FACILITIES MANAGEMENT AGENCY WORK PROCEDURE MANUAL … · 6 Property Services ... This Facilities Management Agency Work Procedure Manual has been prepared for the Across Government

Building Management Contracts Management

FACILITIES MANAGEMENT

AGENCY WORK PROCEDURE MANUAL

Across Government Facilities Management Arrangements

FMCM 002/00100


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

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section 1 Introduction

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Administration of Facilities Management Agreements Author: D Alexander Introduction Authorisation: O Burdeniuk section: 1

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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 • ESD Consultancy 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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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

ESD Consultancy Services

• 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 Spotless Property & Facilities - enquiries ph 8354 8222 Region C 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 ph..85821733 fax..85823051 Clare ph..88423844 fax..88423873 Nuriootpa ph..85622144 fax..85621092 Mt Gambier ph..87249866 fax..87230743 Murray Bridge ph..85322122 fax..85326422 Port Pirie ph..86323366 fax..86330631 Port Augusta ph..86422277 fax..86410809 Whyalla ph..86459288 fax..86440110 Port Lincoln 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.


section 2 Glossary of terms

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Administration of Facilities Management Agreements Author: D Alexander Glossary of terms Authorisation: O Burdeniuk section: 2

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2.1 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


section 3 Administration and management of the manual

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Administration of FM Agreements Author: D Alexander Administration and management of the manual Authorisation: O Burdeniuk section: 3

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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 Administration and management of the manual

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


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 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.

http://www.buildingmanagement.sa.gov.au/ss/info/fm.html

http://www.buildingmanagement.sa.gov.au/downloads/agency_work_procedure_manual.pdf


section 4 Planned Services

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Planned Services Author: D Alexander Authorisation: O Burdeniuk section: 4

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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; • Preventative Maintenance • Planned Replacement/Refurbishment Maintenance • Planned Minor Works

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Planned Services Author: D Alexander Preventative Maintenance Authorisation: O Burdeniuk section: 4.5

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4.5 Preventative Maintenance

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

http://www.buildingmanagement.sa.gov.au/downloads/Sustainment%20of%20Existing%20Buildings%20Nov%2007.pdf


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4.5.1 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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4.5.3 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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4.5.7 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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Preventative Maintenance

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Planned Services Author: D Alexander Planned Replacement/Refurbishment Maintenance Authorisation: O Burdeniuk section: 4.6

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4.6 Planned Replacement/Refurbishment Maintenance

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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4.6.1 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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4.6.3 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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4.6.4 Planned Replacement/Refurbishment Maintenance work valued greater than $3,000 and less than $10,000

For works valued greater than $3,000 and less than $10,000 the FM will engage 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.

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 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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4.6.5 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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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.



• 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Planned Services Author: D Alexander Planned Replacement/Refurbishment Maintenance Authorisation: O Burdeniuk Process flow chart section: 4.6

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Planned Replacement/Refurbishment Maintenance

Date: April 2007 Across Government Facilities Management Arrangements Facilities Management Agreements – Agency Work Procedure Manual Revision: 0

Author: D Alexander Planned Services Urgent Planned Replacement/Refurbishment Maintenance work and Urgent Planned Minor Works request form Authorisation: O Burdeniuk Form Number: FMCM 002/00400 section 4.6

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Urgent Planned Replacement/Refurbishment Maintenance work and Urgent Planned Minor Works

Authorisation/Approval for financial surcharge Facilities Management service provider (FM) to complete

Agency:

Contact name: fax:

Title: ph:

Designated Location No: FAMIS Job 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 approval


DTEI Building Management, Contracts Management, Contract Manager approval


OFFICE USE ONLY

Entered into KPI system date: ______/______/______ Entered into financial surcharge

spreadsheet date: ______/______/______

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Planned Services Author: D Alexander Planned Minor Works Authorisation: O Burdeniuk section: 4.7

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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.

Urgent Planned Minor Works

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.


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4.7.2 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

For works valued greater than $10,000 and less than $150,000 the FM will engage 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

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

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.


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4.7.4 Planned Minor Works valued greater than $3,000 but less than $10,000

For works valued greater than $3,000 and less than $10,000 the FM will engage 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 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 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 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.


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4.7.5 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.


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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.



• 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Planned Services Author: D Alexander Planned Minor Works Authorisation: O Burdeniuk Process flow chart section: 4.7

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Planned Minor Works


Author: D Alexander Planned Services Urgent Planned Replacement/Refurbishment Maintenance work and Urgent Planned Minor Works request form Authorisation: O Burdeniuk Form Number: FMCM 002/00400 section 4.7

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Urgent Planned Replacement/Refurbishment Maintenance work and Urgent Planned Minor Works

Authorisation/Approval for financial surcharge Facilities Management service provider (FM) to complete

Agency:

Contact name: fax:

Title: ph:

Designated Location No: FAMIS Job 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 surchargeto 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


Facilities Management service provider (FM) approval


DTEI Building Management, Contracts Management, Contract Manager approval


OFFICE USE ONLY

Entered into KPI system

date: ______/______/______ Entered into financial surcharge spreadsheet date: ______/______/______


section 5 Unplanned Services

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Procedure to manage the procurement of Unplanned Services.

5.1 Purpose

The purpose of this procedure is to instruct Agency Representatives in the procurement and management of Unplanned Services.

5.2 Scope

This procedure specifies the actions and responsibilities of Agency Representatives 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

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5.5 Breakdown Maintenance 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.


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5.5.1 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 ph..858 21733 fax..858 23051 Claire ph..884 23844 fax..884 23873 Nuriootpa ph..856 22144 fax..856 21092 Mt Gambier ph..872 49866 fax..872 30743 Murray Bridge ph..853 22122 fax..853 26422 Port Pirie ph..863 23366 fax..863 30631 Port Augusta ph..864 22277 fax..864 10809 Whyalla ph..864 59288 fax..864 40110 Port Lincoln ph..868 21077 fax..868 30330


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5.5.3 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.


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• 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.

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Breakdown Maintenance

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5.6 Unplanned Replacement/Refurbishment Maintenance

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 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

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).

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• 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

Unplanned Replacement/Refurbishment Maintenance

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Unplanned Replacement/Refurbishment Maintenance

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Unplanned Services Author: D Alexander Unplanned Minor Works Authorisation: O Burdeniuk section: 5.7

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5.7 Unplanned Minor Works

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 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

5.7.3 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

Unplanned Minor Works

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Unplanned Services Author: D Alexander Unplanned Minor Works Authorisation: O Burdeniuk Process flow chart section: 5.7

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Unplanned Minor Works


section 6 Property Services

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Procedure to manage the procurement of Property Services.

6.1 Purpose

The purpose of this procedure is to instruct Agency Representatives in the procurement and management of Property Services.

6.2 Scope

This procedure specifies the actions and responsibilities of Agency Representatives 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

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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.

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6.5.4 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.


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.


• 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.

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Cleaning Services

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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

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 attendance at Designated Location for the following operating periods;

• Monday to Friday, • Saturday, • Sunday, • Public holidays, • School and tertiary holiday periods, • Christmas breaks etc.


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;

• name of proposed Hygiene Services contractor; • details pertaining to proposed methodology and a program of activities to

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.


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.

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The Agency Representative shall confirm the issue of a work order to proceed with 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.



The FM shall claim Hygiene Services monthly through FAMIS for Agency validation and payment approval.






• 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 Hygiene 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 hygienically clean at all times.

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Hygiene Services

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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:

• 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

6.7.1 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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6.7.2 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;

• 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.


Not less than 45 days prior to the commencement of the annual works period the 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.




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.



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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.


• FM to produce an appropriate scope of works to ensure the Designated 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.

• Compliance with all OHS&W legislative requirements. • Participation in Agency induction training. • FMs have security clearances at each Designated Location.

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Security Services

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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.


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;

• name of the proposed contractor;

• details pertaining to proposed methodology and a program of activities to 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.


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.



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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.



The FM shall claim Grounds Maintenance work monthly through FAMIS for Agency validation and payment approval.






• FM to produce an appropriate scope of works to ensure the Designated 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.

• Compliance with all OHS&W legislative requirements. • Participation in Agency induction training. • FMs have security clearances at each Designated Location.

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Grounds Maintenance

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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:

• 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.

6.9.1 Preparation of the Waste Management Services scope of works.

Not less than 120 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 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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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;

• 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.


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.




The Agency Representative shall confirm the issue of a work order to proceed with 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.



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The FM shall claim Waste Management services monthly through FAMIS for Agency validation and payment approval.





Final cost can be reconciled between credits on sorted recycled waste/and unsorted waste (not recycled or profit generating).


• 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.

• Compliance with all OHS&W legislative requirements.

• Participation in Agency induction training.

• FMs have security clearances at each Designated Location.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Property Services Author: D Alexander Waste Management Authorisation: O Burdeniuk Process flow chart section: 6.9

66

Waste Management


section 7 ESD Consultancy Services

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 ESD Consultancy Services Author: D Alexander Authorisation: O Burdeniuk section: 7

68

Procedure to manage the procurement of ESD Consultancy Services.

7.1 Purpose

The purpose of this procedure is to instruct Agency Representatives in the procurement and management of ESD Consultancy Services.

7.2 Scope

This procedure specifies the actions and responsibilities of Agency Representatives 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

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 ESD Consultancy Services Author: D Alexander Energy Authorisation: O Burdeniuk section: 7.5

69

7.5 Energy

The following Energy ESD Consultancy services can be provided in a standard reporting format for a fixed price from the FM;

E a 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.

E b Energy audit for one Designated Location with a yearly energy spend* 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. The report will comply with the Energy Audit Report Requirements.

E c Energy audit for one Designated Location with a yearly energy spend*

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. The report will comply with the Energy Audit Report Requirements.

E d 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.

E e Energy Performance Contract (EPC) facilitation services for Designated

Locations with energy spend* greater than $250,000

E f 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 ESD Consultancy Services Author: D Alexander Energy Authorisation: O Burdeniuk section: 7.5

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7.5.1 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 Objectives and outcomes • 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 ESD Consultancy Services Author: D Alexander Water Authorisation: O Burdeniuk section: 7.6

71

7.6 Water

The following Water ESD Consultancy services can be provided in a standard reporting format for a fixed price from the FM;

W a 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.

W b 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.

W c Water management plan

For Designated Locations where an water 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 funding acquisition plan.

W d 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 ESD Consultancy Services Author: D Alexander Water Authorisation: O Burdeniuk section: 7.6

72

7.6.1 Procedure

This service can be procured in FAMIS as a Minor Work Consultancy stating the appropriate code for the specific consultancy required.

7.6.2 Objectives and outcomes • 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 ESD Consultancy Services Author: D Alexander Waste Services Authorisation: O Burdeniuk section: 7.7

73

7.7 Waste Services

The following Energy ESD Consultancy services can be provided in a standard reporting format for a fixed price from the FM;

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 and recycling audit for one Designated Location with a yearly

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. The report will comply with the Waste Audit Report Requirements.

WS c Waste and recycling audit for one Designated Location with a yearly

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. The report will comply with the Waste Audit Report Requirements.

WS d Waste management plan

For Designated Locations where a waste 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 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 ESD Consultancy Services Author: D Alexander Waste Services Authorisation: O Burdeniuk section: 7.7

74

7.7.1 Procedure

This service can be procured in FAMIS as a Minor Work consultancy stating the appropriate code for the specific consultancy required.

7.7.2 Objectives and outcomes • 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).


section 8 Control of FM Agreements documents

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Control of FM Agreements documents Author: D Alexander Authorisation: O Burdeniuk section: 8

76

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

This procedure specifies the actions and responsibilities of Agency Representatives 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



77

8.4 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;

• 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.

8.5 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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8.5.1. 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 FM Agreements or when the FM Agreement has ended, all ‘controlled’ sets shall be returned to the Contract Administrator.

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)


79

8.6 Preventative Maintenance 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.


80

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 Breakdown Maintenance 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.


81

8.10 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.




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.





82

8.10.4 Grounds Maintenance

The FM shall provide the Contract Administrator with 3 copies of documentation 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.




8.10.5 Waste Management

The FM shall provide the Contract Administrator with 3 copies of documentation 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.




Date: April 2007 Across Government Facilities Management Arrangements

Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Author: D Alexander Control of FM Agreements documents

Document Distribution Register Authorisation: O Burdeniuk Form number: FMCM 002/00800 section: 8

83

FM Agreement:………………………………………………………………………….……….. Document title: ................................... number: ........................................... USERS NAME ISSUE

NUMBER REVISION NUMBER

DATE ADVICE ISSUED

DATE ADVICE RETURNED

ADVICE NUMBER


Author: D Alexander Control of FM Agreements documents Document transmittal advice Authorisation: O Burdeniuk Form number: FMCM 002/01000 section: 8

84

FM Agreement: ..................................................................................................................................................................... To: ..................................................................... Advice number: ................................................................. AMEND/REVIEW DATE DOCUMENT DESCRIPTION AMENDMENT TO

PAGE NUMBER ISSUE NUMBER

AMENDMENT/REVISION DETAILS

NOTICE ISSUED BY:_________________________ 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: ……………………………………..


Author: D Alexander Control of FM Agreements documents Document amendment and revision register Authorisation: O Burdeniuk Form number: FMCM 002/00900 section: 8

85

FM Agreement:…………………………………………………………………………………... Document title:........................................................ number: ..................................................................................... AMENDMENT DETAILS ISSUE

NUMBER REVISION NUMBER

DATE ADVICE ISSUED

DATE ADVICE RETURNED

ADVICE NUMBER


section 9 Innovation proposals

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Innovation proposals Author: D Alexander Authorisation: O Burdeniuk section: 9

87

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).

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Innovation proposals Author: D Alexander Authorisation: O Burdeniuk section: 9

88

9.5 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 Objectives and outcomes

• 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.


section 10 Management of FM correspondence

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Management of FM correspondence Author: D Alexander Authorisation: O Burdeniuk section: 10

90

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.


91

10.5 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 - Preventative Maintenance BD - Breakdown Maintenance (Unplanned Maintenance) MW - Minor Works PM - Replacement/Refurbishment Maintenance CL - Cleaning Services HY Hygiene Services SE - Security Services GR - Grounds Maintenance RR - 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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10.7 Outgoing correspondence

The Contract Manager or Agency Representative shall as appropriate ensure that;

• 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.

10.8 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


Author: D Alexander Management of FM correspondence Facilities Management service provider (FM) correspondence register Authorisation O Burdeniuk Form number: FMCM 002/1100 section: 10

93

Facilities Management service provider (FM) correspondence register Facilities Management service provider (FM): ……………………………………………………………………………………………………….

CORRESPONDENCE DETAILS RESPONSE FILE NO INCOMING

RECEIVED DATE OUTGOING DATE REF NO SUBJECT D ACTION REQUIRED OCKET DATE REQUIRED FILE NO


section 11 Recording of FM daily activities

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Recording of FM daily activities Author: D Alexander Authorisation: O Burdeniuk

section: 11

95

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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Recording of FM daily activities Author: D Alexander Authorisation: O Burdeniuk

section: 11

96

11.5 Procedure

The Agency Designated Location Representative shall;

• 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.

11.6 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.

Date: April 2007 Across Government Facilities Management Arrangements Facilities Management Agreements –Agency Work Procedure Manual Revision: 0

Author: D Alexander Recording of FM activities Authorisation: O Burdeniuk Form number: FMCM 002/01200 section: 11

97

FM Agreements services daily diary Project:…………………. .................................................................. Specification: ………………..………. FM:: ....................................................................................................................................... Facilities Management services provider (FM) DATE:……/……/.…. HOURS: START ………………… FINISH ……………………. Hours lost: Reason/Comments: 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:


section 12 Administration of FM noncompliance

Across Government Facilities Management Arrangements Date: March 2008 Facilities Management Agreements – Agency Work Procedure Manual Revision: 1 Administration of FM noncompliance Author: D Alexander Authorisation: A Ingham section: 12

99

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


100

12.4 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.

3. 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.

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.

6. Failure to follow appropriate procurement processes for the delivery of works in accordance with the requirements of probity.

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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12.5 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.


103

12.6 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 and issue a Designated Location memo to the FM’s Designated Location representative, detailing the noncompliance.

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 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;

• 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.

12.9 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)

Date: March 2008 Across Government Facilities Management Arrangements Facilities Management Agreements – Agency Work Procedure Manual Revision: 0

Author: D Alexander Administration of Facilities Management service provider (FM) noncompliance Noncompliance/Corrective Action Request Authorisation: A Ingham Form number: FMCM 002/00200 section: 12

105

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)

Name……..…..……...………...………..Title…………..…….….……………..………..Signature…………….………………….…….Date.….……/……/….…..…

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

Date: April 2007 Across Government Facilities Management Arrangements Facilities Management Arrangements - Work Procedure Manual Revision: 0

Author: D Alexander Administration of Facilities Management service provider (FM) noncompliance Noncompliance/Corrective Action Request register Authorisation: O Burdeniuk Form Number: FMCM 002/00200 section: 12

106

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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Administration of Facilities Management service provider (FM) non-compliance Author: D Alexander Noncompliance/Corrective Action Request form Authorisation: O Burdeniuk Process flow chart section: 12

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section 13 Use of Designated Location memoranda

Across Government Facilities Management Arrangement Date: April 2007 Facilities Management Agreements – Agency Work procedure Manual Revision: 0 Use of Designated Location memoranda Author: D Alexander Authorisation: O Burdeniuk section: 13

109

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.

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13.5 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)

Date: April 2007 Across Government Facilities Management Arrangements Facilities Management Agreements - Agency Work Procedure Manual Revision: 0

Author: D Alexander Designated Location memoranda Authorisation: O Burdeniuk Form number: FMCM 002/1300 section: 13

111

D e s i g n a t e d L o c a t i o n m e m o r a n d u m MEMORANDUM NO: DOCKET NUMBER: / FACILITIES MANAGEMENT AGREEMENT:............................................................................................... SPECIFICATION NUMBER: .................................................................................................................... TO: ....................................................................................................................................... SUBJECT: ....................................................................................................................................... DETAILS: ....................................................................................................................................... ........................................................................................................................................................ ........................................................................................................................................................ ........................................................................................................................................................ ........................................................................................................................................................ ........................................................................................................................................................ ........................................................................................................................................................ SIGNATURE: ..............................................................................................ISSUE DATE:……/..…./…..

TITLE: ................................................................................................................................................


section 14 Payment of FM job claims on FAMIS

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Payment of FM job claims on FAMIS Author: D Alexander Authorisation: O Burdeniuk section: 14

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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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14.5 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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14.7. 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Payment of FM job claims on FAMIS Author: D Alexander Authorisation: O Burdeniuk Process flow chart section: 14

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Payment of FM job claims on FAMIS


section 15 Processing of variations

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Processing of variations Author: D Alexander Authorisation: O Burdeniuk section: 15

118

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.


119

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.


120

15.9 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.

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Processing of variations Author: D Alexander Processing a variation Authorisation: O BurdeniukProcess flow chart section: 15

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Processing a variation

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Processing of variations Author: D Alexander Processing a variation Authorisation: O BurdeniukProcess flow chart section: 15

122

Processing a variation


Author: D Alexander Processing of variations Request for approval of variation Authorisation: O Burdeniuk Form number: FMCM 002/01400 section: 15

123

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.


Author: D Alexander Processing of variations Variation Order invoice register Authorisation: O Burdeniuk Form number: FMCM 002/01500 section: 15

124

Variation Order invoice register Project: .............................................................................................................................

DATE CONTRACTOR INVOICE NUMBER SUBJECT VARIATION NUMBER AMOUNT $ PAID IN PROGRESS

PAYMENT NUMBER


Author: D Alexander Processing of variations Variation Order Authorisation: O Burdeniuk Form number: FMCM 002/1600 section: 15

125

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: .......................................................... Title...................................................................... NOTE: PLEASE FILE A COPY OF THIS FORM FOR EACH VARIATION ORDER ISSUED. PLEASE TICK APPROPRIATE BOX


section 16 Dispute resolution

Across Government Facilities Management Arrangement Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Dispute resolution Author: D Alexander Authorisation: O Burdeniuk section: 16

127

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.


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16.5 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.


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16.9 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)


section 17 Delegations under FM Agreements

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work Procedure Manual Revision: 0 Delegations under FM Agreements Author: D Alexander Authorisation: O Burdeniuk section: 17

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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.


132

17.5 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 Delegation 15.12 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.

15.14 Make directions in relation to addition and deletion of Designated Locations. 19.5 Receive warranties from the FM; direct the FM of the terms of the warranties

required. 20.1 Direct the FM to re-perform or correct FM Services 20.2 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.

29.12 Request access to or copies of the project documents from the FM and subcontractors; interview officers, employees, agents or subcontractors

29.13(b)(ii) Notify the FM of change in address for notices. Schedule H1 1.2(a)(v)

Co-operate with the FM in determining and detailing the work required for Preventative Maintenance

Schedule H1 1.2 (b)(i)(C)

Receive notifications from the FM of urgent maintenance required.

Schedule H1 1.2 (b)(i)(D)

Receive recommendations from the FM to replace the plant or equipment where required

Schedule H1 1.2 (b)(iii)(H)

Confer with the FM to update site specific Technical Data Sheets (TDS).

Schedule H1 1.3 (b)(i)(A)

Consult with the FM in relation to Planned Replacement/Refurbishment Maintenance prior to work proceeding.

Schedule H1 1.3 (b)(ii)(B)

Agree with the FM on the Designated Location safety plan for Planned Replacement/Refurbishment Maintenance for each Designated Location.

Schedule H1 1.4 (b)(i)(A)

Consult with the FM in relation to Urgent Planned Replacement/Refurbishment Maintenance prior to work proceeding.

Schedule H1 1.4 (b)(i)(G)

Agree with the FM on the Designated Location safety plan for Urgent Planned Replacement/Refurbishment Maintenance for each Designated Location.

Schedule H1 1.5

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.

Schedule H1 1.6

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.

Schedule H1 1.7

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.

Schedule H1 1.8

Identify and request Unplanned Replacement/Refurbishment Maintenance.

Schedule H1 Request Unplanned Minor Works


133

Clause Delegation 1.9 Schedule H1 1.10

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.

Schedule H1 1.10(c)(D)

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.

Schedule H1 1.11(b)(iii)(C)

Receive notifications of the apprehension of trespassers by the FM.

Schedule H1 1.11(b)(iii)(D)

Receive reports of incidents from the FM; receive a log book of reported incidents at the completion of each shift by the Contractor

Schedule H1 1.11(b)(iii)(M) 1.11(b)(iv)(B) 1.11(c)(i)(A)

Evaluate security systems with the FM; agree with the FM on a Designated Location safety plan and standards for each Designated Location.

Schedule H1 1.12(b)(ii)(A)

Designate areas in the Site Map where the FM must provide Grounds Maintenance.

Schedule H1 1.12(b)(ii)(D)

Make special requests for areas to be given special attention by the FM outside their normal scheduling.

Schedule H1 1.12(b)(iii)(I)

Receive recommendations from the FM of the preferred tenders for Grounds Maintenance so as to provide for an evaluation of the recommended tenderer.

Schedule H1 1.12

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.

Schedule H1 1.13

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.

Schedule H4 4.2

Receive draft Service Delivery Plans and Service Delivery Budgets for Preventative Maintenance; notify the FM of approval of the plans and budgets.

Schedule H5 5.1

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.

Schedule H5 5.3

Direct the FM to perform Preventative Maintenance.

Schedule H5 5.4

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.

Schedule H5 5.5

Direct the FM to perform Breakdown Maintenance, Unplanned Minor Works or Unplanned Replacement/Refurbishment Maintenance.


134

Clause Delegation Schedule H5 5.6

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 recommendations; provide reasons for rejection.

Schedule H5 5.9

Receive notification from the FM and direct the FM to perform the Breakdown Maintenance, Unplanned Minor Works or Unplanned Replacement/Refurbishment Maintenance.

Schedule H5 5.10

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.

Schedule H5 5.11

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.

Schedule H5 5.12

Direct the FM to perform the Property Services.

Schedule H5 5.13

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 recommendations; provide reasons for rejection.

Schedule H5 5.14

Receive notifications by the FM of the need for design work.

Schedule H5 5.15

Issue notifications to the FM to proceed with design work.

Schedule H5 5.15, 5.16

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.

Schedule H5 5.17

Confer with the FM to agree on design parameters; give permission to use the documents for the Replacement/Refurbishment Maintenance or Minor Works.

Schedule H5 5.18

Notify the FM of the reasons for refusing to give permission to use the design documents for the Replacement/Refurbishment Maintenance or Minor Works.

Schedule H5 5.20

Direct the FM to perform the Replacement/Refurbishment Maintenance or Minor Works.

Schedule H5 5.21

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.

Schedule H5 5.22

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.

Schedule H5 5.23

Authorise the FM to direct the subcontractor to vary the Replacement/Refurbishment Maintenance or Minor Works.

Schedule H5 5.24

Approve the FM to package the FM Services into consolidated programs or to establish panels of standing offer subcontractors.

Schedule H5 5.25

Provide details of the Principal Supply Contracts to the FM for reimbursement for Goods.

Schedule J4 4.1(k)

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.


section 18 Emergency response to major incidents

Across Government Facilities Management Arrangements Date: April 2007 Facilities Management Agreements – Agency Work procedure Manual Revision: 0 Emergency response to major incidents Author: D Alexander Authorisation: O Burdeniuk section: 18

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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;

• 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.

18.3 References

Agency’s internal risk mitigation procedures.

18.4 Definitions

Nil.


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18.5 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.


Author: D Alexander Emergency response to major incidents Emergency expenditure form Authorisation: O Burdeniuk Form number: FMCM 002/01700 page 1 of 2 section: 18

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To: 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 $


Author: D Alexander Emergency response to major incidents Emergency expenditure form Authorisation: O Burdeniuk Form number: FMCM 002/01700 page 2 of 2 section: 18

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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