so that the operational/functional
objectives of each Designated Location are met.
6.6.1
Preparation of the Hygiene Services scope of works
Agency Representative shall confirm to the FM the scope of the required service and
standard of services provision and derived outcomes.
The FM will prepare the detailed specification, to the satisfaction of the Agency
Representative and prepare contract documentation ready for tendering.
The Agency Representative shall also nominate to the FM details of required
attendance at Designated Location for the following operating periods;
•
•
•
•
•
•
6.6.2
Monday to Friday,
Saturday,
Sunday,
Public holidays,
School and tertiary holiday periods,
Christmas breaks etc.
FM’s proposal
No later than 90 days from the commencement of the annual works period, the FM
shall provide a detailed recommended costed service proposal to the Agency
Representative, detailing the following items;
•
•
6.6.3
name of proposed Hygiene Services contractor;
achieve the Agencies objectives;
Not less than 45 days prior to commencement of the annual works period, the Agency
Representative shall provide written notice of acceptance of the proposed program and
agreed budget utilising fixed price unit rates as previously submitted by the FM.
6.6.4
Representative.
to the FM.
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Hygiene Services
6.6.5
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the agreed scope of work, agreed budget utilising the fixed priced unit rates, notifying
their agreement to the Contract Manager, who will arrange to issue scheduled work
orders for the annual works program period in FAMIS.
Hotline facilities.
6.6.6
Monthly billing
The FM shall claim Hygiene Services monthly through FAMIS for Agency validation
and payment approval.
6.6.7
Agency validation
6.6.8
•
•
•
•
•
•
Location is maintained in a clean and hygienic condition so that the
operational/functional objectives of each Designated Location are met.
Identify opportunities for Agencies to minimise the level of expenditure incurred
on Hygiene Services.
Provide all personnel at each Designated Location with an environment that
is hygienically clean at all times.
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Hygiene Services
Process flow chart
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6.6
Hygiene Services
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Property Services
Security Services
6.7
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6.7
Security Services
Security services are designed to ensure that all occupants; buildings; facilities and
assets at Designated Locations are safe and secure.
The aims of the service are to secure and safeguard staff and Agencies and minimise
the incidents of fire, theft and vandalism.
Security Services will typically comprise one or more of the following security service
categories:
•
•
•
•
•
•
•
•
6.7.1
patrol services
roving patrol services
access and exit control services
electronic security services
emergency response services
search and investigation services
accompaniment services
security appraisal services
Defining the Security Services
Not less than 120 days prior to commencement of the annual works period,
the Agency Representative shall provide to the FM a copy of the current security plan
if available, along with any other additional requirements and detailed outcomes of the
service to be provided during the following periods;
•
•
•
•
•
•
•
•
Monday to Friday (normal operations)
Monday to Friday (after hours)
Saturday
Sunday
Public holidays
School and tertiary holiday periods (if applicable)
Christmas breaks
Special events etc
The Agency Representative can also include a briefing relating to other services which
could be combined with security services i.e. cleaning services etc. For example
security personnel could assist in cleaning waste paper baskets or changing
accessible light bulbs etc.
The FM shall prepare a detailed Security Services specification in consultation with the
Agency Representative and obtain agreement prior to calling of tenders.
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Property Services
Security Services
6.7.2
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6.7
FM’s service delivery proposal
No later than 90 days from the commencement of the annual works period, the FM
shall provide a detailed security plan to the Agency Representative, detailing the offers
received and the recommended tender for acceptance, including the following items;
•
•
•
•
6.7.3
proposed security services organisation nominated for servicing the
Designated Location;
a proposed security plan which fully addresses the Agency’s stated
requirements and objectives;
a resource statement, including the required human resources, consumables
and materials/equipment costs, and
the Designated Location attendance times and the number of staff on site
during specific time periods.
Agency Representative shall provide written notice of acceptance of the FM’s proposal
for provision of services and agreed budgeted or fixed cost.
If the FM’s proposal does not address the Agency needs in every respect, the Agency
Representative can request the FM, that the issues of concern be re-addressed,
rectified and resubmitted for approval.
6.7.4
Representative.
to the FM.
6.7.5
The Agency Representative will confirm their agreement to the FM accepted proposal,
to the Contract Manager who will enter scheduled work orders into FAMIS on the
Agencies behalf.
Hotline facilities.
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Property Services
Security Services
6.7.6
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6.7
Monthly billing
The FM shall claim for Security Services monthly, through FAMIS.
6.7.7
Agency acceptance to pay
The Agency Representative shall confirm acceptance of the claim details, and
recommend that payment proceed.
An alternative Agency Representative shall approve the payment through FAMIS.
6.7.8
•
•
•
•
•
Locations have security to provide a safeguard for staff, clients, visitors and
the public and minimise the incidence of any disruption to the
operational/functional objectives of each Designated Location and to provide
protection of property from fire, theft and vandalism.
Identify opportunities for Agencies to minimise the level of expenditure
incurred on Security Services, without compromising the appropriate level of
security.
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Property Services
Security Services
Process flow chart
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6.7
Security Services
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Property Services
Grounds Maintenance
6.8.
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6.8
Grounds Maintenance
Grounds Maintenance comprises Facilities Management Services required to maintain
the grounds, paved areas and the land environment at the Designated Locations in
a visually neat and tidy, safe, clean and useable condition.
6.8.1
Preparation of the Grounds Maintenance Services scope of works
Not less than 20 days prior to the commencement of the annual works period, the
Agency Representative shall provide the FM with information on the broad scope of
required services and details of desired outcomes.
The Agency Representative can also include details of other desired duties of
grounds maintenance staff, i.e. aspects of Cleaning Services, Security Services,
Waste Management, etc.
6.8.2
FM’s proposal
No later than 90 days from commencement of the annual works period, the FM shall
provide a recommended costed proposal to the Agency Representative, detailing the
following items;
6.8.3
•
name of the proposed contractor;
•
achieve the Agency’s objectives;
•
extent of requirement for human resources and consumables and to identify
the proposed cost of the service; and
•
Designated Location attendance times, number of staff, and level of staff to be
provided at each Designated Location.
program and fixed price as previously submitted by the FM.
6.8.4
Representative.
to the FM.
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Grounds Maintenance
6.8.5
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6.8
the agreed scope of work and fixed price, notifying their agreement to the Contract
Manager, who will arrange to issue scheduled work orders for the annual works
program period in FAMIS.
Hotline facilities.
6.8.6
Monthly billing
The FM shall claim Grounds Maintenance work monthly through FAMIS for Agency
validation and payment approval.
6.8.7
Agency validation
6.8.8
•
•
•
•
•
Locations have their grounds maintained and that paved areas and the land
environment is kept in a visually neat and tidy, safe, clean, horticulturally
healthy and useable condition.
Identify opportunities for Agencies to minimise the level of expenditure incurred
on Grounds Maintenance.
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Grounds Maintenance
Process flow chart
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6.8
Grounds Maintenance
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Property Services
Waste Management
6.9
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6.9
Waste Management
Waste Management Services comprises Facilities Management services designed
to ensure that the management of waste and recycling at Designated Locations
conforms with the Government’s Zero Waste policy and needs of the Designated
Locations.
Innovative solutions are sought, including grouping of pickups from geographically
close Designated Locations.
Services may include a rubbish removal service for the purpose of removing from
nominated receptacles, locations or facilities, at the Designated Locations:
6.9.1
•
office waste, including confidential and secure waste including waste
destruction;
•
industrial waste, including ferrous and non-ferrous metals, timber, electrical
components, wires and cables, sludge, dust;
•
kitchen waste;
•
domestic waste;
•
medical waste and sharps;
•
recyclable waste;
•
unwanted equipment.
Preparation of the Waste Management Services scope of works.
Agency Representative shall provide the FM with information on the broad scope of
required services and details of desired outcomes.
The Agency Representative shall nominate to the FM details required to incorporate
within the proposal, including details of required Waste Management Services for
the following operating periods: i.e.
•
Monday to Friday (normal operations)
•
Monday to Friday (after hours)
•
Saturday
•
Sunday
•
Public holidays
•
School and tertiary holiday periods (if applicable)
•
Christmas breaks
•
Special events etc
The Agency Representative can also include details of other desired duties of waste
management staff, i.e. aspects of Cleaning Services, Security Services, Grounds
Management, etc.
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Waste Management
6.9.2
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6.9
FM’s proposal
No later than 90 days from commencement of the annual works period, the FM shall
provide a recommended costed proposal to the Agency Representative, detailing the
following items;
6.9.3
•
name of the proposed contractor;
•
the broad approach to be initiated at each Designated Location;
•
including details pertaining to recycling;
•
resourcing requirement for collecting waste;
•
any opportunities for selling sorted waste;
•
the applicable unit rates for disposal of unsorted waste;
•
proposed nett budget for Waste Management Services at each Designated
Location.
program and agreed budget utilising fixed price unit rates as previously submitted by
the FM.
6.9.4
Representative.
to the FM.
6.9.5
the agreed scope of work and agreed budget utilising the fixed priced unit rates,
notifying their agreement to the Contract Manager, who will arrange to issue scheduled
work orders for the annual works program period in FAMIS.
Hotline facilities.
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Property Services
Waste Management
6.9.6
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6.9
Monthly billing
The FM shall claim Waste Management services monthly through FAMIS for Agency
validation and payment approval.
6.9.7
Agency validation
Final cost can be reconciled between credits on sorted recycled waste/and unsorted
waste (not recycled or profit generating).
6.9.8
•
To ensure that the management of waste and recycling at Designated
Locations conforms with the Governments Zero Waste Policy and the needs of
the Agencies.
•
Innovative solutions are provided, including grouping of pickups from
geographically close Designated Locations to ensure best value for money.
•
•
•
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Waste Management
Process flow chart
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6.9
Waste Management
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Building Management
section 7 ESD Consultancy Services
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Procedure to manage the procurement of ESD Consultancy Services.
7.1
Purpose
procurement and management of ESD Consultancy Services.
7.2
Scope
in procurement and managing ESD Consultancy Services provided within the Facilities
Management Agreements.
7.3
References
and
7.4
Definitions
ESD Consultancy Services comprise of;
•
Energy
•
Water
•
Waste Services
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Energy
7.5
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7.5
Energy
The following Energy ESD Consultancy services can be provided in a standard
reporting format for a fixed price from the FM;
Ea
Energy audit for one Designated Location with a yearly energy spend*
of less than $50,000
The audit will comprise of a desktop review of energy use and technical data
sheets and will include a report on recommended preventative maintenance.
The report will comply with the Energy Audit Report Requirements.
Eb
of greater than $50,000 and less than $250,000
For Designated Locations with an energy spend* of greater than $50,000,
the audit must be undertaken to a minimum Type 1 standard under
AS3598:2000.
Ec
of greater than $250,000
For Designated Locations with an energy spend* of greater than $250,000, the
audit must be undertaken to a minimum Type 1 standard under AS3598:2000.
Ed
Energy management plan
For Designated Locations where an energy audit has already been
undertaken
(by any party, not restricted to the FM), in which the Agency identifies the
need for a prioritised list of recommendations and a suggested funding
acquisition plan.
Ee
Energy Performance Contract (EPC) facilitation services for Designated
Locations with energy spend* greater than $250,000
Ef
Quarterly energy report
The quarterly energy report must comply with the Energy Quarterly Report
requirements.
* The yearly energy spend is the sum of all building energy fuel types used at a
Designated Location such as electricity, reticulated (mains) gas and bottled gas.
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Energy
7.5.1
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7.5
Procedure
This service can be procured in FAMIS as a Minor Work Consultancy stating the
appropriate code for the specific consultancy required.
7.5.2
•
Ongoing management and monitoring of Agency energy data to assist
Agencies attaining energy performance targets.
•
Where a Agency has no baseline data available, the FM will specify the
process and actions required to establish the detail of each Designated
Location energy usage patterns and via performance indicators, identify poor
energy performers to drive targeted performance improvements.
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Water
7.6
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7.6
Water
The following Water ESD Consultancy services can be provided in a standard
Wa
Water audit for one Designated Location with a yearly water
consumption* of less than 2,000 kilolitres
The audit will comprise of a desktop review of water consumption* and
Designated Location advice from a qualified plumber and will include a report.
The report will comply with the Water Audit Report Requirements.
Wb
Water audit for one Designated Location with a yearly water
consumption* of greater than 2,000 kilolitres
For Designated Locations with an water consumption* of greater than 2,000
kilolitres per year, a detailed Designated Location audit must be performed
and will include a report.
The report will comply with the Water Audit Report Requirements.
Wc
Water management plan
For Designated Locations where an water audit has already been undertaken
need for a prioritised list of recommendations and a funding acquisition plan.
Wd
Half yearly water report
The half yearly water report must comply with the Water Quarterly Report
Requirements.
* The yearly water consumption is the sum of all water consumption at the
Designated Location such as reticulated (mains) water and other substituted water
supplies.
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Water
7.6.1
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7.6
Procedure
This service can be procured in FAMIS as a Minor Work Consultancy stating the
7.6.2
•
Optimise water efficiency through reviewing of consumption, monitoring of
flow meters and implementation of preventative maintenance programs.
•
Minimising water use by considering water efficient technologies, appliances,
fittings, fixtures and devices.
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Waste Services
7.7
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7.7
Waste Services
The following Energy ESD Consultancy services can be provided in a standard
WS a
Waste and recycling audit for one Designated Location with a yearly
waste spend* of less than $10,000
The audit will comprise of a desktop review of waste and recycling streams
and will include a report.
The report will comply with the Waste Audit Report Requirements.
WS b
waste spend* of greater than $10,000 and less than $50,000
For Designated Locations with a yearly waste spend* of greater than $10,000
a walk through audit will be performed and will include a report.
WS c
waste spend* of greater than $50,000
For Designated Locations with a yearly waste spend* of greater than $50,000
a comprehensive physical audit will be undertaken and will include a report.
WS d
Waste management plan
For Designated Locations where a waste audit has already been undertaken
need for a prioritised list of recommendations and a funding acquisition plan.
WS e
Quarterly waste and recycling report
The quarterly waste and recycling report must comply with the Waste
Quarterly Report requirements.
WS f
Yearly waste and recycling report
The yearly waste and recycling report must comply with the Waste Quarterly
Report requirements.
* The yearly waste spend is the sum of waste and recycling costs.
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Waste Services
7.7.1
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7.7
Procedure
This service can be procured in FAMIS as a Minor Work consultancy stating the
7.7.2
•
Assist Agencies in reducing the overall volume of waste generated (avoid and
minimise waste creation).
•
Maximise diversion of waste from landfill (re-use, recover and recycle waste).
•
Implement and adopt waste management practices in construction
modification/refurbishment and maintenance activities to support re-use and
recycling, (e.g. reduce off cuts, arrange on site waste separation services).
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Building Management
section 8 Control of FM Agreements documents
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Procedure for the control of FM Agreements documents for Designated Locations.
8.1
Purpose
The purpose of this procedure is to instruct FM Agreements administration staff
in DTEI Building Management and Agency Representatives the control of
FM Agreements documents for the Across Government FM Arrangements and specific
services contract documentation developed for Facilities Management services
provided at each of the Designated Locations
8.2
Scope
in the issue and maintenance of FM Agreements documents for the Across
Government Facilities Management Arrangements and contract documentation
developed for specific Facilities Management services provision at each of the
Designated Locations.
8.3
References
and
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8.4
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Definitions
FM Agreements documents under the Facilities Management Arrangements shall
include the following items:
Preventative Maintenance Plans
Property Services specifications, budgets and schedules
Project specifications and documentation for Minor Works and
Refurbishment/Replacement Maintenance works
Project drawings
DTEI Building Management FM Arrangements Administration Quality Plan
FM’s Quality Plan
Facilities Management service provider Contract 3220–FM–2005 with Spotless P&F
Pty Ltd, and
Memorandum of Administrative Arrangement 3219–FM–2005 with Building
Management Facilities Services
Original set of the FM Agreements documents.
A controlled reference set of documents held by the Contract Administrator for the
duration of the Facilities Management Agreements services delivery period.
Controlled set of the FM Agreements documents
A set of documents issued in accordance with this procedure
Maintenance services contract documentation
Specific documentation prepared for delivery of services at each of the Designated
Locations, including;
8.5
•
Original set of documentation prepared for delivery of services to the
Designated Locations which will be lodged with DTEI Building Management
Records Management Section.
•
Controlled set of documents for service delivery at Designated Locations and
issued in accordance with this procedure.
FM Agreements documentation
On letting of the FM Agreements for each region, the Contract Administrator will
ensure that:
•
The required number of copies of the FM Agreements documents are obtained
(including all amendments issued during the tender period).
•
The specified number of controlled copies of the FM’s Quality Plan are
obtained from the FM.
•
All sets of the FM Agreements documents are numbered and one ‘original’
set is established — the remaining documents being ‘controlled’ sets.
•
A ‘Document Distribution Register’ (form number FMCM 002/00800 attached)
for controlled sets of documents and a Document Amendment Revision
Register (form number FMCM 002/00900 attached) are established.
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Agencies shall be issued with ‘controlled’ sets of documents
The title page of all ‘controlled’ sets shall be stamped (in purple) with the word
‘controlled’, the issue number of the document, the recipient’s name, the Agency
name and the date of issue.
Documents shall be issued with a Document Transmittal Advice
(form number FMCM 002/01000).
8.5.2
Amendments/revisions to the ‘controlled’ and ‘original’ sets may result from:
•
errors in the document or documentation;
•
amendments to vary conditions of the FM Agreements.
Where amendments to the Conditions of the FM Agreements and the FM Agreements
particulars are necessary, the Contract Administrator shall determine the extent of
changes and method to be adopted.
Significant amendments will require the original document to be reissued.
8.5.3
The Contract Administrator shall ensure amendments and revisions are issued to all
holders of ‘controlled’ sets of current documents and that the ‘original’ set is updated.
All amendments and revisions shall be accompanied by a Document Transmittal
Advice (form number FMCM 002/01000), i.e. amendments to list of Designated
Locations, require constant updating and maintaining.
8.5.4
All holders of ‘controlled’ sets shall include amendments and revisions in their set of
documents and provide DTEI Building Management Contracts Management with
advice of their receipt of the amendments and revisions.
8.5.5
In the event of project staff ceasing to be involved in the administration of the
Agreements or when the FM Agreement has ended, all ‘controlled’ sets shall be
returned to the Contract Administrator.
FM
Upon the completion of the particular region FM Agreement the Contract Administrator
shall file the ‘original’ set in the Quality Control Docket, and forward to DTEI Building
Management to be archived for a period of at least 15 years.
8.5.6
Documentation for managing and updating the FM Agreements will utilise the following
forms:
Document Distribution Register, (form number: FMCM 002/00800)
Document Transmittal Advice, (form number: FMCM 002/00900)
Document Amendment/Revision Register, (form number: FMCM 002/01000)
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8.6
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8
The documentation prepared by the FM for the Preventative Maintenance plan as
Agreed by the Agency Representative, shall form the ‘Contract’ specification for that
part of the works
The FM shall initially provide copies of the draft Preventative Maintenance plan
proposal to both the Agency Representative (1 copy) and to the Contract Administrator
(2 copies) for consideration of the plan. (Forwarded to nominated parties utilising the
FM’s Transmittal Form.)
The final agreed Preventative Maintenance plan shall be signed by the Agency
Representative who thereby agrees to the scope of proposed works and associated
budget.
8.6.1
The signed copy shall be retained by the Agency as the ‘original’ contract document.
The FM shall then provide 2 additional copies as ‘controlled’ documents.
1 for retention by the DTEI Building Management Contracts Management and
1 to be available at the Designated Location.
The ‘original’ signed document must be forwarded by the Agency Representative at
each of the Designated Locations to the DTEI Building Management, Records
Management Section, Wakefield House, 30 Wakefield Street, Adelaide, utilising the
standard Document Transmittal Advice, (form number FMCM 002/1000), on
completion of the service period.
All copies of the agreed specification document for a Designated Location, shall be
given a unique number identifying the service type and period of application.
8.6.2
Amendments to the ‘controlled’ and ‘original’ sets may result from;
•
•
•
•
•
•
•
•
errors in the schedule of services;
errors in the technical data sheets;
amendments resulting from the issue of a variation order;
advice from the FM;
changes to the facilities within scope during the annual period;
legislative change;
identification of additional risk; or
change in priority or expected use of facility.
Where amendments of the Preventative Maintenance Plan document is necessary,
the FM shall alter or reissue the document to incorporate the changes.
The Contract Administrator shall authorise major amendments and advise the
Agency Representative in writing including appropriate documentation.
Minor amendments shall be authorised by the Agency Representative.
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8.6.3
The Agency Representative shall ensure that details of all amendments are issued
to all holders of ‘controlled’ sets of the preventative maintenance plans and that the
‘original’ set is updated.
All amendments and revisions shall be accompanied by a Document Transmittal
Advice (form number FMCM 002/1000).
8.6.4
All holders of ‘controlled’ sets of documents shall include amendments and revisions
in their set and provide advice to the initiator of their receipt of the amendments and
revisions.
8.6.5
If a Agency Representative ceases to be involved in the FM Agreements, they must
pass on all documentation to the Agency Representative who replaces them and
inform the Contract Administrator of the change.
At the completion of the Annual Preventative Maintenance Plan the ‘original’ set
provided to the DTEI Building Management Records Management Section will be
archived for a period of 15 years from completion of the contracted works.
8.7
The FM service staff shall attend to the breakdown maintenance request,
accompanied by an official Client Service Report detailing the nature of the call out.
The agency Representative shall sign the Client Service Report detailing contractor’s
arrival and on completion of the work.
A copy of the completed Client Service Report should be kept by the Agency
Representative.
This Client Service Report will be uniquely numbered by the FM.
8.8
Minor Works and Replacement/Refurbishment Maintenance work less
than $3,000
The contract documentation shall be the FM’s Client Service Report as outlined above
for ‘Breakdown Maintenance’.
8.9
Minor Works and Replacement/Refurbishment Maintenance work greater
than $3,000
Documentation for these projects shall include copies of drawings, specifications and
details of consultant agreements as required.
Copies of prepared documentation shall be uniquely numbered to identify the work and
consultancy associated with each project, utilising the DTEI Building Management
specification and drawing number system.
The Agency Representative shall control the maintenance of project document
records.
The Agency shall receive 3 copies of all documents from the FM. 1 copy shall be
marked as ‘Original Copy’ and forwarded to DTEI Building Management upon
completion of the project. One copy shall remain at the Designated Location and the
other provided to the Contract Manager.
Any amendments shall be distributed to all 3 locations.
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8.10
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Property Services
8.10.1 Cleaning Services
The FM shall provide to the Contract Administrator with 3 copies of documentation
outlining the services to be provided, number of staff to be utilised, distribution of
effort over the period and, budget for carrying out work over the annual period.
The document will be provided with a unique DTEI Building Management
specification number.
1 copy shall be retained at the Designated Location, 1 copy provided to the
Contract Manager and 1 stamped ‘Original Copy’.
Documentation forwarded between DTEI Building Management and Agencies shall
be transmitted utilising Document Transmittal Advice, (FMCM 002/1000).
8.10.2 Hygiene Services
The FM shall provide to the Contract Administrator with 3 copies of documentation
outlining the services to be provided, number of staff to be utilised, distribution of
effort over the period and, budget for carrying out work over the annual period.
The document will be provided with a unique DTEI Building Management specification
number.
8.10.3 Security Services
The FM shall provide the Contract Administrator with 3 copies of documentation
outlining the specific services to be provided to the Designated Location.
In the case of static and roving patrols, documentation should detail the number
of staff to be provided and the hours of attendance of each person.
The submission will also include a detailed breakdown of agreed budget amount.
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8.10.4 Grounds Maintenance
detailing specific services to be provided to the Designated Location.
Details shall include frequencies of operations allowed for when preparing budget.
Labour, materials, equipment and other resources will need to be detailed, and the
agreed budgeted amount stipulated.
1 copy shall be retained at the Designated Location, 1 copy provided to the Contract
Manager and 1 stamped ‘Original Copy’.
8.10.5 Waste Management
detailing specific services to each Designated Location.
Details shall include the planned frequencies for removal of rubbish and the
scheduled price for removal of various sized bins from Designated Location.
This service will be provided as a reimbursable cost at previously agreed rates
as work is requested by the Agency Representative.
The document will be provided with a unique DTEI Building Management specification
number.
1 copy shall be retained at the Designated Location, 1 copy provided to the Contract
Manager and 1 stamped ‘Original Copy’.
Documentation forwarded between DTEI Building Management and Agencies shall be
transmitted utilising Document Transmittal Advice, (FMCM 002/1000).
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Document Distribution Register
Form number: FMCM 002/00800
Date:
April 2007
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8
FM Agreement:………………………………………………………………………….………..
Document title:
USERS NAME
...................................
ISSUE
NUMBER
REVISION
NUMBER
number: ...........................................
DATE ADVICE
ISSUED
DATE ADVICE
RETURNED
ADVICE
NUMBER
83
Document transmittal advice
FM Agreement:
To:
.....................................................................................................................................................................
.....................................................................
AMEND/REVIEW
DATE
Date:
April 2007
Revision:
0
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8
DOCUMENT DESCRIPTION
Advice number:
AMENDMENT TO
PAGE NUMBER
NOTICE ISSUED BY:_________________________
.................................................................
AMENDMENT/REVISION
DETAILS
ISSUE
NUMBER
DATE
/
/
.
(BLOCK LETTERS PLEASE)
TITLE:_______________________________ LOCATION: _________________________
PLEASE RETURN THIS FORM, WITH THE “RETURN ADVICE” SECTION BELOW COMPLETED, TO THE
ISSUING OFFICER, TOGETHER WITH THE SUPERSEDED DOCUMENTS.
R E T U R N
A D V I C E
THE AMENDMENTS ISSUED WITH THIS ADVICE WERE RECEIVED ON
SUPERSEDED ISSUES ARE ATTACHED:
YES / NO
SIGNED: ………………………………….
/
/
.
TITLE: ……………………………………..
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Document amendment and revision register
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FM Agreement:…………………………………………………………………………………...
Document title:........................................................
AMENDMENT DETAILS
ISSUE
NUMBER
number:
REVISION
NUMBER
.....................................................................................
DATE ADVICE
ISSUED
DATE ADVICE
RETURNED
ADVICE
NUMBER
85
Building Management
section 9 Innovation proposals
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Procedure for managing and implementing Innovation proposals.
9.1
Purpose
The purpose of this procedure is to instruct FM Agreements administration staff at
each of the Designated Locations in managing and implementing Innovation
proposals submitted by the FM or initiatives put forward by DTEI and Agencies.
9.2
Scope
This procedure specifies the actions and responsibilities of FM Agreements
administration staff at Designated Locations.
9.3
References
and
Schedule B, Clause 6.2 Identification of Improvements and Innovations by FM
Schedule B, Clause 6.3 Direction by Contract Administrator
9.4
Definitions
Identify all possible ways in which the FM could improve the performance of the
Facilities Management services including measures which require material, additional
direct investment (whether by way of plant and equipment, staff or otherwise).
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Procedure
From time to time, the FM shall provide written notice to the Agency Representative
of preliminary recommendations as to any innovations identified including, material,
additional direct investment involved in the proposed innovation and the FM’s
proposed basis for being paid for implementing the innovation.
A proposal for value management change, initiated by the Agency Representative
at Designated Locations must be forwarded in writing and appropriately filed.
Each proposal and submission of a business case for innovation proposals shall be
referred to the Contract Manager for further evaluation against benchmark contracts
and a cost benefit analysis of the alternative/s carried out to assess the potential
benefit for the Agency.
For proposals that have been agreed by all 3 parties a variation will be issued for
particular activities associated with a service.
The proposal will detail the agreed extent of sharing gains between the Agency and
the FM.
In the case of proposals submitted by DTEI or the Agency, suitable remuneration
will be agreed with the FM.
All records of correspondence and minutes relating to an item of Innovation, shall be
consolidated into a document.
This document shall be uniquely numbered.
1 copy shall be retained at the Designated Location as a controlled document,
1 copy with the Contract Manager, and the original to be archived within DTEI
Building Management Records Management Section.
Documents forwarded between DTEI and Agencies shall be transmitted, utilising
Document Transmittal Advice, (from number FMCM 002/01000).
9.6
•
•
•
Discover and identify innovation to further improve the Facilities Management
Services to the Agencies and DTEI.
Identify the amount or method of calculating the cost savings to the Agency
and DTEI or other increases in value for money available to Agencies arising
out of the recommendations.
Provide improvement and innovation plans to Agencies from time to time or at
90 days prior to the start of the financial year.
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Building Management
section 10 Management of FM correspondence
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Procedure for managing contract correspondence for each of the Facilities Management
services provided under these arrangements.
10.1
Introduction
The purpose of this procedure is to assist DTEI and Agency staff to manage all
correspondence forwarded and received under the FM Agreements.
10.2
Scope
This procedure specifies actions and responsibilities of Agency FM Agreements
administration staff and BMCM, to manage correspondence dealing with the FM
Agreements.
10.3
References
and
10.4
Definitions
Nil.
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General
All correspondence received shall be correctly and promptly date stamped and given
an identifying reference number.
All correspondence at Designated Locations dealing with a particular service type shall
be identified by a unique prefix letters, followed by a number in ascending order i.e.;
PR (Preventative Maintenance) Number: …………..
The prefix for each specific service shall be as follows:
PR
BD
MW
PM
CL
HY
SE
GR
RR
-
Breakdown Maintenance (Unplanned Maintenance)
Minor Works
Replacement/Refurbishment Maintenance
Cleaning Services
Hygiene Services
Security Services
Grounds Maintenance
Waste Management
All work files relating to works carried out at Designated Locations shall include
documents and correspondence, with discrete sections for each service being provided.
The records shall be kept in a secure place and must be constantly maintained and
easily accessible and available for reference for auditing purposes.
Records for each financial year where works have been completed must be archived
and easily accessible for the period of the FM Agreements plus a further minimum
period of 15 years.
10.6
Incoming correspondence
The Agency Representative shall ensure that;
•
original incoming correspondence is registered as follows and details
completed;
CORRESPONDENCE
Registration No:
Received:
Docket No:
……………………
……………………
……………………
…………………………. To note
cc
•
•
•
•
enter details of all correspondence in the appropriate correspondence register
one for each service being performed at the Designated Location
check FM Agreements to determine specified time for a reply to the FM
place a copy of all correspondence in an appropriate Designated Location file,
and
include the originals in the ‘Original’ File. (These will also include copies of the
Customer Service Report left at the Designated Location by the FM’s Trade
Staff or their subcontractors).
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Outgoing correspondence
The Contract Manager or Agency Representative shall as appropriate ensure that;
10.8
•
a reply is forwarded within specified time or an appropriate time from receipt
of the correspondence;
•
a copy is stamped and details completed as per 10.5.2;
•
the details are recorded in the appropriate correspondence register; and
•
a stamped copy is placed in the appropriate Designated Location file or docket.
Outcome of correspondence
The Contract Manager shall advise Agency Representative and other Agency staff
where necessary, of actions that may be required as a result of receipt of
correspondence from the FM.
10.9
Documentation
FM correspondence register, form number FMCM 002/1100
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Facilities Management service provider (FM) correspondence register
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Facilities Management service provider (FM) correspondence register
Facilities Management service provider (FM): ……………………………………………………………………………………………………….
CORRESPONDENCE DETAILS
FILE NO
INCOMING
RECEIVED DATE
OUTGOING DATE
REF NO
SUBJECT
RESPONSE
DOCKET
ACTION REQUIRED
DATE REQUIRED
FILE NO
93
Building Management
section 11 Recording of FM daily activities
Date:
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Procedure for recording the daily activities of the FM at each of the Designated Locations.
11.1
Purpose
The purpose of this procedure is to instruct Designated Location FM Agreements
administration staff in the procedures to be followed in maintaining Designated
Location records of the FM attendance at the Designated Location and maintain a
record of the activities/services that were performed on each service occasion.
11.2
Scope
The procedure specifies actions and responsibilities of FM Agreements administration
staff at Designated Locations to ensure that a proper register is maintained to record
the daily activities/services being performed by the FM’s trades staff and
subcontractors engaged in carrying out works under the FM Agreements.
11.3
References
and
11.4
Definitions
Nil.
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11.5
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Procedure
The Agency Designated Location Representative shall;
11.6
•
ensure that a log book is maintained by the FM, detailing all activities being
undertaken at the Designated Location on each attendance to the Designated
Location, including names, details of the persons and subcontractors present
at the Designated Location and the exact time that each person is at the
Designated Location, (including time of arrival and departure);
•
countersign Customer Service Records, including details of the number of
downtime hours incurred over and above the scheduled downtime hours
agreed to and included within the Preventative Maintenance Plan;
•
record any OHS&W breaches notified to the FM during any Designated
Location attendances and whether they have been properly addressed
and
•
detail in the log book any Agency dissatisfaction with a particular service
being provided under the FM Agreements and communicate these
occurrences to the FM’s designated Facilities Manager. If items of concern
do not receive prompt corrective attention, please forward details of events to
the Contract Manager.
Documentation
FM Agreements services daily diary, FMCM 002/1200
The log book shall remain the property of the Agency.
The log book must be kept for a period of at least 15 years after the end of the
completed program of works each year.
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Recording of FM activities
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FM Agreements services daily diary
Project:…………………. .................................................................. Specification: ………………..……….
FM:: .......................................................................................................................................
Facilities Management services provider (FM)
DATE:……/……/.….
HOURS: START …………………
Hours lost:
Reason/Comments:
FINISH …………………….
Work in progress:
OHS&W issues:
Discussions with Facilities Management services provider:
Visitors to Designated Location: (Name, Company & Telephone Number)
Designated Location:
DATE:
AGENCY REPRESENTATIVE:
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Building Management
section 12 Administration of FM noncompliance
Date:
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Procedure for implementing and auditing the FM’s Quality System operation.
12.1
Purpose
The purpose of this procedure is to instruct Agency FM Agreements administration
staff in the integration and operation of the Quality System being utilised by the FM
at each of the Designated Locations, and procedural requirements for auditing and
testing during the operation of the Across Government Facilities Management Service
Agreement.
12.2
Scope
The procedure specifies actions and responsibilities of the FM Agreements
administration staff at each Designated Location and DTEI Building Management
Contracts Management (BMCM) contract administration staff in the conduct of audits
and reporting any noncompliances of the FM’s Quality System.
12.3
References
and
Maintenance and Property Services programs annual work plans
Facilities Management Agency Work Procedure Manual
FM’s Quality Plan and Quality System
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12.4
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Definitions
Authorised officer
A member of DTEI Building Management Contracts Management (BMCM) given
responsibilities and authorities under the FM Agreements for testing, quality and
safety.
Close out
The point of acceptance by an authorised officer on any completed disposition or
corrective action, which has arisen as the result of a Noncompliance/Corrective Action
Request.
FM
For the purpose of this procedure the FM is responsible for the actions of all suppliers;
in-house tradespersons; subcontractors; and consultants.
Corrective Action
Measures stipulated by the FM taken to rectify a noncompliance with the Quality Plan
and Quality System.
The measures shall identify the cause of a noncompliance and action taken to
eliminate the cause and prevent recurrence of noncompliance and ongoing action
to monitor effectiveness.
The corrective action may include redrafting procedures, issuing new procedures to
overcome omissions or deficiencies in the Quality System and Quality Plan and
identifying training needs.
Mandatory hold point
A point from which no further work shall proceed without the approval of an authorised
officer.
Disposition
Action to be taken concerning material, components, products or maintenance
services, which have already been produced or delivered and about which a decision
has to be made.
Disposition are “Rework’, ‘Accept With’, or ‘Without Repair by Concession’ or ‘Reject’.
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Noncompliance
There are two types of Noncompliances that may be issued, the type of
Noncompliance will depend on the severity of the effects of the incident or event.
Major Noncompliance
A breach of, procedure, process, practice or product specifications under the contract
arrangements that causes or has a high potential to cause either;
•
Major disruption or danger to the health of Agencies, providers or third parties.
•
Major disruption to the administration of the arrangements.
•
Major breach or deviation from contract expectations regarding a product or
service deliverable.
•
A breach of Legislative Requirements.
Typical examples of problems that would be considered Major Noncompliance.
1.
An inappropriate use of chemicals or materials in or near an air conditioning system that
caused or could have caused significant distress, evacuation, injury or death.
2.
Failure to produce annual works programs or required plans within the timeframes of the
arrangements that cause a major disruption to the planning process.
Work that significantly fails to meet outcomes, or planned preventative maintenance
schedules containing mandatory requirements that are regularly not met, or a pattern of
breakdown maintenance responses that do not meet priority response requirements, or a
property services arrangement that is repeatedly not meeting the prescribed schedule of
requirements.
3.
4.
Failure to follow agreed procedures or regulatory requirements that causes or could have
caused significant distress, evacuation, injury or death.
5.
Repeat occurrences of the same or similar Minor Noncompliance may result in the issuing of
a Major Noncompliance.
Failure to follow appropriate procurement processes for the delivery of works in accordance
with the requirements of probity.
6.
Minor Noncompliance
A deviation from specification, procedure, process practice or product service
specification under the arrangements that causes or could have caused either a;
•
Minor disruption or danger to the Agencies, providers or third parties.
•
Minor disruption to the administration of the arrangements.
•
Minor breach or deviation from contract expectations regarding a product or
service deliverable.
•
A single observed deviation from the FM’s own Management Plans including
Quality, OHS, Environmental or Testing and Audit.
Typical examples of problems that would be considered Minor Noncompliances
1.
A single incident of failure to ensure a subcontractor has complied to standards, specifications
or quality requirements.
2.
Failure to provide required information on time causing disruption in the administration and
delivery of works and services.
3.
Ineffective control of cleaning processes, resulting in a single incident of failure to achieve the
appropriate standards in compliance with the schedule and proper standards.
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Responsibilities of the FM
The FM shall prepare a Quality Assurance Plan and detail up an operational Quality
System stipulating all process steps for provision of each of the specified services,
taking into account legislative and Designated Location specific Agency requirements.
Scope of the plan is to address;
•
•
•
•
•
•
•
•
legislative and regulatory requirements;
Designated Location safety and security;
behaviour and dress standards of workers on site;
OHS&W policy of Agency;
operational needs of Designated Location facilities;
procedures for meeting required outcomes;
test procedures for measuring performance and compliance levels; and
corrective action procedures.
The plan will contain procedures of the inspection and test plan with including targets
set for containing noncompliances and will be consistent with the agreed performance
targets set out in the Key Performance Indicators (KPIs).
The responsibilities and authorities of the delegated Agency Representative shall
include:
•
Acknowledgment of receipt of the FM’s documentation
•
Acceptance/rejection of the FM’s proposed disposition and subsequent work
for correcting the;
- Major Noncompliance
- Minor Noncompliance.
•
Issuing of Noncompliance/Corrective Action Requests.
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12.6
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Compliance audit of works process
From time to time the Contract Administrator's nominated representative, shall carry
out a work process compliance audit of the works performed at Designated Locations
to assess compliance with the FM’s Quality Plan and Quality Operational System.
12.7
Noncompliance identified by BMCM and Agency staff
The Agency Representative shall notify the FM of any noncompliance,
identified hazards; near miss events; occurrences of injury and of works being
carried out at the Designated Location/s which are being actioned without regard
to the Quality Assurance Plan.
The Agency Representative shall keep written records of all reports for
noncompliances.
The records of each specific work breach of the processes identifying a
noncompliance on a Noncompliance/Corrective Action Request Register located at
each of the Designated Locations.
The FM will report to the Contract Administrator each month on the number of
noncompliances issued during the course of each month, as part of the reporting
process on the Key Performance Indicators (KPIs).
If the FM takes steps to address the reported noncompliance, the Agency
Representative shall monitor the situation to assess whether the action has been
successful in bringing the item or process back into compliance, or whether a
Mandatory Hold Point should apply.
If, upon verbal notification of the observed noncompliance, the FM does not take
immediate steps to eliminate the noncompliance with the FM’s Quality Assurance Plan
or Quality System procedure requirement, the Agency Representative shall:
•
for a Minor Noncompliance, discuss the issue with the FM’s Representative
and record the details of this conversation in a personal diary; or
•
for a Major Noncompliance, report the situation to the Contract Manager
issue a Designated Location memo to the FM’s Designated Location
representative, detailing the noncompliance.
and
If the FM does not action within 1 working day of being informed of a potential
noncompliance issue the Agency Delegated Location Representative may issue a
Noncompliance/Corrective Action Request that details the noncompliance.
If a noncompliance is observed during an external audit, the Audit Team Leader shall
issue a Noncompliance/Corrective Action Request.
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12.8
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Records
Upon the issue to the FM of a Noncompliance/Corrective Action Request, the
delegated Designated Location Agency Representative shall notify authorised officer
of the Noncompliance/Corrective Action Request to include these into the
Noncompliance/Corrective Action Request Register.
Upon completion of the disposition or Noncompliance/Corrective Action Request the
delegated Designated Location Agency Representative or authorised officer shall;
12.9
•
review the evidence provided by the FM;
•
if satisfactory, close the Noncompliance/Corrective Action Request
(as applicable); and
•
update the Noncompliance/Corrective Action Request Register.
Documentation
The following correspondence and forms will be maintained for a period of a
minimum of 15 years after the end of the FM Agreements and must be archived
appropriately within each Agency.
•
•
•
•
Designated Location Memo
Personal diary
Noncompliance/Corrective Action Request, (FMCM 002/00200)
Noncompliance/Corrective Action Request register, (FMCM 002/00300)
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Administration of Facilities Management service provider (FM) noncompliance
Noncompliance/Corrective Action Request
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Facilities Management service provider (FM):……………………………………………………………………………………
* Noncompliance number:…………………….Designated Location number and name…………………………………………………………………….…Date……/……/…..
Noncompliance Issue
Major
Minor
Name……..…..……...………...………..Title…………..…….….……………..………..Signature…………….………………….…….Date.….……/……/….…..…
Analysis of cause
(By FM)
Correction
(The short term action
taken by the FM to
eliminate noncompliance.)
Corrective Action
(Corrective action taken by
the FM to eliminate cause
and prevent recurrence of
noncompliance.)
Expected Completion Date……..………./……/…..……
Close out date of Corrective Action Request
Contract Manager………….…..………………………Signature…..…..…….……………………….Date…….…/……/…….
*Note: The DTEI Building Management Contracts Management Section will assign the Noncompliance number
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Administration of Facilities Management service provider (FM) noncompliance
Noncompliance/Corrective Action Request register
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Facilities Management service provider (FM): ..................................................................
Incentive Period: ...............................................................................................................
Noncompliance
number
Designated Location
number and name
Brief description of Noncompliance
Author
Date issued
Confirmed
Minor/Major
Date of
‘Close Out’
‘Follow up’
date
*Note: The DTEI Building Management Contracts Management Section will assign the Noncompliance number.
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Administration of Facilities Management service provider (FM) non-compliance
Noncompliance/Corrective Action Request form
Process flow chart
Date:
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Building Management
section 13 Use of Designated Location memoranda
Across Government Facilities Management Arrangement
Facilities Management Agreements – Agency Work procedure Manual
Use of Designated Location memoranda
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Procedure for the use of Designated Location memoranda.
13.1
Purpose
The purpose of this procedure is to instruct on the usage of the standard Designated
Location Memorandum, form number FMCM 002/1300.
13.2
Procedure
This procedure applies to all contracted works when written communication with the
FM is required on site at the Designated Location.
13.3
References
and
Agency Designated Location Representative Delegations
13.4
Definitions
Nil.
109
Use of Designated Location memoranda
13.5
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Use of Designated Location memorandum
The standard Designated Location memorandum, (form FMCM 002/01300) shall be
used for all written communication with the FM at the Designated Location, when no
other specific form is applicable.
These communications will include, but are not limited to;
•
•
•
•
•
instructions;
acceptance or rejection of proposals for Services;
provision of information; and
approval or rejection of requests or submissions from the FM
identification of any work issues identified at a Designated Location.
Many of the above matters may be initially communicated verbally, but this verbal
communication shall be confirmed within 1 working day by the issue of a Designated
Location memoranda.
13.6
When not to use of Designated Location memorandum
The Designated Location memoranda shall not be used for ordering variations or
additional contract services.
Where the issuing of an instruction results in additional works or a variation, a
‘Variation Order’, (form FMCM 002/01600) shall be issued to formalise the variation
request.
Designated Location memoranda may be used however, for communication of further
information regarding a Variation provided that it cross references the Variation Order,
(form FMCM 002/01600).
13.7
Delegation for issuing Designated Location memoranda
The Agency Designated Location Representative must ensure with their Corporate
Management to confirm their approved delegation to instruct the FM by way of
instruction.
13.8
Distribution of copies of Designated Location memoranda shall be as follows;
•
Original to the FM;
•
Copy to remain in the site book at Designated Location site office.
13.9
Records
At the conclusion of the FM Agreements, including preparation of completion reports,
the Designated Location memorandum book(s) shall be retained until the Contract
Administrator is satisfied that there will be no on-going claims or disputes.
13.10
The Designated Location memorandum books shall be destroyed when all disputes
and subsequent actions have been resolved.
13.11
Documentation
Designated Location memoranda (file copies and books)
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Designated Location memoranda
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Designated Location memorandum
MEMORANDUM NO:
DOCKET NUMBER:
/
FACILITIES MANAGEMENT AGREEMENT:...............................................................................................
SPECIFICATION NUMBER: ....................................................................................................................
TO :
.......................................................................................................................................
SUBJECT:
.......................................................................................................................................
DETAILS:
.......................................................................................................................................
........................................................................................................................................................
........................................................................................................................................................
........................................................................................................................................................
........................................................................................................................................................
........................................................................................................................................................
........................................................................................................................................................
SIGNATURE: ..............................................................................................ISSUE DATE:……/..…./…..
TITLE: ................................................................................................................................................
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Building Management
section 14 Payment of FM job claims on FAMIS
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Procedure for assessing and preparing job and work claims.
14.1
Purpose
The purpose of this procedure is to define the responsibilities for actions necessary
to assess, and approve FM job/work claims.
14.2
Scope
This procedure applies to all defined services let under the FM Agreements.
14.3
References
and
14.4
Definitions
Nil
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Approval to pay from Designated Location
As the FM completes Planned Services, Unplanned Services, Property Services
and Consultancy Services, a detailed claim statement shall be provided in FAMIS
for each of the work orders being claimed.
From the time of submission of the work order claims by the FM on FAMIS, the Agency
Representative should verify and approve claims in a timely manner to ensure prompt
processing.
If you do not agree with any aspect of the claim please contact the FM immediately
to resolve any issue.
To assist the Agency Representative to validate more complex works, the Contract
Manager, on request from the Agency, can arrange for technical staff to be made
available to carry out an appropriate level of verification.
In the case of progress payment claims for larger Minor Works and
Replacement/Refurbishment Maintenance works, it will be the responsibility of the
FM to ensure that the progress claim is true and correct and is based on actual works
performed and claims paid to subcontractors.
If the Agency Representative at the Designated Location requires assistance in the
area of progress payment approval and validation, this service may be obtained by
contacting the Contract Manager.
14.6
Bi-Monthly invoicing from the FM
Work orders that have been properly verified and approved for payment shall be
consolidated into 2 monthly invoice statements by DTEI and submitted to Agencies
for payment.
The invoice forwarded to Agencies should be paid within 14 days of receipt of the
invoice.
Sufficient detailed statements shall be provided to inform the Corporate Agency
Representative of the amount of expenditure incurred during the month being invoiced
at each of the Designated Locations.
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Approval of works documentation
An Agency report detailing all work orders paid for during the payment period will be
provided with each invoice.
14.7.1 The FM must ensure that all subcontractors submit invoices within 10 days of
completing the work.
14.7.2 The FM’s are required under the terms of the FM Agreements to ensure that they pay
all subcontractor invoices within 10 days of receiving each subcontractor invoice,
before being able to claim for works from the Principal on FAMIS.
This therefore means that the FMs will be constantly placing job claims into FAMIS, on
a daily basis to reduce their cost of funding debt.
It is therefore very important that Agency Representatives at the Designated Locations
and Corporate Agency Representatives regularly each week access FAMIS to approve
the FM’s work claims to ensure a responsible approval environment for the Across
Government Facilities Management Services Agreements.
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116
Building Management
section 15 Processing of variations
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Guidelines for processing variations.
15.1
Purpose
The purpose of this procedure is to instruct delegated staff within DTEI and Agencies
in the processing of variations.
15.2
Scope
This procedure shall apply to processing of all requests for variations.
It commences with the identification of a need (by either the FM or Agency
Representative and BMCM) and details the records, required to be filed for an agreed
variation.
15.3
References
and
15.4
Definitions
Variation
A determination by the Contract Administrator that the form, quality or quantity
(scope) of the works under the FM Agreements should be varied.
The variation may be a one off variation within a lump sum work and/or an ongoing variation within a reimbursable service being provided at a Designated
Location.
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15.5.
Receipt of Requested Variation by the FM
Upon receipt of a request for variation from the FM, the Agency Representative
for a particular Designated Location, shall make a decision as to the validity of the
request in accordance with the attached Guidelines for the Processing of Variations.
Further advice can be sought from the Contract Manager.
15.6
Response to Variation request
The Agency Representative shall ensure that all requests for variation are
acknowledged within 7 days of receipt.
For larger variations it may be necessary to forward the request of variation to the
Agency Corporate Representative.
15.7
Variation not requiring urgent attention
Prior to the approval of any variation the Agency Representative shall consult with
the FM to ensure that the funding approval has not been exceeded.
If the sum is to be exceeded, the Agency Representative shall seek approval for
additional funding to be provided before the variation can be approved and issued
as a supplementary work order to the primary job number.
The variation shall then be documented by completing the required details, on
Variation Order, FMCM 002/1600 and forwarded to the Agency Representative to
confirm the variation to the FM on FAMIS for Minor Works and
Replacement/Refurbishment Maintenance works.
The variation order must be processed and implemented through FAMIS.
Variation orders can be issued for all the following Services:
•
Replacement/Refurbishment Maintenance work
•
Minor Works
The Agency Representative at each Designated Location shall verify the FM’s
payment claims for additional work, and confirm the date by when the claimed work
had been completed.
15.8
Variations of an urgent nature
If the request is considered by the Agency to require urgent attention or action,
the Agency Representative shall obtain written advice from the FM, including the
possibility or the basis of any resulting claims for delays and/or extensions of time.
The Agency Representative shall advise the FM in writing to proceed by issuing a
Designated Location memo and advise that a variation order will be issued.
A variation order shall be created within FAMIS by the Contract Manager and must
be confirmed by the Agency Representative in writing.
The Agency Representative shall ensure that all agreed variation requests and
approvals are filed.
119
15.9
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Variations initiated by the Agency Representative
The Agency Representative at each Designated Location may request a change to
a previously issued work order for any of the services provided under the FM
Agreements.
The Agency Representative may give the FM a written document entitled ‘Variation
Proposal’, giving notice of a proposed variation.
Within 10 working days of receiving a ‘Variation Proposal’ the FM’s shall provide the
Agency Representative or Contract Administrator, with details of the relevant cost or
budgets and the management fee applicable.
15.10
Documentation
Request for Approval of Variation, form FMCM 002/01400
Where additional approval is required from the Agency Corporate Representative.
Variation Order, form FMCM 002/1600 Work Order number……...
Form is used to request actioning of variation by the FM.
Variation Order Invoice Register, form FMCM 002/01500
Register of variations issued during the course of a project or delivery of a service.
120
Processing a variation
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121
Process flow chart
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122
Request for approval of variation
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Request for approval of variation
To the Agency Representative:
Project: ..............................................................................................................................
................................................................................SPECIFICATION NUMBER:........................
Facilities Management service provider (FM):.....................................................................
...........................................................................................................................................
RECOMMENDING APPROVAL OF VARIATION NUMBER:…………………….…….. ,
AT AN *ESTIMATED/ACTUAL COST OF $_________________
REASONS FOR VARIATION:
...........................................................................................................................................
...........................................................................................................................................
COST SUMMARY:
...........................................................................................................................................
...........................................................................................................................................
Effect on Approved Contract Sum
Increase/Decrease
$............................................
Total Approved Contingency Sum
Total Approved Variation Orders
(including this one)
$............................................
$............................................
Rise and Fall Adjustments * will/will not apply to this variation.
AGENCY REPRESENTATIVE
..........................................................................................
*Cross out that which is not applicable.
NOTE: MAINTAIN THIS FORM AS A RECORD OF APPROVAL TO PROCEED WITH ISSUING OF A VARIATION.
123
Variation Order invoice register
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Variation Order invoice register
Project: .............................................................................................................................
DATE
CONTRACTOR
INVOICE NUMBER
SUBJECT
VARIATION NUMBER
AMOUNT $
PAID IN PROGRESS
PAYMENT NUMBER
124
Variation Order
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Variation Order
ORDER NUMBER:……………………………
FM Agreement:.................................................................................................................
SPECIFICATION NUMBER:……………………………
TO: ..................................................................................................................................................................
SUBJECT: ........................................................................................................................................................
.........................................................................................................................................................................
DETAILS: ........................................................................................................................................................
.........................................................................................................................................................................
.........................................................................................................................................................................
.........................................................................................................................................................................
.........................................................................................................................................................................
.........................................................................................................................................................................
.........................................................................................................................................................................
.........................................................................................................................................................................
The work will be paid for at
: Rates for scheduled items
: Fixed price
Approved:
NOTE:
..........................................................
Title......................................................................
PLEASE FILE A COPY OF THIS FORM FOR EACH VARIATION ORDER ISSUED.
PLEASE TICK APPROPRIATE BOX ;
125
Building Management
section 16 Dispute resolution
Dispute resolution
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Procedure for managing and resolving disputes relating to the provision of the full range of
services under the FM Agreements.
16.1
Purpose
The purpose of this procedure is to instruct Agency FM Agreements administration
staff at each of the Designated Locations in the management and resolution of
disputes arising as a result of the FM’s claims and inadequate standard of works
being carried out at a Designated Location.
16.2
Scope
This procedure specifies the actions and responsibilities of Agency Representative
FM Agreements administration staff at each of the Designated Locations to participate
in the Tier 1 dispute resolution process, and the referral of the matters to Tier 2 if
negotiations at the first level do not achieve a satisfactory outcome for both parties.
16.3
References
and
Procedure for processing of variations.
16.4
Definitions
Nil.
127
Dispute resolution
16.5
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Dispute initiated by Agency
On completion of work the FM, will submit a claim in FAMIS for the Agency
Representative to certify that the works have been satisfactorily completed and
approve for payment.
If the work has not been completed satisfactorily or the cost of the work is not
reasonable, then the Agency Representative can dispute the claim,(Tier 1 level).
16.6
Resolution of Tier 1 dispute.
All disputes at the Tier 1 level must be negotiated and resolved if possible within a
period of 14 days from the time the dispute arose or was first registered by the FM
or the Agency Representative.
Tier 1 resolution shall take place at the Designated Location level between the most
senior Agency Representative and the most senior FM Designated Location
Representative (Facilities Manager) assigned to service the particular Designated
Location.
The Agency Representative shall keep a written record, including details of why a
particular matter is the subject of the dispute, and record all discussions, telephone
conversations and correspondence relating to the attempted resolution of the
problem.
16.7
Referral to Tier 2 Dispute Level.
If the situation has not been satisfactorily resolved between both parties within 14
days, the dispute should be referred to Tier 2 for resolution.
The Agency Representative shall forward all records and details to the Contract
Manager to pursue resolution of the outstanding claim or dispute at the Tier 2 level.
If, during the Tier 1 dispute resolution period, it becomes evident that no progress
can be made in further negotiation between the two parities, the dispute can be
referred to the Tier 2 level even though the 14 days have not expired.
16.8
Assistance for Resolving Tier 1 Disputes.
The Agency Representative may call upon the Contract Manager to offer
assistance on technical, contractual or FM Agreements matters and provide
assistance to negotiate costs.
128
Dispute resolution
16.9
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Records
The Tier 1 Agency Representative shall ensure that all records relating to the dispute
shall be correctly and properly maintained for the period of the FM Agreement plus
a minimum 15 years.
These records can be returned to DTEI Building Management for archiving at the
end of this FM Agreement.
Agencies need to be aware of their obligations to manage their records under the
South Australian State Records Act 1997.
Copies of the records shall be made available to Tier 2 Representatives to facilitate
further negotiation of the issue giving rise to the dispute.
When the Tier 2 dispute has been resolved the Agency Representative will be
informed of the finally negotiated outcome, by the Contract Administrator, in writing.
(This will be included as a record at the Designated Location)
129
Building Management
section 17 Delegations under FM Agreements
Delegations under FM Agreements
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Procedure for delegating authority in accordance with FM Agreements
17.1
Purpose
The purpose of this procedure is to define the Agency delegations under the
FM Agreements.
17.2
Scope
This procedure applies to all Facilities Management Contracts let and works performed
under the FM Agreements.
17.3
References
and
17.4
Definitions
Nil.
131
17.5
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Delegations to the Agency Corporate Representative:
The following powers, duties and responsibilities of the Contract Administrator shall
be delegated to the Agency Corporate Representative as follows:
Clause
15.12
15.14
19.5
20.1
20.2
29.12
29.13(b)(ii)
Schedule H1
1.2(a)(v)
Schedule H1
1.2 (b)(i)(C)
Schedule H1
1.2 (b)(i)(D)
Schedule H1
1.2 (b)(iii)(H)
Schedule H1
1.3 (b)(i)(A)
Schedule H1
1.3 (b)(ii)(B)
Schedule H1
1.4 (b)(i)(A)
Schedule H1
1.4 (b)(i)(G)
Schedule H1
1.5
Schedule H1
1.6
Schedule H1
1.7
Schedule H1
1.8
Schedule H1
Delegation
Direct the FM as to security and Designated Location requirements; direct the FM
to undertake security checks of employees and to take other steps to minimise
security issues.
Make directions in relation to addition and deletion of Designated Locations.
Receive warranties from the FM; direct the FM of the terms of the warranties
required.
Direct the FM to re-perform or correct FM Services
Accept the FM services where they have not been performed in accordance with the
FM Agreements; determine the reasonable cost of correcting or re-performing the
FM services.
Request access to or copies of the project documents from the FM and
subcontractors; interview officers, employees, agents or subcontractors
Notify the FM of change in address for notices.
Co-operate with the FM in determining and detailing the work required for
Receive notifications from the FM of urgent maintenance required.
Receive recommendations from the FM to replace the plant or equipment where
required
Confer with the FM to update site specific Technical Data Sheets (TDS).
Consult with the FM in relation to Planned Replacement/Refurbishment
Maintenance prior to work proceeding.
Agree with the FM on the Designated Location safety plan for Planned
Replacement/Refurbishment Maintenance for each Designated Location.
Consult with the FM in relation to Urgent Planned Replacement/Refurbishment
Maintenance prior to work proceeding.
Agree with the FM on the Designated Location safety plan for Urgent Planned
Replacement/Refurbishment Maintenance for each Designated Location.
Liase with the FM generally in relation to Planned Minor Works; develop Service
Delivery Plans for Planned Minor works with the FM; issue Planned Minor Works
requests to the FM; approve draft drawings, specifications and contract
documentation prior to the FM seeking tender prices; direct the FM to prepare
progress reports for Planned Minor Works.
Liase with the FM generally in relation to Urgent Planned Minor Works; approve
draft drawings, specifications and contract documentation prior to the FM seeking
tender prices; direct the FM to prepare progress reports for Urgent Planned Minor
Works.
Request the FM to provide Unplanned Breakdown Maintenance; determine repair
time and priority ranking; receive notifications from the FM of after hours repairs;
sign the customer service sheet; receive reports from the FM in relation to
Unplanned Breakdown Maintenance; agree on a Designated Location safety plan
with the FM for each Designated Location.
Identify and request Unplanned Replacement/Refurbishment Maintenance.
Request Unplanned Minor Works
132
Clause
1.9
Schedule H1
1.10
Schedule H1
1.10(c)(D)
Schedule H1
1.11(b)(iii)(C)
Schedule H1
1.11(b)(iii)(D)
Schedule H1
1.11(b)(iii)(M)
1.11(b)(iv)(B)
1.11(c)(i)(A)
Schedule H1
1.12(b)(ii)(A)
Schedule H1
1.12(b)(ii)(D)
Schedule H1
1.12(b)(iii)(I)
Schedule H1
1.12
Schedule H1
1.13
Schedule H4
4.2
Schedule H5
5.1
Schedule H5
5.3
Schedule H5
5.4
Schedule H5
5.5
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Delegation
Make directions to the FM in respect of Cleaning Services, including replenishment
of consumable items, clean-up of spillages and special area cleaning; receive
copies of documentation relating to the provision Cleaning Services; agree with the
FM on a Designated Location safety plan and cleaning standards at each
Designated Location.
Make directions to the FM in respect of Hygiene Services, including replenishment
of consumable items; receive copies of documentation relating to the provision
Hygiene Services; agree with the FM on a Designated Location safety plan and
hygiene standards at each Designated Location.
Receive recommendations from the FM of preferred tenderers for Cleaning Services
so as to provide for an evaluation of the recommended tender.
Receive recommendations from the FM of preferred tenderers for Hygiene Services
so as to provide for an evaluation of the recommended tender.
Receive notifications of the apprehension of trespassers by the FM.
Receive reports of incidents from the FM; receive a log book of reported incidents
at the completion of each shift by the Contractor
Evaluate security systems with the FM; agree with the FM on a Designated Location
safety plan and standards for each Designated Location.
Designate areas in the Site Map where the FM must provide Grounds Maintenance.
Make special requests for areas to be given special attention by the FM outside their
normal scheduling.
Receive recommendations from the FM of the preferred tenders for Grounds
Maintenance so as to provide for an evaluation of the recommended tenderer.
Receive notifications from the FM of hazardous situations and repair or
maintenance requirements; give directions as to water conservation, lawn and grass
mown height and planting of trees.
Make directions to the FM in respect of Waste Management Services, including the
location of collection points and clean-up of spillages; receive from the FM a receipt
for disposal of medical waste.
Receive draft Service Delivery Plans and Service Delivery Budgets for Preventative
Maintenance; notify the FM of approval of the plans and budgets.
Consult with the FM to document and plan the work generally, including ways to
increase/decrease costs to the Principal; request the FM for an estimate of cost to
perform the work generally.
Direct the FM to perform Preventative Maintenance.
Approve subcontractors and terms of subcontractors to perform the Preventative
Maintenance; nominate subcontractors if desired; approve tender documentation;
request copies of tenders ; receive recommendations of tenderers; approve/reject
recommendations; provide reasons for rejection.
Direct the FM to perform Breakdown Maintenance, Unplanned Minor Works or
Unplanned Replacement/Refurbishment Maintenance.
133
Clause
Schedule H5
5.6
Schedule H5
5.9
Schedule H5
5.10
Schedule H5
5.11
Schedule H5
5.12
Schedule H5
5.13
Schedule H5
5.14
Schedule H5
5.15
Schedule H5
5.15, 5.16
Schedule H5
5.17
Schedule H5
5.18
Schedule H5
5.20
Schedule H5
5.21
Schedule H5
5.22
Schedule H5
5.23
Schedule H5
5.24
Schedule H5
5.25
Schedule J4
4.1(k)
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Delegation
Approve subcontractors and terms for subcontractors to perform the Breakdown
Maintenance, Unplanned Minor Works or Unplanned Replacement/Refurbishment
Maintenance; nominate subcontractors if desired; approve tender documentation;
request copies of tenders; receive recommendations of tenderers; approve/reject
Receive notification from the FM and direct the FM to perform the Breakdown
Maintenance, Unplanned Minor Works or Unplanned Replacement/Refurbishment
Maintenance.
Receive notification from and give notices to the FM in relation to reimbursement of
costs for performing Breakdown Maintenance, Unplanned Minor Works or
Unplanned Replacement/Refurbishment Maintenance.
Receive notification from the FM of completion of Breakdown Maintenance,
Unplanned Minor Works or Unplanned Replacement/Refurbishment Maintenance;
receive reports in relation to such maintenance performed; direct the FM as to the
form and content of the reports.
Direct the FM to perform the Property Services.
Approve subcontractors and terms for subcontractors to perform the Property
Services; nominate subcontractors if desired; approve tender documentation;
request copies of tenders; receive recommendations of tenderers; approve/reject
Receive notifications by the FM of the need for design work.
Issue notifications to the FM to proceed with design work.
Direct the FM to engage a subcontractor to perform the design work; approve the
terms of the Professional Service Subcontractor’s Agreement; specify the panel of
professional service subcontractors; determine the lump sum to be paid to the
subcontractors.
Confer with the FM to agree on design parameters; give permission to use the
documents for the Replacement/Refurbishment Maintenance or Minor Works.
Notify the FM of the reasons for refusing to give permission to use the design
documents for the Replacement/Refurbishment Maintenance or Minor Works.
Direct the FM to perform the Replacement/Refurbishment Maintenance or Minor
Works.
Direct the FM to engage a subcontractor to perform the Replacement/
Refurbishment Maintenance or Minor Works; nominate subcontractors if desired;
approve tender documentation; request copies of tenders;receive recommendations
of tenderers; approve/reject recommendations; provide reasons for rejection.
Direct the FM to submit a tender in relation to any Replacement/Refurbishment
Maintenance or Minor Works; receive such tenders from the FM; agree with the FM
as to the identity of an independent expert to evaluate tenders.
Authorise the FM to direct the subcontractor to vary the Replacement/Refurbishment
Maintenance or Minor Works.
Approve the FM to package the FM Services into consolidated programs or to
establish panels of standing offer subcontractors.
Provide details of the Principal Supply Contracts to the FM for reimbursement for
Goods.
Request the FM to assist Agencies with the management of energy, water and/or
waste.
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Special consideration should be given by the Contract Administrator to the delegation
of powers under the FM Agreements that involve financial determinations, ensuring
the estimating competencies of FM Agreements administration staff within Agencies,
particularly in the areas of;
•
•
•
Valuations of variations;
Issue of Dispute Resolution; and
Claims submitted by the FM’s.
The Corporate Agency Representative shall be responsible for assigning levels
of delegations to the Designated Location and must inform these delegations to the
FM.
17.6
Notification of Delegations to the FM
The Corporate Agency Representative shall advise the FM of the powers, duties and
responsibilities to be delegated, the person (by name), to whom the powers, duties
and responsibilities are to be delegated, at the request of the FM.
17.7
Changes to Delegations
The Corporate Agency Representative shall advise the FM of any amendments to the
extent of delegations provided to a nominated Designated Locations representative,
throughout the period of the FM Agreements.
The Corporate Agency Representative should note that an alternative Designated
Locations representative would have the powers, duties and responsibilities as
advised in a further delegation notice.
17.8
Documentation
Delegations assigned to Agency staff at the Designated Location and corporate
levels.
135
Building Management
section 18 Emergency response to major incidents
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Procedure for implementing emergency services in the event of a major incident, for example,
major fire, flood, vandalism or riot.
18.1
Purpose
The purpose of this procedure is to instruct FM Agreements administration staff within
Agencies in the management of the rectification of damaged Designated Locations
and ensure the Designated Location is operational as soon as practicable.
18.2
Scope
This procedure specifies actions and responsibilities of the Agency administration
staff, in managing the responses required, to initially make safe the Designated
Location and ensure satisfactory restitution of operational activities at a Designated
Location as soon as practicable.
Works included may be as follows;
18.3
•
make safe
•
make secure
•
clean up work carried out relating to building/s damaged or destroyed.
•
reinstatement of damaged building/s;
•
provision of interim replacement accommodations, if necessary.
References
Agency’s internal risk mitigation procedures.
18.4
Definitions
Nil.
137
18.5
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Notification of extent
The Agency Representative at a Designated Location or PSSB shall notify the
Agency’s Corporate Facilities Management Services Representative and the FM
Representative of the occurrence of a major emergency event.
The Manager of the Designated Location, Agency Corporate Facilities Management
Services Representative and the FM Representative shall form the Emergency
Response Group for the particular Designated Location affected by a major incident.
18.6
Initial tasks
The Emergency Response Group shall immediately assess risks, safety, isolation
of services, damage, check the asbestos register, agree on interim security
arrangements and determine the clean-up strategy.
Agency Representative to instruct FM on scope of corrective works to be undertaken.
The FM’s Representative shall then arrange for the mobilisation of all required
contractors to undertake repairs, clean-up of the Designated Location, arrange for
the isolation of services to the affected areas and barricade fencing if required.
18.7
Designated Location inspection
On resuming official control of the affected Designated Location from the Metropolitan
Fire Service, SAPOL or other Emergency Services body, the Emergency Response
Group shall:
a) Assess in detail;
• risk to users;
• requirements to make safe;
• requirements to make secure;
• extent of the damage;
• requirements for initial reinstatement; and
• extent of the clean-up required internally and externally.
b) The FM can, if requested, arrange for contract staff to undertake a survey and
costings for the following;
• Designated Location recovery requirements;
• demolition requirements;
• extent of clean-up to useable areas;
• extent of reinstatement construction works;
• physical security measures required (i.e. fencing); and
The FM will then prepare a submission to the Agency Corporate Facilities
Management Representative, detailing the scope of works to be undertaken and an
indicative budget for the required works.
The submission shall be submitted to the Agency Representative on form FMCM
002/01700.
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18.8
Instruction to FM to proceed with rectification work.
The Agency Corporate Facilities Management Representative shall provide approval
from the delegated Agency Corporate Representative to engage the services of the
FM to proceed with reinstatement of the Designated Location and ensure that the
operational needs of the services provided at the affected Designated Location are
met as soon as practicable.
18.9
Documentation
Request approval to incur expenditure for restitution of effects from a major incident.
Form number: FMCM 002/01700 Emergency expenditure form.
139
Emergency expenditure form
Form number: FMCM 002/01700 page 1 of 2
To:
Date:
April 2007
Revision:
0
Author:
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section:
18
Agency Corporate Representative………………………………………
(Agency )
RE:Approval of expenditure for restitution of Fire/Flood/Vandalism/Riot damage
At:
...............................................................
on:
…./ ……/ ……, the
__________________________________________, has incurred losses as a result of the
aforementioned incident. Representatives from _________________________ and
( Facilities Management service provider (FM) ),
attended the Designated Location to assess the extent of
clean-up and reinstatement work required.
The following details the agreed scope of work and estimated costs associated.
DEMOLITION AND CLEAN-UP (BUDGET)
$
Labour & Supervision
Materials
Cleaning
SUB TOTAL
$
140
Emergency expenditure form
Form number: FMCM 002/01700 page 2 of 2
Date:
April 2007
Revision:
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Author:
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section:
18
DESIGNATED LOCATION REINSTATEMENT (Details of scope of work - Budget)
Sub total
Total estimated budget cost
$
$
For further information regarding this project please contact the following responsible officer
from …………………………………………………………………
(Name of Facilities Management service provider (FM))
Name: _________________________
Contact Telephone Number/s: _________________
RECOMMENDATION:
1.
Approval be given to incur expenditure for the clean-up and reinstatement of damage caused, at
a total estimated cost of, $ …………….……….
2.
Requests for additional work beyond the agreed scope of work is to form a separate submission
to be forwarded to the relevant Agency’s Facilities Management Representative.
……………………………………………………
(SIGNED : MANAGER, Facilities Management service provider (FM)) …….../……./20…
………………………………………………………
(APPROVAL: AGENCY REPRESENTATIVE)
…….../……./20…
Copy to: DTEI, Building Management, Contracts Management Section, Contract Manager
141

2006 - 2015 Agency Work Procedure Manual - PDF

Transcription

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