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User Guide - Department of Defence

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1. PART ONE Australian Government GENERAL DEHP INFORMATION EEE Background The Defence Support and Reform Group DSRG within the Department of Defence has established the Defence Environment and Heritage Panel DEHP intranet WWW which is a Commonwealth Standing Offer Standing Offer Notice SON ID SON2030181 for the provision of ongoing specialist environmental and heritage services including the management of contamination remediation and unexploded ordnance The DEHP will support the Department of Defence the Defence Materiel Organisation Defence and other Commonwealth entities as required in locations across Australia The primary purpose of the of the DEHP is to enable Defence to access specialist environmental heritage and contamination remediation and unexploded ordnance services that are not integral to Defence Key Defence Commonwealth Objectives The Defence environmental objectives that underpin Panel outcomes include To implement innovative best practice approaches to environmental management To integrate sustainable environmental management including resource efficiency and pollution prevention into Defence activities processes and decisions To establish clear lines of accountability for environmental outcomes To raise the environmental awareness of Defence personnel through education training and access to information To measure and report environmen
2. Category Category Lead Director within Environment and Engineering Branch Infrastructure Division A Environmental and Heritage Policy Development B Energy Efficiency Environment Resource Management and Sustainability C Environmental Protection and Assessments D Environmental Remediation Programs D3 Energy Efficiency Environment Resource Management and Sustainability E Environmental and Heritage Policy Development F Environmental Remediation Programs DEHP 2014 2021 DEHP User Guide Page 13 Version 1 5 May 2015 Request for Quotation Australian Government Department of Defence The RFQTS is the template that is to be used to outline the nature and requirement of the Services Users of the DEHP should ensure that they review the Services Annex A available prior to developing the Request for Quotation and Tasking Statement RFQTS to ensure that the information provided for quotation is clear unambiguous and appropriately detailed This will assist DEHP members to understand the nature and scope of work being requested An authorised officer must be nominated at the bottom of the RFQTS and is responsible for seeking the quotation managing the evaluation process on behalf of the Commonwealth placing any official orders and administering any subsequent contracts including conducting any performance management requirements The completed and approved RFQTS is to be f
3. DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XXVI Annex E WHS Written Assurance Template Australian Government Department of Defence In accordance with Clause 9 3 of the DEHP Deed the Contractor must provide written assurance to the Panel Manager when requested concerning the matters listed below in the format below Relevant clauses of the Suite of Contracts are as follows Written Assurance Clauses Suite Contract Written Assurance Clause DEHP Deed 9 3 Who can Provide Written Assurances The Commonwealth requires that the person who provides the written assurances on behalf of the Contractor has knowledge of the matters about which they are providing the assurances In practice this means the Contractor s Representative or other senior manager director officer of the Contractor Written Assurance Template insert assurance givers name on behalf of gives the following assurances to the Commonwealth has 1 complied with the WHS Legislation and ensured its subcontractors have complied with the WHS Legislation in delivering the Works and the Contractor s Activities 2 complied with its duties and obligations as a principal contractor 3 notified the Commonwealth and the Contract Administrator of all notifiable incidents arising out of the conduct of its business or undertaking concerning the Works or the Contractor s A
4. Department of Defence DEFENCE ENVIRONMENT AND HERITAGE PANEL Standing Offer Notice SON ID SON2030181 2014 2021 USER GUIDE Established 9 February 2014 Reference AF18166287 Table of Contents INTRODUCTION Use of this document PART ONE GENERAL DEHP INFORMATION Background Key Defence Commonwealth Objectives DEHP CATEGORIES DEHP Category of Service Table Term of the Deed Deed Reference 1 3 Roles and Responsibilities Contacting the DEHP Manager PART TWO GUIDE TO THE DEHP FOR DEFENCE Contacting the DEHP Manager Using the DEHP DEHP Process Map PART THREE GUIDE FOR INDUSTRY MEMBERS Background Term of the Deed Deed Reference 1 3 Contacting the DEHP Manager Contractor Point of Contact DEHP Competencies DEHP Minimum Skills Matrix Special competency for Contaminated Site Auditors Special competency for Unexploded Ordnance Service Providers Approval of Key Personnel during Engagements Use of Sub contractors Security Access to Defence Facilities Communication Variations and Scheduling Issues Maximum Rates CPI Adjustments Insurances Performance Management Novation Content Register Reporting Invoicing PART FOUR GUIDE TO THE DEHP FOR COMMONWEALTH AGENCIES Contacting the DEHP Manager Using the DEHP PART FIVE PERFORMANCE MANAGEMENT DEHP 2014 2021 DEHP User Guide Version 1 5 May 2015 RR BR RW WO 10 10 11 13 13
5. Using the Defence Environmental and Heritage Panel Process Map Version 4 0 16 March 2015 5 imenisaidia Department of Defence oO DEHP Process Map Rascondie the i Sar renee for Manage contract gt i Complete contact I W Q Execute Official Order n PGPA s23 1 Identify business Evaluate RFQTS Obtain PGPA is Submit Sa405 and requirement to Develop the RFQTS response in 23 3 Commitment Ye AE108 1 to ROMAN engage services and oa accordance with Approval for the in accordance with o from the DEHP nor Evaluation Plan procurement form instructions E wy eo 7 s Complete Activity i ea y pal Confirm Scope with Registration Form Complete Official p Kopros by Delagato gt Category Leads and submit to Order for Signature H 3 i DEHP Manager o r i 6 r o T f Complete SA405 t T Develop Tender i g Evaluation Plan and AE108 1 c A Ne lt A i 8 Develop Tender Evaluation Board Report amp obtain approval 5 Collate data for gt conducting Overall E Performance Reviews oa I wW Relevant templates DEHP member is required to REPORTING OF CONTRACTS Proposed rates can also The Purchase Orderis F JThe Contract Manager for all procurements to consult with the bottom of the RFQTS and is
6. Water is a critical requirement for Defence to maintain and enhance its capability and as such Defence is committed to best practice water management Efficient and effective water management is fundamental to Defence Reducing water consumption through increased efficiency and leak minimisation will lead to monetary savings for Defence Additionally using fit for purpose options will enhance water security and maintain capability Defence is committed to Improving water security to maintain and enhance capability Integrating resource efficiency into activities business processes and decisions Exploring fit for purpose water options Innovative best practice approaches to water management Measuring and monitoring water consumption and Meeting reporting and other requirements of Commonwealth Government Policy B5 Waste Minimisation The diverse nature of Defence activities generates a significant amount of waste This waste ranges from white office paper construction landfill waste non hazardous to food scraps in messes The Defence Waste Minimisation Policy aims to reduce the amount of waste materials generated by Defence being deposited to landfill This Policy provides a framework within which waste can be managed effectively in accordance with the fundamental principles of the waste management hierarchy as well as being consistent with best practice environmental management Defence is committed to Waste avoidance
7. conservation notes and o technical pamphlets e Manage coordinate and or facilitate internal and external stakeholder engagement and advocacy O00000 Develop training material relating to biodiversity biosecurity soils management and other aspects of environmental DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page X Australian Government Department of Defence Category Title Stream stewardship relevant to Landscape Management C3 Bushfire Preparedness Planning e Develop site or property based bushfire management plans in accordance with Defence policy and guidelines including but not limited to o developing or using regional models of fire behaviour to predict bushfire spread and behaviour o determining what levels of suppression response capacity are required to contain bushfires at different fire danger ratings o prescribing burning and other Bushfire Mitigation Works that are actionable ecologically appropriate cost efficient and able to be safely conducted and O identify command and control arrangements including partnership arrangements with emergency services for inclusion in the Response section of the BMP based on the AIIMS Incident Control System for fire incident management Review existing site or property based bushfire management plans e Develop and or review Defence fire policies e Conduct and document bush
8. 13 13 19 20 20 20 20 20 20 21 21 21 22 22 23 24 25 26 26 27 27 27 27 27 27 28 28 29 29 29 29 32 32 Australian Government Department of Defence Page i ANNEXES Annex A Category of Service Table Australian Government Department of Defence Annex B Contract Performance Review Matrix XX Annex B1 Contract Performance Review Ratings XXII Annex C WHS Agenda for Meetings XXIII Annex D WHS Action Log XXIV Annex D1 WHS Action Log XXVI Annex E WHS Written Assurance Template XXVII Version Control This document is designed as a user guide for four entities that may use the Defence Environment and Heritage Panel Firstly those responsible for day to day operations of the DEHP second internal Defence users third Industry who require guidance on Defence procedure for the DEHP and finally any other Commonwealth entity that may require the services offered under the DEHP arrangements This document will remain the property of the Defence Environment and Heritage Panel Panel Manager The following version control table is to be updated with each amendment of the User Guide Version Amendment Details Author of Date No Amendment 1 0 February 2014 1 1 DEHP Manager February 2015 1 2 CPI indexation section updated Jenny Jiang March 2015 1 3 Updated Annual Performance Kevin Au Yeung April 2015 Review Assessment Method
9. DEHP e Asof1 January 2015 the Australian Government Security Vetting Agency AGSVA charges for clearances by non Government personnel unless the Government agency agrees to pay for the clearance DEHP 2014 2021 DEHP User Guide Page 24 Version 1 5 May 2015 2 AS Australian Government As part of doing business with Defence contractors will from time to time be required Department of Defence to visit Defence facilities such as bases and training areas Each facility is likely to have its own specific access or security requirements These will be commensurate with the risk associated with the function performed by the site or the resource that is protected Access to Defence Facilities When planning to visit a Defence staff member contractors should be conscious of Defence s time constraints and ensure meetings with its personnel are by appointment and for a specific project or purpose not cold calling Prior to engagement on each project contractors should ensure that they understand any specific access communication or security requirements of the site s to be visited There are some overriding requirements that should be considered by contractors when visiting Defence sites Contractors should e comply with all access requirements as directed at each site e carefully plan visits to Defence sites to minimise the burden on site staff e provide reasonable notice to the Defence
10. audits post occupancy reviews and compliance audits oo0o0o o DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page IV Australian Government Department of Defence Category Title Stream Undertake Environmental data management relating to energy including collecting and entering data monitoring and reporting on performance or compliance for example validation of data such as invoice data consumption data and sub metering data Undertake data modelling and analysis relating to sustainable buildings and estate Manage coordinate and or facilitate stakeholder engagement relating to sustainable buildings and estate Design review and implement key performance indicators and reporting regimes relating to sustainable buildings and estate Undertake financial analysis including cost benefit calculations and payback return on investment ROI figures relating to sustainable buildings and estate Develop implement and or provide training services relating to sustainable buildings and estate Undertake detailed engineering investigations including technical feasibility studies to determine strategies for new infrastructure repairs refit or maintenance of infrastructure and operating systems within the Defence estate Prepare and consolidate required documentation to assist Defence to meet Government reporting obligations relating to sustainable buildings and
11. check against the Maximum Schedule of Rates submitted in the relevant company s Deed If a fixed price has been provided Defence are able to request a work break down structure from each company to determine rate alignment PGPA Act Approval PGPA Act Approval must be obtained prior to an Official Order being sent to the preferred DEHP member A template is available in the Defence Procurement and Contracting Document Library Raise a Purchase Order The Purchase Order should be raised using the Agency s procedures When raising the Purchase Order you must include the Standing Offer Number SON 2030181 the Outline Agreement number for the DEHP member and the ARN The method of procurement to be quoted on any Agency form is Open Tender noting that the DEHP was established through an open tender process Official Order The Official Order forms the contract with the terms of the Contract set out in the DEHP Deed of Agreement Attachments and any special conditions The draft Official Order is to be finalised once all the approvals and forms have been completed Work should only commence from the Contract Commencement Date for a majority of DEHP Services The exception is the use of DEHP members to respond to contaminated and or UXO assessment management or remediation requirements The requirement for responsive services dictates the need to confirm Services by phone or email and formal documentation to be followed up as
12. developed prior to the commencement of the Contractor s sub contractor s Activities on site It must be updated regularly by the Contractor prior to each project meeting and forwarded to the Contract Administrator no later than 3 Business Days before the date of the project meeting The Log is to be discussed and any necessary amendments made including revised control measures at each project meeting The revised Log is to be issued by the Contractor Contractor to Defence the PM CA and any other PCBU owing WHS duties concerning the matters the subject of the Log within 3 Business Days following the project meeting The Log is to be completed in accordance with the risk management methodology in the WHS Legislation and the Code of Practice How to Manage Work health and Safety Risks Examples of common hazards that should be addressed in the Log include the following Noise Hazardous chemicals Synthetic mineral fibres Asbestos Machinery and equipment Heights Electricity Manual tasks 0 0 0 O 0 01 0 The hierarchy of control measures to be applied in determining the management or risks is to accord with the diagram below Level 1 Eliminate the hazards Level 2 Substitute the hazard with something safer D Isolate the hazard from people 2 D Reduce the risks through engineering 8 t controls 5 E gt Oo VW 2 T S Level 3 x S Reduce exposure to the hazard a4 usi
13. estate B4 Water Provide specialist technical advice o on existing or emerging technologies o to inform the development of policies strategies standards templates and guidelines relating to water for example advice water reuse opportunities o for the design and implementation of building control improvements including the installation of hardware including sub meters and efficiency initiatives and o onthe impact of current and expected Government reporting and accounting schemes relating to water Develop and or integrate documents such as guidelines strategies management plans feasibility studies scoping studies relating to water for example water management plans water recycling feasibility studies Undertake the review of documents including but not limited to o infrastructure design proposals o guidelines DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page V Australian Government Department of Defence Category Title Stream management plans works schedules technical pamphlets and compliance conditions e Undertake desktop audits physical audits and verification of performance and conformance with Defence and Commonwealth requirements Audits include water profiling water audits and compliance audits e Undertake Environmental data management relating to water including collecting and entering data monitoring and reporting on
14. in sufficient detail Review of Contractor Contractor WHS Report Notifiable Incidents and near misses Review of Hazard Risk and Action Log NO Op NS Any other WHS matters Contractor Sub contractor Defence WHS policies and procedures update Consultation Co operation and Co ordination actions past present and future Provision of Written Assurances and other WHS information WHS REPORTING TEMPLATE FOR DEHP CONTRACTS Australian Government Department of Defence No WHS Issue Contractor Sub contractor Report Consultation Co operation and Co ordination Design risk issues Written assurances and information provision Hazard Risk Action Log Review Review of Work Health Safety Management Plan Review of Safe Work Method Statements and subcontractor management Approvals Licenses Authorisations Experience Qualifications requirements Contractor Contractor WHS Policies and Procedures Update WHS Induction and training program Notifiable Incidents and near misses Regulator investigations Regulator notices Any other WHS matters Name of Report Author Date of Report DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XXIII Annex D WHS Action Log inadla SE Department of Defence How to Use the Hazard Risk and Action Log It is a Defence requirement that the Log is
15. is to be listed here 3 Commercial in confidence Information Any commercial information is to be listed here 4 Security Classified Information Any classified information is to be listed here 5 Export Controlled Items List any export controlled items very unlikely in DEHP Please be aware that the Content Register may be completed with non applicable if that is the case for the engagement but it must be submitted by the Contractor Payment The Contractor is required to submit a claim for payment and the contract representative must wither approve or reject the claim Any rejected claims must be notified to the Contractor in writing within 14 days of the reasons for rejecting the claim and any action required to remediate the claim for payment DEHP 2014 2021 DEHP User Guide Page 17 Version 1 5 May 2015 The Commonwealth Contract Representative may agree to accept services with minor Australian Government omissions defects of non compliance and determine a reduction amount in consultation with the Contractor Department of Defence If payment is late the Contractor may submit a separate claim for payment of interest Note there are qualifications documented in the Deed before the application of interest can be applied The DEHP details the payment obligations for Defence and the DEHP member DEHP 2014 2021 DEHP User Guide Page 18 Version 1 5 May 2015
16. likely to have been used and natures and types of explosive ordnance and chemical warfare related materials associated with those weapon systems o Types and natures of explosive ordnance or chemical warfare related materials remaining at the site Locations of firing points impact and danger areas and other similar high risk areas o The identification of demolition or disposal areas including information on quantities natures and types of explosive ordnance or chemical warfare related items disposed of and the methods of disposal including the likely spatial extent of the disposal o The locations of disposal points including burial sites or areas that potentially present explosive ordnance and or chemical contamination hazards and o The effects of any local natural or cultural features that may either increase or lessen the effects of any ordnance related contamination e Provide specialist advice in project design and development of scopes of requirement for UXO related projects and O DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XIII Australian Government Department of Defence Category Title Stream e Provide technical support in the preparation of tender and contract documentation for UXO remediation works including but not limited to O O O Conducting tender briefings Conducting pre tender site inspections and Evaluating tende
17. likely to pose a risk e Undertake and report upon relevant remediation operations designed to reduce the hazard within those areas found to be UXO or chemical warfare materials affected e Process and dispose of explosive ordnance waste EOW in such a manner that it can readily be recycled as scrap metal e Dispose of or demolish including explosive demolition burning and breakdown of conventional derelict Explosive Ordnance and Unexploded Ordnance e Dispose of chemical warfare agent charged derelict ordnance and storage containers UXO and EOW including arisings from disposal operations that may be contaminated oo0o0o0 DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XX Annex B Contract Performance Review Matrix Service Categories A B C and E Australian Government Department of Defence Key Performance Indicator Measure Rating Total Rating Understanding Defence Objectives in the Contract Demonstrated a comprehensive understanding of the relevant legislation and or Commonwealth policy for the task 10 Effectively consulted with all relevant stakeholders 10 20 Service Delivery Contract deliverables met the requirements of the Contract 20 Contract deliverables were of a quality to meet Commonwealth standards 10 Schedules aligned with the Contract requirements 10 Contract deliverables provide
18. project manager site contact of an intended visit e arrange to be escorted around the site if necessary e where the site contact is not directly involved in a project ask the Defence project manager to call or send an email to the site contact or their manager stating the name of the proposed visitor and the reason for the visit e be prepared to obtain a visitor pass which will require provision of personal identification to sign in and out of the facility at a guard house or reception area hand over cameras or mobile phones containing a camera whilst on site be subjected to searches of bags and other equipment and participate in a site induction or training e be aware that at times commercial in confidence or sensitive information may inadvertently be discussed in a contractor s presence and that contractors must not use or distribute such information to gain a commercial advantage e obtain hold a security clearance to access certain areas within a site Contractors should at all times be aware of the importance of complying with the specific access requirements of each site and the emphasis Defence places on maintaining a secure environment DEHP 2014 2021 DEHP User Guide Page 25 Version 1 5 May 2015 2 ORE Australian Government By acting as Defence s agent or through its relationship with Defence contractors will Department of Defence at times be asked to communicate with external parti
19. scope are required the variation request must be provided to the Commonwealth Contract Manager in writing prior to the proposed work being undertaken along with a clear justification for the additional fee The variation request must also identify any potential impacts on the project schedule DEHP 2014 2021 DEHP User Guide Page 26 Version 1 5 May 2015 Maximum Rates Australian Government Maximum rates are those agreed in Attachment B of each individual company Deed s Department of Defence Labour Categories agreed in the Deed are to be reflected in each RFQTS response and are to not exceed the agreed maximum rates Responses to RFQTS that provide labour rates in excess of the maximum rates may be found non compliant during tender evaluation Defence are not obliged to approach companies to provide further detail if this situation occurs If rates for an engagement are submitted in a lump sum Defence may request a break down of the price in order to analyse the labour rates against Attachment B Contractors are required to provide a work break down if requested Failure to provide the price in the format Defence requests may exclude the tender submission from further evaluation CPI Adjustments CPI adjustments are allowable each year under the terms of the Deed The DEHP member may request the annual increase one month prior to the anniversary of the Deed 9 February and no later than one m
20. the audit 7 The Commonwealth Contract Manager is the employee who is responsible for the RFQTS DEHP 2014 2021 DEHP User Guide Page 32 Version 1 5 May 2015 The company contractor shall ensure that 100 of CPRS are finalised and submitted to the Commonwealth Contract Manager and the Panel Manager Australian Government Department of Defence Contract Review Meetings The Service Provider shall when required meet with the Commonwealth Contract Manager to review performance in the provision of the Services based on the EPR The Service Provider shall confirm the time and venue for the meeting with the Commonwealth Contract Manager and prepare and distribute an appropriate agenda within five 5 working days prior to the meeting The Service Provider shall produce draft minutes for all meetings and provide them to the Commonwealth Contract Manager no later than five 5 working days following the meeting The Commonwealth Contract Manager may provide comment on the draft no later than five 5 working days from receipt Changes are to be incorporated and both parties are to authorise the minutes A copy of the authorised minutes are to be provided to the Panel Manager by the Service Provider no later than two 2 days after authorisation Annual Performance Review The Service Provider will be subject to an Annual Performance Review APR APRs will consist of a comparison of the performance of th
21. the contractor the nominated sub contractor will be deemed to have been accepted subject to the Panel Manager receiving a scanned copy of a correctly completed Agreed Sub contractor Agreement in the format provided by Defence e lf the need for subcontract services arises during the performance of services the contractor is to advise the Defence contract manager by submission of an Agreed Sub contractor Agreement via email cc BDP DEHP defence gov au of the intention to engage a sub contractor The Defence contract manager is authorised to approve the use of the sub contractor provided the rates to not exceed the agreed maximum rates and the contractor is to be advised accordingly A scanned copy of a correctly completed and signed Agreed Sub contractor Agreement is to be provided to the Panel Manager with in 5 working days DEHP 2014 2021 DEHP User Guide Page 23 Version 1 5 May 2015 2 ae ef Australian G Security overnment Compliance with security requirements by contractors their personnel and subcontractors is of fundamental importance to Defence Specific security requirements relevant to the undertaking of projects by the DEHP include Department of Defence e Defence must outline any additional security requirements in RFQTS documentation including the requirement for a contractor s employee s to obtain personal security clearances above the BASELINE requirement of the De
22. the workplace that the WHS Legislation required to be registered is registered and that its design is registered 13 provided the Contract Administrator with all information required to be provided by a designer manufacturer supplier importer commissioner as relevant under the WHS Legislation concerning plant substances and structures DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XXVII 14 has provided the Contract Administrator with a safe design report specifying ae eae the hazards relating to the design of the structure as required by the WHS Department of Defence Legislation 15 complied with the WHS Legislation s duties concerning the management storage and use of hazardous chemicals and 16 not used any asbestos containing material in carrying out the Contractor s Activities and in delivering the Works Signature of Contractor s Representative Name of Contractor s Representative Position of Contractor s Representative DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XXVIII
23. Conduct heritage audits including but not limited to o reviewing the effectiveness of the implementation of heritage management plans for key natural heritage assets and o reviewing and or compliance checks of heritage management plans heritage impact assessments and other heritage studies e Prepare assessments referrals nominations and other documentation as required under the provisions of the EPBC Act e Undertake or assist with public consultation stakeholder engagement and advocacy e Develop and deliver natural heritage awareness training e Monitor condition of natural heritage values including but not limited to o large intact natural areas o specific landscape features o social values attributable to a natural place and o areas contributing to World Heritage Places e Develop review and or facilitate the interpretation of key natural heritage assets e Provide specialist advice relating to natural heritage issues as distinct from ecological or biodiversity conservation advice E1 Indigenous Heritage Assessment and Management e Assess the Indigenous heritage including archaeological significance of Defence managed properties in accordance with EPBC Act criteria and any relevant guidelines e Prepare relevant documentation including but not limited to o heritage management plans DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XVII Australia
24. Estate on non Defence land and in the marine environment D3 Pollution Prevention Defence aims to contribute to the sustainable use of our land air and water resources while continuing to achieve core business objectives The potential for pollution on Defence sites varies depending on the activities that are conducted Activities are conducted on land air and water and may include the use of specialised and potentially hazardous materials The task of managing the risk to the associated land air and water resources is complex and pollution prevention is guided by the Defence Pollution Preventions Strategy Defence is committed to e Protecting the health of Defence personnel and the public e Maximizing the future value of Defence land through sustainable use of resources and assets e Preventing land surface water and or ground water pollution occurring e Conserving biodiversity and ecological integrity and e Achieving compliance with regulatory authorities DEHP 2014 2021 DEHP User Guide Page 8 Version 1 5 May 2015 E Heritage Assessment and Management pe a Goranmeni Department of Defence E1 Historic Heritage Assessment and Management As one of Australia s largest land managers Defence is responsible for the preservation and management of historic heritage places Defence must meet the challenges of balancing the requirement to preserve historic heritage values while stil
25. HP User Guide Page 22 Version 1 5 May 2015 2 ee Australian Government Defence recognises that contractors will be required to subcontract certain services to Department of Defence sub contractors at times At all times contractors remain responsible for the sub contractor and all subcontracted services as if it was executing the services itself As such the Deed obligations apply equally to contractors and sub contractors Use of Sub contractors Before engaging a sub contractor contractors must obtain approval from Defence Approval can be provided in three ways however if the sub contractor services are known prior to the commencement of the engagement approval must be sought from the Panel Manager To ensure that process to approve sub contractors does not impede responsive services there are other options for approval These include they are not the preferred option and should only be used where a service requirement is immediate e A proposed sub contractor can be nominated in a RFQTS response Contractors are to include in their proposal if not specifically required in the proposal request a description of the sub contractor organisation an outline of the components of the methodology that will be undertaken by the sub contractor the price for these services noting they musty align with agreed Deed rates and curricula vitae of key project staff Following award of the project to
26. Waste minimisation Recycling Re use and Minimising the amount of waste from Defence sites being sent to landfill B6 Sustainable Procurement Defence is seeking to be at the forefront of environmental purchasing practices through e Buying goods and services that seek to minimize possible environmental impact e Working with industry to encourage continuous reduction in the adverse environmental impact of goods and services and e Assess the environmental impact of goods and services against informed and internationally recognised standards and methods While these goods and services are necessary for Defence to achieve their outcomes they do have an environmental impact This impact includes greenhouse gas emissions such as from energy consumption in buildings and from vehicles waste to landfill from paper equipment and office refurbishments as well as consumption of scarce resources such as fresh water and fossil fuels DEHP 2014 2021 DEHP User Guide Page 6 Version 1 5 May 2015 Biodiversity Landscape Management Environmental Impact Masidi ee Assessment and Bushfire Preparedness Planning Department of Defence C1 Environmental Impact Assessment Defence manages vast and varied land sea and air environments each with their own ecosystems and conservation needs Capability and infrastructure development and maintenance land and sea military exercises and other activities can ca
27. act Representative the officer who signed the RFQTS and the Contractor Representative Any issues that can not be resolved are to be managed under the Deed Dispute Resolution Process Variations and Scheduling Issues The Official Order is to include any option for extension Variations are to be managed in accordance with the DEHP Performance Management The Commonwealth Contract Representative is responsible for conducting performance management as detailed in Part 5 of this manual for each engagement An Engagement Review Assessment template is to be completed and provided to the Contractor and the DEHP Manager via the DEHP inbox Content Register The DEHP Deed requires the Contractor to provide a Content Register to the Commonwealth Contract Manager within one month of the commencement of the engagement This requirement is in accordance with Clause 4 4 and Attachment H of the DEHP Deed The intent of the register is to ensure transparency in relation to the management of Intellectual Property during engagements The Content Register should contain the following information and is considered to be a living document that will continue to be updated as required 1 Material Any material that is being used by the Contractor to form opinions that is authored by other entities e g Contamination Standards Scientific Reports 2 IP Any IP developed background or foreground that is fundamental to the report for the engagement
28. agement Review Assessment template is to be completed and provided to the Contractor and the DEHP Manager via the DEHP inbox Content Register The DEHP Deed requires the Contractor to provide a Content Register to the Commonwealth Contract Manager within one month of the commencement of the engagement This requirement is in accordance with Clause 4 4 and Attachment H of the DEHP Deed The intent of the register is to ensure transparency in relation to the management of Intellectual Property during engagements The Content Register should contain the following information and is considered to be a living document that will continue to be updated as required 1 Material Any material that is being used by the Contractor to form opinions that is authored by other entities e g Contamination Standards Scientific Reports 2 IP Any IP developed background or foreground that is fundamental to the report for the engagement is to be listed here 3 Commercial in confidence Information Any commercial information is to be listed here 4 Security Classified Information Any classified information is to be listed here 5 Export Controlled Items List any export controlled items very unlikely in DEHP Please be aware that the Content Register may be completed with non applicable if that is the case for the engagement but it must be submitted by the Contractor Payment The Contractor is required to submit a claim for payment a
29. aging these issues was not recognised as a priority Today where contamination is identified Defence applies appropriate management in order to safeguard human health protect the environment and limit Commonwealth and taxpayer liabilities To ensure the most effective and efficient management of contamination on Defence sites including the prevention of contamination and the management of current contamination and site remediation Defence operates the Defence Environmental Remediation Programs DERP to deliver a series of projects that implement remediation activities on a risk basis where contamination risks have been identified Potential projects cover all aspects of contamination including general contamination biological radioactive contamination unexploded ordnance and explosive ordnance waste contamination and chemical warfare materials related contamination and involves potential contaminants including but not limited to fuels solvents chemicals acids heavy metals asbestos aqueous film forming foam AFFF explosive ordnance residues pesticides and other organic and inorganic contaminants D2 Unexploded Ordnance Related Materials Assessment and Management Defence implements the Australian Government Policy Management of Land affected by Unexploded Ordnance UXO 1999 by managing environments affected by UXO Defence requires UXO specialists for UXO and derelict explosive ordnance assessment and management across the Defence
30. aminated sites audits including but not limited to o hazardous material assessments and prepare and issues site audit statements to meet relevant State and Territory legislation including those subject to disposal e Undertake soil and ground water remediation research technical development testing and monitoring programs e Prepare assessments reviews policy position and information papers operational plans and audits in support of programs aimed at improving the life cycle management of activities and substances with the potential for pollution e Prepare EPBC referrals and environmental assessments including but not limited to o Environmental Impact Statements and o Public Environment Reports e Provide high level technical advice to Defence with regard to the conduct of its contamination management and or remediation projects including compliance with relevant Workplace Health and Safety legislation environmental legislation and international policy such as the Chemical Warfare Convention e Assist Defence appointed Project Managers to manage and administer remediation contractors engaged to Defence for design and construction of remediation projects e Project Management and Contract Administration of Defence appointed contractors and contractors engaged to undertake contamination management and remediation projects including those involving UXO and chemical warfare agent related contaminants e Contract Administration
31. and o reviewing and or compliance checks of heritage management plans heritage impact assessments and other heritage studies e Prepare assessments referrals nominations and other documentation as required under the provisions of the EPBC Act e Undertake or assist with public consultation stakeholder engagement and advocacy Develop and deliver Indigenous heritage awareness training e Monitor condition of Indigenous heritage values DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XVIII Australian Government Department of Defence Category Title Stream e Develop review and or facilitate the interpretation of key Indigenous heritage assets e Provide specialist advice relating to Indigenous heritage issues F Contamination F1 Contamination Remediation Works Remediation Works including Unexploded e Undertake remediation civil works i e any physical remediation or associated works including but not limited to Ordnance Remediation o Decommissioning removal and validation of above and underground storage tanks Works o Sediment and erosion control works Geophysical surveys UXO safe path finding and safeguarding Onsite Capping and Containment Excavation and offsite disposal Soil treatment including vitrification soil washing immobilisation stabilisation catalytic chemical oxidation thermal oxidation acid leaching air sparging Bioremed
32. ased on the level of detail and risk associated with the procurement Additionally check that there is not a limit for receiving specialist advice before exercising the PGPA Act delegations An authorised officer must be nominated at the bottom of the RFQTS and is responsible for seeking the quotation managing the evaluation process on behalf of the Commonwealth DEHP 2014 2021 DEHP User Guide Page 29 Version 1 5 May 2015 placing any official orders and administering any subsequent contracts including conducting any performance management requirements Australian Government Department of Defence The completed and approved RFQTS is to be forwarded to the relevant Contractor Representative s listed at Annex A including the draft Official Order which should include any special conditions to the contract e g additional security requirements Evaluating the RFQTS The DEHP member is required to respond to the RFQTS in the Defence provided template s or provide written notice declining the RFQTS by the due date specified in the RFQTS The RFQTS is to be evaluated against the documented evaluation criteria and a value for money proposition is considered in accordance with the Defence Procurement Policy Manual and Commonwealth Procurement Rules The evaluation team are also to provide the Panel Manager with the rates submitted in the RFQTS The Panel Manager will in turn provide a compliance
33. ating to waste for example the National Packaging Covenant APC Movement of controlled waste MCW NEPM and National Waste Policy e Interpret and apply industry government specific codes national standards and National Waste Policy Product Stewardship schemes for policy development oo0o0o B6 Sustainable Procurement e Provide specialist technical advice o on future technologies oto inform the development of policies strategies standards templates and guidelines relating to sustainable DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page VII Australian Government Department of Defence Category Title Stream procurement and o onthe impact of current and expected Government reporting and accounting schemes relating to sustainable procurement e Develop and integrate documents such as guidelines strategies management plans feasibility studies scoping studies relating to sustainable procurement e Undertake the review of documents including but not limited to o infrastructure design proposals guidelines management plans works schedules technical pamphlets and compliance conditions e Undertake desktop audits physical audits and verification of performance and conformance with Defence and Commonwealth requirements relating to sustainable procurement e Undertake environmental data management relating to sustainable procurement inclu
34. ce may require EIS reports to be peer reviewed DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page IX Australian Government Department of Defence Category Title Stream e Prepare Environmental Clearance Certificates e Prepare Environmental Reports C2 Biodiversity and Landscape Management e Develop technical documents relating to Biodiversity and Landscape Management including but not limited to management plans including constraints and opportunities analysis o conservation notes o technical pamphlets and o training packages e Conduct desktop assessments including but not limited to vegetation fauna weed and pest distribution and occurrence on and off the Defence estate e Conduct field surveys associated with Biodiversity and Landscape Management including but not limited to vegetation fauna weeds pests soils wetlands and general land condition e Undertake environmental works associated with Biodiversity and Landscape Management including but not limited to vegetation enhancement weeds and pest management soil erosion works e Collect and provide environmental GIS data in accordance with Defence spatial data requirements Review documents relating to Biodiversity and Landscape Management including but not limited to o infrastructure design proposals guidelines management plans recovery plans threat abatement plans environmental assessments
35. ctivities 4 provided the Commonwealth with copies of any notices or communications issued by a regulator or its agent or a HSR in connection with the Contractor s Activities or the Works 5 provided the Commonwealth with copies of any communications or undertakings given by the Contractor to a regulator or their agent or a HSR in connection with the Contractor s Activities or the Works 6 regularly reviewed and updated its Work Health and Safety Plan 7 instituted systems to obtain regular written assurances from Other Contractors and subcontractors concerning their ongoing compliance with the WHS Legislation including the duty of due diligence and provided these written assurances to the Contract Administrator 8 provided the Contract Administrator with a written report at each meeting or as otherwise required by the Contract concerning work health and safety matters including a summary of the Contractor s compliance with its work health and safety obligations 9 exercised a duty of utmost good faith to the Commonwealth in carrying out the Contractor s Activities 10 ensured its subcontracts include equivalent work health and safety provisions to those in the Contract 11 ensured that persons required to be authorised or licensed to carry out work at the workplace in accordance with the WHS Legislation are licensed or authorised and comply with the conditions of their authorisation licensing 12 ensured all plant used at
36. d a value add to the Commonwealth s intended outcomes for the Contract 10 50 Contract administration and compliance Payment claims were substantiated in accordance with the Contract All obligations were met in accordance with the Contract Variations were managed in accordance with the Contract Contract non compliance was managed effectively 20 Key Personnel Key Person changes did not impede the schedule or outcomes of the Contract Key Person changes involved personnel of equivalent experience qualifications and expertise 10 Rating out of 100 100 DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XX Service Categories D and F Key Performance Indicator Measure Rating Australian Government Department of Defence Total Rating Understanding Defence Objectives in the Contract Demonstrated a comprehensive understanding of the relevant legislation and Commonwealth policy for the task 10 Effectively consulted with all relevant stakeholders 15 Service Delivery Contractor project plans are developed and implemented in accordance with the Contract 15 Contract deliverables met the requirements of the Contract 15 WHS obligations are met 10 Contract deliverables were of a quality to meet Commonwealth standards 10 Contract deliverables provided a val
37. d once all the approvals and forms have been completed Work should only commence from the Contract Commencement Date for a majority of DEHP Services The exception is the use of DEHP members to respond to contaminated and or UXO assessment management or remediation requirements The requirement for responsive services dictates the need to confirm Services by phone or email and formal documentation to be followed up as soon as possible with 5 working days 3 The Outline Agreement Number is essential If you are not able to locate the OA number please contact the Panel Manager DEHP 2014 2021 DEHP User Guide Page 16 Version 1 5 May 2015 Reporting of Contracts Australian Government Department of Defence All contracts with a value of 10 000 00 or more including GST are to be published on AusTender within 42 days of entering into or amending the contract ROMAN will automatically upload the information if the correct SON 2030181 is entered on the AE108 Contracted Work The Contractor is required to undertaker and complete the work as specified in the Official Order A minimum of 10 working days written notice is required to be provided to the Commonwealth Contract Representative for any potential deliverable delay and is to include a detailed justification Any issues requiring resolution from either the contractor or Defence are to be discussed immediately between the Commonwealth Contr
38. ding collecting and entering data monitoring and reporting on performance or compliance for example validation of data such as invoice data Undertake sustainable procurement data modelling and analysis Manage coordinate and or facilitate stakeholder engagement relating to sustainable procurement Design review and or implement key performance indicators and reporting regimes relating to sustainable procurement Undertake financial analysis including cost benefit calculations and payback return on investment ROI figures relating to sustainable procurement Develop implement and or provide training services relating to sustainable procurement e Prepare and consolidate required documentation to assist Defence to meet Government reporting obligations relating to sustainable procurement oo0o0o0 c Biodiversity Landscape Management C1 Environmental Impact Assessment DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page VIII Australian Government Department of Defence Category Title Stream Environmental Impact Assessment and Bushfire Preparedness Planning e Conduct and report environmental impact assessments1 0 that include o specific detailed and justified consideration of all EPBC Act triggers including MNES and Commonwealth actions lands waters issues relating to sustainable management issues relating to pollution contamination prev
39. discussion at the annual Deed Review Meetings FPR s are detailed in Table 2 Table 2 Final Performance Rating Final Performance Rating Score Exceptional standard 90 100 Excellent Standard 75 89 Acceptable Standard 66 74 Minimum Standard 56 65 Unsatisfactory Standard Less than 55 DEHP 2014 2021 DEHP User Guide Version 1 5 May 2015 Annual Deed Review Meeting Australian Government A Deed Review Meeting DRM will be held annually to review the Service Provider s Department of Defence performance during the previous 12 month period The aim of the DRM is to o review and confirm contract statistics for the 12 month period contract statistics are to be provided by the Service Provider and confirmed by the Panel Manager conduct a central review of the 12 month performance based on the FPR review the effectiveness of panel relationships discuss any industry advancements or opportunities and offer the opportunity for the Service Provider to provide input on matters that arose during the relevant period 00O O O The Service Provider shall attend and participate in DRM arranged and chaired by the Panel Manager The Panel Manager shall provide the Service Provider with a minimum of five 5 working days notice of the time venue and agenda of the DRM Unless otherwise advised by the Panel Manager DRMs will be held in Canberra on Commonwealth premi
40. e Service Provider against obligations for all individual contracts EPRs and the Panel Agreement during the period for which the review applies APRs will be conducted through three mechanisms o assessment of statistical data to identify volume and value of work undertaken o summation of all EPRs completed during the reporting period and o assessment of the Service Provider strategic performance The APR will be finalised with the DEHP Panel Manager assessing strategic performance and nominating an annual rating for each Service Provider based on the methodology detailed in Table 1 The Panel Manager may conduct more frequent performance reviews at their discretion DEHP 2014 2021 DEHP User Guide Page 33 Version 1 5 May 2015 Table 1 Annual Performance Review Assessment Methodology Australian Government Department of Defence Mechanism Criteria Weighting Statistical Data o number of contracts won Not scored o value of contracts won Engagement o Average Score from EPRs 50 Performance Reviews Scores Content o Provide Content Register in 10 Register accordance with Deed requirements Annual o Approach to performance 40 Performance management 40 Reviews o Approach to continuous improvement 10 o Approach to risk 40 o Approach to innovation 10 TOTAL 100 Final Performance Rating The Final Performance Rating FPR will form the basis for
41. e and the proportion of the total project value that is being invoiced Supporting documentation could include an invoice breakdown or support schedule or a Gantt chart identifying invoicing targets for the remainder of the project DEHP 2014 2021 DEHP User Guide Page 28 Version 1 5 May 2015 PART FOUR GUIDE TO THE DEHP FOR COMMONWEALTH AGENCIES Contacting the DEHP Manager Australian Government Department of Defence All queries relating to the management of the DEHP are to be sent to BDP DEHP defence gov au Using the DEHP When a business requirement has been identified for services from the DEHP the steps below provide guidance on procuring and managing the Services It is important to note that all procurements from the DEHP must be conducted in accordance with the Commonwealth Procurement Rules CPRs and any applicable Agency rules This manual does not replace any requirements from the policy documents The DEHP Process Map page 19 may be used as a guide to processes and procedures in other Government Departments and entities by substituting equivalents where necessary PGPA Act Section 23 Approval PGPA Act Section 23 Approval for a contract established under the DEHP will need to be obtained If the spending proposal involves payment over a number of financial years PGPA Act authorisation will be required Templates for the PGPA Act Approval are available in the Defence Procurem
42. ed the level of security classification of information the contractor will be required to access and or hold and the minimum standards for its protection e Where a project requires a contractor s employee s to obtain a personal security clearance above the BASELINE requirement of the Deed Defence contract managers must provide the necessary documentation to the contractor s project manager who is to arrange completion and submit the completed documents to Defence e Contractors must keep a register of active security clearances and applications and advise the Panel Manager of the departure of personnel with active clearances applications or matters relevant to their suitability to possess a clearance e Defence has specific requirements for protecting classified information both in hard copy and electronic form Defence project managers must not send classified information to the contractor until the contractor has been notified of and has implemented these requirements The Contractor s Representative should notify the Panel Manager immediately if any uncertainty exists regarding access handling or storage of classified information e Contractors must return any classified or sensitive information to the Defence project manager at the completion of the project unless otherwise agreed with Defence e Defence must ensure that Contractors have the training and information which allows them to discharge their security requirements under the
43. eed of Standing offerand DPPM and CPRs and ARN must be included Defence Procurement d whether the response was submitted on time A JRequirements to develop a Procurement Plan may vary depending Delegate signature must be fence gov au Activity Ri N ARN fo st on your own business rules However a Tender Evaluation Plan MUST obtained prior to submitting apres pen pallet be developed and approved prior to approaching the market Method of Procurement to Panel Manager This form is available under be quoted on the AE108 1 the Templates section is Open Tender DEHP 2014 2021 DEHP User Guide Page 19 Version 1 5 May 2015 PART THREE Australian Government GUIDE FOR INDUSTRY MEMBERS Department of Defence Background The Defence Estate is a significant national asset comprising areas of land air and sea with exceptional environmental and cultural value including Indigenous heritage Although the estate is managed primarily for military purposes Defence acknowledges the need to meet environmental obligations including under the Environment Protection and Biodiversity Conservation Act 1999 Cwith the Great Barrier Reef Marine Park Act 1975 Cwlth and the National Environmental Protection Assessment of Contaminated Sites Measure 2103 Cwith These are three examples of Commonwealth legislation however there is other applicable State and local council legislation and or regulations
44. egies management plans feasibility studies scoping studies relating to climate change for example adaptation studies and management plans e Undertake the review of documents including but not limited to o infrastructure design proposals guidelines management plans works schedules technical pamphlets and compliance conditions e Undertake desktop audits physical audits and verification of performance and conformance with Defence and Commonwealth requirements in relating to climate change e Undertake Environmental data management relating to climate change including collecting and entering data monitoring and reporting on performance or compliance for example validation of data such as invoice data consumption data and sub metering data e Undertake climate change data modelling and analysis Manage coordinate and or facilitate stakeholder engagement relating to climate change e Design review and or implement key performance indicators and reporting regimes relating to climate change oo0o0o0 DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page Ill Australian Government Department of Defence Category Title Stream e Undertake financial analysis relating to climate change including cost benefit calculations and payback return on investment ROI figures e Develop implement and or provide training services relating to climate change P
45. ent and Contracting Document Library Activity Reference Number ARN All users of the DEHP are required to complete an Activity Reference Number ARN Form and submit this to the DEHP Manager prior to requesting a quote for Services The Panel Manager will provide an ARN for the procurement and also assess the need for an Attachment J Deed between the Agency and panel members listed on the ARN Form The relevant templates for all procurements under the DEHP Deed can be found at the Templates page of the DEHP website http www defence gov au estatemanagement support DEHP Request for Quotation Users of the DEHP should ensure that they review the Services Annex A available prior to developing the RFQTS to ensure that the information provided for quotation is clear unambiguous and appropriately detailed so that DEHP members understand the nature and scope of work being requested The RFQTS is the template that is to be used to outline the nature and requirement of the Services The template has been designed in either short form RFQTS or long form RFQTS DCAP Generally the short form RFQTS can be used for engagements that are considered low risk and under 80 000 00 This threshold has been put in place as guidance for the DEHP Deed However the short form RFQTS may be used procurements over the threshold if they are considered a low risk to Defence The selection of the appropriate RFTQS is to be determined by the drafter b
46. ention and management issues relating to biodiversity and natural resources conservation and o relationships with regulators and the community e Undertake peer reviews of independent environmental impact assessments that have the potential to impact of Defence interests including those that have been prepared for Defence activities and non Defence activities e Develop and review compliance conditions associated with development proposals and impact assessments e Undertake economic cost benefit analysis of project options contained in environmental assessments and other planning documents including offset requirements e Develop environmental mitigations strategies engineering and scientific to minimise environmental impacts e Prepare EPBC Act referrals and relevant supporting documents including but not limited to o Preliminary Information o Public Referral Reports o Environmental Impact Statements and o Strategic Assessments e Undertake public consultation and advocacy relating to Defence actions and impact mitigation strategies e Conduct compliance auditing against legislative obligations and Defence approval conditions including but not limited to oe O me conditions and protection measures for EPBC Act approvals o Defence Environmental Assessment Reviews EARs and o Environmental Clearance Certificates ECCs processes e Prepare environmental management plans construction and operations 1 Defen
47. es about Defence projects and the information they have obtained as a result At all times the contractor is required to act in Defence s best interests and to recognise the confidentiality commercial in confidence and security requirements outlined in the Deed Communication Communication with external parties could include e contact with Australian state territory and local government agencies on Defence or other unrelated projects e presentations at conferences expos seminars and industry events e production of marketing materials e requests from media relating to projects e involvement in or approaches from local community or interest groups Contractors must treat all Defence information that is not publicly available as potentially sensitive and should exercise discretion in discussing any details of projects or other matters without Defence s express permission This is of critical importance in any interaction with the media Under no circumstances should companies discuss projects with the media without prior Defence approval Any media enquiries must be directed to the Defence project manager as soon as practicable For each project that has a specific requirement for consultation with external parties the extent of the contractor s authority to act on Defence s behalf should be agreed preferably at project inception and in all cases prior to the consultation occurring Especially when dealing with Australian Go
48. fire hazard monitoring assessments fuel loads Bushfire Attack Level BAL according to relevant Australian Standard s e Prepare bushfire awareness material and training D Contaminated Sites Assessment and Management and Pollution Prevention including Unexploded Ordnance Related Materials Assessment and Management D1 Contaminated Sites Assessment and Management e Undertake desktop and detailed intrusive contamination investigations in accordance with the National Environmental Protection Assessment of Contaminated Sites Measure 2013 and where appropriate other Commonwealth State and Territory legislation requirements and guidance e Undertake contamination remediation project design including but not limited to o environmental approvals o remediation action plans o remediation action reports DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XI Australian Government Department of Defence Category Title Stream o remediation concept design o remediation options analysis o cost benefit analysis o development of works contractor tender documentation o participation in tender processes and assessment o validation design and delivery in support of remediation projects o validation of remediation outcomes and design and develop scopes of work for the rehabilitation of UXO sites e Undertake statutory and non statutory cont
49. gement support DEHP Templates asp Completed forms are to be submitted to the DEHP Panel Manager at bdp dehp defence gov au The DEHP Panel manager will then register the activity and provide an Activity Registration Number ARN for the procurement This unique registration number can then be used for all future correspondence Endorsement to Proceed Prior to releasing the Approach to Market documentation or any formal approach to suppliers an Endorsement to Proceed ETP MUST be obtained for Procurements with an estimated value at or above 200 000 GST inclusive Part of the ETP Template also requires the Defence Chief Procurement Officer DCPO to endorse the proposed procurement DCPO endorsement should be sought prior to the Line Manager exercising his her Endorsement to Proceed DEHP 2014 2021 DEHP User Guide Page 14 Version 1 5 May 2015 Evaluating the RFQTS Australian Government Department of Defence The DEHP member is required to respond to the RFQTS in the Defence provided template s or provide written notice declining the RFQTS by the due date specified in the RFQTS The DEHP member s response is to be evaluated against the documented evaluation criteria in the Evaluation Plan and a Value for Money proposition is considered in accordance with the Defence Procurement Policy Manual DPPM and Commonwealth Procurement Rules CPRs The Evaluation Team is responsible for the manageme
50. he Panel Director will consider suspension from the Panel until all CR requirements are met Reporting The Activity Register is required to be submitted by 30 June and 31 December each year It requires only those engagements that were commenced in that reporting period and a Nil Return is required Defence may request other reporting at any time during the life or the Deed Invoicing The Terms of Engagement and the DEHP outline the obligations on Defence and contractors with regard to payment for services To ensure prompt payment there are a number of additional matters which contractors should consider e Defence will issue a Purchase Order for each project The Purchase Order number is to be used as the reference number on any invoices sent to Defence along with any other information to identify the project and the stage of work including project descriptions site location and the type of work being undertaken e The contractor must ensure that invoices contain the correct address for the Commonwealth Contract Manager as per the purchase order issued by Defence e Invoices should identify whether the invoice is a progress invoice or a final invoice e Any differences between the original proposal and the invoice should be identified to the Commonwealth Contract Manager e Invoices should be supported by information that allows Defence to determine the amounts that are payable the specific project tasks to which the payments relat
51. iation and Phytoremediation Permeable reactive barriers Pump and treat Soil vapour and or solvent extraction and o Identification and clean up of asbestos in soil e Reinstate remediated sites including but not limited to o refilling excavations with stockpiled clean material or validated imported backfill o topsoiling and o revegetation e Undertake remediation works design and validation including the requirement to conduct all aspects of siting design method of works approvals licences compliance certificates from relevant issuing authorities insurances operation waste classification including certification as Free From Explosives and treatment of contaminants and materials waste tracking and controls site management amp access control and decommissioning activities O0000 oo0o0o0 F2 Unexploded Ordnance Remediation Works DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XIX Australian Government Department of Defence Category Title Stream e Undertake and report upon UXO and chemical warfare materials assessment surveys to confirm or discount information produced from historical research Assessment survey work is to include but is not limited to o the determination of the locations area limits densities depths types and natures of materials and o inert ordnance related items of types including explosive ordnance waste
52. ilities are outlined in Part One of this manual The Contractor must inform the Panel manger immediately if the Contractor Panel representative is replaced Company are to ensure that personnel selected for these positions are available have the capacity to fulfil their roles and that adequate support and administrative resources are provided This includes a requirement to implement backup systems to ensure the ongoing and seamless discharge of responsibilities Contractors should identify at least one additional experienced member of staff who understands Defence business is trained and aware of issues affecting the relationship and is able to fulfil key duties of the Contractor Representative and Panel Database Manager including e Responding to requests for proposals DEHP 2014 2021 DEHP User Guide Page 20 Version 1 5 May 2015 e Attending feedback and information meetings e Facilitating security clearances and sub contractor approvals Australian Government Department of Defence e Working with the Panel Manager to respond to ad hoc project or performance issues e Updating the Panel Database DEHP Competencies Defence requires companies to meet the competencies as identified in the Minimum Skills Matrix below DEHP Minimum Skills Matrix Standard Practitioner Qualified Experienced Discipline Pre eminent Contractor Practitioner Practitioner Specialist Qualificat
53. including but not limited to o Buildings o Built structures and o Cultural landscapes e Develop review and or facilitate the interpretation of key historic heritage assets e Provide specialist advice relating to conservation of heritage items historic plantings cultural landscapes or other historic heritage issues E2 Natural Heritage Assessment and Management e Assess the natural heritage significance of Defence managed properties in accordance with EPBC Act criteria and any relevant guidelines e Prepare relevant documentation including but not limited to o heritage management plans o covenants heritage management strategies and nominations to State Territory heritage registers for disposal properties e Conduct heritage impact assessments for works with potential to impact on natural heritage values Provide strategic advice on but not limited to o planning development and management of natural heritage sites and values o management of natural heritage on the Defence Estate and DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XVI Australian Government Department of Defence Category Title Stream o heritage policy e Develop review and or implement o the Defence Heritage Strategy and or o Defence heritage guidelines e Develop and or conduct desktop assessments field surveys and condition assessments for natural heritage assets e
54. ions Vocational Higher Higher Qualified Specific tertiary education education degree practitioner qualifications Masters and training sector qualifications with specific Degree or above and sector accreditation or relevant qualifications expert industry accreditation minimum continual or industry experience advanced training to training diploma maintain level professional competencies and knowledge Professional Eligible for Attained Attained Recognised by the Body industry industry industry industry professional Recognition or professional professional professional body or peers as the Certification body body authoritative subject membership certification body matter expert membership Experience Minimum 3 Minimum 5 Minimum 10 Minimum 10 Minimum 10 years in the years inthe years in the years in the years in the broad industry stream broad broad broad broad and 7 years in the industry industry industry industry specialist stream stream stream stream and at stream and 5 3 years in the years in the specialist specialist stream stream Special competency for Contaminated Site Auditors Defence requires that the company contractor retain Australian State regulator accredited Contaminated Site Auditors Each State has EPA Legislation and all Contaminated Site Auditors are to remain compliant with the appropriate State EPA Legislation 4 The minimum skills exclude UXO assessment and management contamina
55. irements Keep Defence informed on all issues relating to the services and the panel including key personnel changes Ensuring the most appropriate resources are allocated to perform the contract Ensuring performance reviews are provided to the Panel Manager on completion of the engagement Submitting reports to the Panel Manager Contractor Contract Representative The Contractor Contract Representative is responsible for 1 Providing quality and timely services to the Commonwealth and Defence in accordance with the DEHP contract 2 Liaising with regional personnel when in their area of operation 3 Understanding and applying relevant Legislation and Defence policy 4 Maintaining contemporised business practices and expertise 5 Attending on site contract and annual meetings as required by the Commonwealth or Defence 6 Providing a Content Register to the Commonwealth Contract Manager within one month of the commandment of the engagement 7 Raising any delivery issues and risks to the Commonwealth Contract Manager immediately during the conduct of the engagement DEHP 2014 2021 DEHP User Guide Page 12 Version 1 5 May 2015 P A RT TWO Australian Government Department of Defence GUIDE TO THE DEHP FOR DEFENCE Contacting the DEHP Manager All queries relating to the management of the DEHP are to be sent to BDP DEHP defence gov au Using the DEHP When a business requirement has been ide
56. l enabling Defence s operational and capability requirements E2 Natural Heritage Assessment and Management As one of Australia s largest land managers Defence is responsible for the preservation and management of natural heritage places Defence must meet the challenges of balancing the requirement to preserve natural heritage values while still enabling Defence s operational and capability requirements E3 Indigenous Heritage Assessment and Management As one of Australia s largest land managers Defence is responsible for the preservation and management of Indigenous heritage places Defence must meet the challenges of balancing the requirement to preserve Indigenous heritage values while still enabling Defence s operational and capability requirements F Contamination Remediation Works including Unexploded Ordnance Remediation Works F1 Contamination Remediation Works Defence has a legacy of contaminated sites from past industrial and military practices that require considered management using a risk based approach As part of the national risk based program to manage contamination risks across the Estate Defence undertakes active contamination management and remediation action as required Experienced civil remediation works contractors implement these management and remediation actions to assist Defence in mitigating the contamination risks to human health and the environment F2 UXO Unexploded Ordnance Remediation Wo
57. licy and guidelines for bushfire management that are guided by the principles of the Australian Government s National Bushfire Policy Statement covering protection of human life as the highest consideration the importance of bushfire risk awareness preparedness and proactive planning for bushfire survival 1 NOTE The number of sites may increase or decrease during the Panel life DEHP 2014 2021 DEHP User Guide Version 1 5 May 2015 Page 7 Contaminated Sites Assessment and Management and Pollution Asidin ae Prevention including Unexploded Ordnance Related Materials Department of Defence Assessment and Management D1 Contaminated Sites Assessment and Management Contamination of the environment can have a range of legal environmental economic social and planning implications for the Commonwealth and the wider community The presence of contamination can limit the uses that the Commonwealth may have for its property and has the potential to significantly increase costs for redevelopment and day to day management Contamination of Defence terrestrial and marine environments like that on sites historically used for industrial purposes is principally due to past practices a lack of adequate planning to improve processes and or an inadequate appreciation of the infrastructure or technology required to manage potentially contaminating activities Many sites date back to World War Il when man
58. ment System s Conduct audits and or reviews of environmental management methodologies procedures processes or documentation Conduct environmental data entry tasks and other non specialised functions Develop and review Defence Environmental Management System documentation and or registers including but nor limited to o Environmental Management Programs o Environmental Risk Registers o Environmental Management Plans and o Relevant manuals and guidance material Design and or implement innovative and integrated frameworks of processes and procedures that comprise Defence Environmental Management System compliant with Defence Site EMS Guidelines Undertake site environmental risk assessment processes and identify management solutions and actions Document site level Defence Environmental Management System s Assist with the collection management and analysis of environmental data Provide environmental stakeholder consultancy and advocacy Develop implement and or provide training services relating to Defence EMS As a general rule contractors can only provide services under the categories for which they have been engaged under the DEHPA For example where a contractor has been engaged to conduct an environmental impact assessment that requires historic heritage studies the contractor is to engage the services of a member of the Historic Heritage Assessment and Management category DEHP 2014 2021 DEHP U
59. mption through increased efficiency will lead to monetary savings for Defence Additionally alternative energy generation options will enhance energy security and maintain capability Defence is committed to Improving energy security to maintain and enhance capability Integrating resource efficiency into activities business processes and decisions Exploring renewable energy generation options Reducing carbon emissions Innovative best practice approaches to energy management Measuring and monitoring energy consumption and Meeting reporting and other requirements of Commonwealth Government Policy including those set out by Energy Efficiency in Government Operations EEGO Policy In addition to greenhouse gas mitigation Defence is also investigating potential climate change impacts on the Defence Estate and possible adaptation measures Defence is also committed to implementing sustainable infrastructure design and management across the Estate to meet the objectives of the Environmental Strategic Plan and other relevant Defence and Commonwealth Policy and Strategies Through implementing sustainable design principles Defence aims to e improve the efficiency and sustainability of the Estate e minimise costs on a whole of life basis and e minimise resource consumption DEHP 2014 2021 DEHP User Guide Page 5 Version 1 5 May 2015 B4 Water Australian Government Department of Defence
60. n Government Department of Defence Category Title Stream o plain English versions of heritage management plans for distribution to Traditional Owners and o covenants heritage management strategies and nominations to State Territory heritage registers for disposal properties Conduct heritage impact assessments for works with potential to impact on Indigenous heritage values e Provide strategic advice on but not limited to o planning development and management of Indigenous heritage sites and values o management of Indigenous heritage on the Defence Estate and o heritage policy e Undertake or assist with o Indigenous participation in site surveys including anthropological surveys or cultural mapping consultation with Traditional Owners when developing management recommendations for heritage management plans o liaison and or negotiation with Traditional Owners about proposed works at Indigenous heritage sites on Defence land e Develop review and or implement o the Defence Heritage Strategy and or o Defence heritage guidelines Develop and or conduct desktop assessments field surveys and condition assessments for Indigenous heritage sites e Scope design and or supervise heritage works to and maintenance plans for Indigenous heritage sites e Conduct heritage audits including but not limited to o reviewing the effectiveness of the implementation of heritage management plans for key Indigenous heritage assets
61. ncluding e performance review at the individual contract level by the Commonwealth Representative e performance review at the Panel Agreement level e random audits Sof the Service Provider s deliverables against contracted services Individual Engagement Performance Review The Service Provider shall be subject to Engagement Performance Reviews EPRs undertaken by a Commonwealth Representative for each Commonwealth contract Commonwealth Contract Manager The EPR will ensure that agreed contract obligations and quality standards are met o performance levels are satisfactory and o continuous improvement is facilitated in the delivery of the Services The Service Provider shall be subject to performance monitoring against Key Performance Indicators KPI as identified in the individual contracted services included on the DEHP KPIs and ratings for individual contracts can include or be a combination of the performance measures detailed in Annex B CPRs will occur on completion of each contract by the Commonwealth Contract Manager and be provided to the Panel Manager within ten 10 working days of completion of the contract date The provision of EPRs is critical to the effectiveness of the Contract Review Meeting and the Annual Performance Reviews APRs Random audits maybe conducted by the Commonwealth or by a third party appointed by the Commonwealth The Commonwealth shall provide fourteen days notice prior to
62. nd the contract representative must wither approve or reject the claim Any rejected claims must be notified to the Contractor in writing within 14 days of the reasons for rejecting the claim and any action required to remediate the claim for payment The Commonwealth Contract Representative may agree to accept services with minor omissions defects of non compliance and determine a reduction amount in consultation with the Contractor If payment is late the Contractor may submit a separate claim for payment of interest Note there are qualifications documented in the Deed before the application of interest can be applied The DEHP details the payment obligations for Defence and the DEHP member DEHP 2014 2021 DEHP User Guide Page 31 Version 1 5 May 2015 PA RT Fl y E Australian Government Department of Defence PERFORMANCE MANAGEMENT Defence engagements only NOTE Non Defence Commonwealth organisations are urged to render an Engagement Performance Review EPR for their contracts This is obtainable from the Templates tab of the DEHP website http www defence gov au estatemanagement support DEHP Templates asp Performance Management The performance of the Contractor will be documented measured and reviewed to form the basis of awarding ongoing contracts and continued membership of the DEHP Contractor will be subject to three levels of a structured performance review process i
63. ng administrative actions Use personal protective equipment LOWEST LEAST DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XXIV The Contractor Contractor and Defence must keep records which demonstrate a risk Asiti Canat management approach has been applied to the Project and the identification of Department of Defence hazards and risk Records to be kept include the following o hazards that were identified risks assessed and control measures chosen including worksheets or assessment tools used in addition to the Log o records of consultation co operation and co ordination with concurrent duty holders o how and when control measures were implemented monitored and reviewed in addition to the Log and o any relevant training records DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XXV eee Annex D1 WHS Action Log Australian Government Department of Defence DEHP Work Health and Safety Template WHS Hazard Risk and Action Log Project Naime ccecececeeeeeeeeeeeeeeeeeeneeeneneeeens Date Created ts 022 2 lec parean aena a reana eaaa aeS Date of Meeting ccceceeeeeeeeeeeeeeeeeeeeeeeees Completed Dyraniad naasa Name and Title Hazard Risk Control Timing for Respons Status Comments measure action control ibility Reviewe measures d control measure s
64. ng to energy including collecting and entering data monitoring and reporting on performance or compliance for example validation of data such as invoice data consumption data and sub metering data Undertake energy data modelling and analysis Manage coordinate and or facilitate stakeholder engagement s relating to energy Design review and or implement key performance indicators and reporting regimes relating to energy Undertake financial analysis relating to energy including cost benefit calculations and payback return on investment ROI figures oo0o0o0 DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page Il Australian Government Department of Defence Category Title Stream e Develop implement and or provide training services relating to energy e Prepare and consolidate required documentation to assist Defence to meet Government reporting obligations relating to energy for example the Government Greenhouse Reporting System GGER as part of the EEGO policy B2 Climate Change e Provide specialist technical advice o on existing and emerging technologies o to inform the development of policies strategies standards templates and guidelines relating to climate change and o onthe impact of current and expected Government reporting and accounting schemes relating to climate change e Develop and or integrate documents such as guidelines strat
65. nt of all evaluation documentation detailed and comparative evaluation of tenders and presentation of a final Tender Evaluation Board Report TEBR for approval by the relevant delegate The Evaluation Team is also required to ensure the DEHP member s proposed rates are consistent with the Schedule of Maximum Rates in Attachment B of the DEHP Deed of Standing Offer This can be done by sending a copy of the proposed rates in the DEHP member s response to the DEHP Panel Manager who will then check the rates for compliance If a fixed price has been provided Defence is able to request a work break down structure from each company to determine rate alignment Tender Evaluation Board Report The Evaluation Team is responsible for the management of all evaluation documentation detailed and comparative evaluation of tenders and presentation of a final Tender Evaluation Board Report TEBR The TEBR must be approved by a delegate and should contain the following key details e Background on what is being procured and the method of procurement e Composition of the Evaluation Team including roles and responsibilities e References to the Tender Evaluation Plan and RFT documentation ensuring clear alignment between each e An overview of the evaluation process methodology e Detailed descriptions of the evaluation findings e Summary of relevant financial and non financial costs and benefits of each submission The summary would generally incl
66. ntified for services from the DEHP the steps below provide guidance on procuring and managing the Services It is important to note that all procurements from the DEHP must be conducted in accordance with the Commonwealth Procurement Rules CPRs and the Defence Procurement Policy Manual DPPM This manual does not replace any requirements from the policy documents The relevant templates for all procurements under the DEHP Deed can be found at the Templates page of the DEHP website http www defence gov au estatemanagement support DEHP Spending Proposal for a Project Organisations using the DEHP will use their local approval system for a spending proposal which typically sets out the envisaged task cost and timeframe These three elements put boundaries around what is involved in the intended project The approval by a qualified delegate allows the proposal to be actioned and industry to be engaged Consultation with Category Lead Users of the DEHP are urged to consult with the Category Lead for their expected category of service and develop an Activity Initiation Document AID This will assist them in determining whether the envisaged work overlaps with data obtained in other studies or that might be available otherwise or is already planned for study by others Contact details for the Category Leads may be obtained from the DEHP Manager or by looking up details intranet only for the Directors as follows
67. of the General Environmental Remediation Works Contract and Chemical Agent Remediation Contract e Coordinate and or conduct stakeholder engagement O DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XII Australian Government Department of Defence Category Title Stream e Assist in the preparation of tender and contract documentation for contractor works including performing tender briefings and pre tender site inspections and evaluation of tenders D2 Unexploded Ordnance Assessment and Management Coordinate and manage UXO including chemical related materials assessment survey s e Provide strategic advice on the planning development management and auditing requirements for UXO and chemical warfare related materials including but not limited to o Land management o Zoning proposal o Property divestment and o Range planning and maintenance e Provide specialist technical advice to inform the development of policies strategies standards templates implementation plans and guidelines relating to UXO assessment and management e Undertake and report upon site historical research of military usage and activity likely to have resulted in ordnance related or chemical agent contamination including but not limited to o Time frames of such usage o Formations and units that occupied and or used the site together with principal weapons systems
68. ology and Contract Performance Review Matrix 1 4 Updated sections on Using the Jenny Jiang April 2015 DEHP 1 5 Managerial endorsement Peter Ellis May 2015 DEHP Manager DEHP 2014 2021 DEHP User Guide Version 1 5 May 2015 Page ii Australian Government Introduction Department of Defence The DEHP User Guide is an operational procedures manual for the Defence Environment and Heritage Panel Deed DEHP It is designed as a practical tool to assist Department of Defence Defence personnel Commonwealth entities and selected industry partners with guidelines for ongoing use and management of the DEHP to ensure optimum outcomes are achieved for Defence Use of this document The DEHP User Guide is presented in five Parts 1 GENERAL DEHP INFORMATION 2 GUIDE TO THE DEHP FOR DEFENCE 3 GUIDE TO THE DEHP FOR INDUSTRY MEMBERS 4 GUIDE TO THE DEHP FOR COMMONWEALTH AGENCIES 5 PERFORMANCE MANAGEMENT applicable to Defence engagements only The DEHP User Guide does not include all tasks or obligations and is not intended to replace the DEHP Deed If any ambiguities arise between the DEHP User Manual and the DEHP Deed the DEHP Deed takes precedence Any suggestions to the DEHP User Guide should be forwarded to the Panel Manager at the following email address BDP DEHP defence gov au DEHP 2014 2021 DEHP User Guide Page 3 Version 1 5 May 2015
69. ommitment Approver must be satisfied after reasonable enquiries that the procurement achieves a value for money outcome A PGPA section 23 template is available in the Defence Procurement and Contracting Document Library Raise a Purchase Order The Purchase Order should be raised using the web form SA405 and AE108 1 or the eSA405 When raising the Purchase Order you must include the Standing Offer Number SON 2030181 the Outline Agreement number for the DEHP member and have the Activity Reference Number entered into the ATM ID field The method of procurement to be quoted on the AE108 is Open Tender noting that the DEHP was established through an open tender process Delegate signature must be obtained prior to submitting These forms are available on the Defence Intranet under Web Forms PGPA Section 23 1 Enter into an Arrangement Delegation PGPA Act Section 23 1 approval to enter into a contract can be exercised by any Defence employee and allows them to enter into arrangement on behalf of the Commonwealth This can be undertaken by the same person as the section 23 3 Commitment Approval delegate Templates for the PGPA Act Approval are available in the Defence Procurement and Contracting Document Library Official Order The Official Order forms the contract along with the terms of the Contract set out in the DEHP Deed attachments and any special conditions The draft Official Order is to be finalise
70. onth after the anniversary Defence will not provide a reminder that the CPI adjustment anniversary is due The DEHP Panel Manager will review each submission to ensure that the CPI adjustment has been applied correctly and in accordance with Attachment F of the DEHP Deed of Standing Offer If the new prices are found to be in accordance with Attachment F a Deed Change document reflecting the new adjusted price will need to be drafted and signed by both parties Insurances Defence require valid insurances to be maintained at all times through out the term of the Deed Defence will regularly review insurances for currency however it is the responsibility of the contractor to provide Defence with renewed insurances as they expire Defence will suspend those companies who are found to not have valid insurances until the documentation is provided Performance Management Performance management is accordance with Attachment K of the DEHP Deed and is replicated in Part 5 of this document Novation Information on all novation activity must be provided to Defence in writing prior to the actual novation occurring No period has been identified in the Deed however the Panel Director anticipates novation advice will be provide at least 6 weeks prior the novation being finalised unless there is a requirement to maintain the commercial integrity of the novation Content Register The intent of the Content Register CR is to ensure transparency in
71. ontract Manager The Commonwealth Contract Manager is responsible for 1 Ensuring the appropriate use of the DEHP for environmental and heritage tasks and services 2 Undertaking all activities required for the procurement process in accordance with relevant policy 3 Registering the engagement with the DEHP Manager prior to seeking services off the DEHP 4 All governance related to the management of the contract the resolution of issues relating to the delivery of tasks and services 5 Liaising with DEHP member during the course of the task or service to ensure optimum outcomes for the Commonwealth and Defence 6 Ensuring the completion of Engagement Performance Reviews this includes providing EPRs to the DEHP Manager no later than 14 days after the completion of the engagement A Commonwealth Contract Manager is any Commonwealth employee person who engages a company to provide services under the DEHP DEHP 2014 2021 DEHP User Guide Page 11 Version 1 5 May 2015 Contractor Panel Representative Australian Government Department of Defence The Contractor Panel Representative is responsible for 1 2 7 Maintaining a close relationship with DEHP Manager Providing accurate and up to date company information including DEHP contacts to the DEHP Manager Keeping the company representatives and any subcontractor s informed in relation to the Deed and any engagement requ
72. orwarded to the relevant Contractor Representative s listed at Annex A including the draft Official Order which should include any special conditions to the contract e g additional security requirements Additionally for procurements over 200 000 specialist Procurement advice must be obtained see below Tender Evaluation Plan A Tender Evaluation Plan or TEP is required to ensure that the evaluation of a procurement activity is conducted according to the Commonwealth Procurement Rules CPRs It is considered good practice to approve the TEP prior to approaching the market and aligning the TEP with the request documentation particularly for procurements at or above the relevant procurement threshold Although the TEB can be varied during the approach to market it must remain consistent with the request documentation The TEP cannot be materially changed after the tender closing date has passed to ensure there is no basis for allegations that the evaluation methodology was changed after submissions had been viewed A Procurement Evaluation Plan PEP can be developed for procurements requiring a more detailed plan Requirements to develop a PEP may vary depending on different business rules Activity Registration Form The Activity Registration Form is used to help track usage of the DEHP Complete the Activity Registration Form available from the Templates section of the DEHP website at http Awww defence gov au estatemana
73. performance or compliance for example validation of data such as invoice data consumption data and sub metering data Undertake water data modelling and analysis Manage coordinate and or facilitate stakeholder engagement relating to water Design review and implement key performance indicators and reporting regimes relating to water Undertake financial analysis relating to water including cost benefit calculations and payback return on investment ROI figures Develop implement and or provide training services relating to water as directed e Prepare and consolidate required documentation to assist Defence to meet Government reporting obligations relating to water oe Ome B5 Waste Minimisation e Provide specialist technical advice o on existing or emerging technologies and o to inform the development of policies strategies standards templates implementation plans and guidelines relating to waste minimisation e Develop and or integrate documents such as guidelines strategies management plans feasibility studies scoping studies relating to waste minimisation e Undertake the review of documents including but not limited to o infrastructure design proposals o guidelines DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page VI Australian Government Department of Defence Category Title Stream management plans works sched
74. relation to the management of Intellectual Property both foreground and background that is fundamental to the engagement is to be listed during engagements The CR is to be submitted to the Commonwealth Contract Representative Contracts Manager within one month of the commencement of the engagement in accordance with 4 4 and Attachment H of the DEHP Deed The CR should contain the following information and is considered to be a living document that will continue to be updated 1 Material Any material that is being used by the Contractor to form opinions that is authored by other entities e g Contamination Standards Scientific Reports DEHP 2014 2021 DEHP User Guide Page 27 Version 1 5 May 2015 2 IP Any IP background and foreground developed for the engagement is to be listed here Australian Government Department of Defence 3 Commercial in confidence Information Any commercial information is to be listed here 4 Security Classified Information Any classified information is to be listed here 5 Export Controlled Items List any export controlled items very unlikely in DEHP Please be aware that the CR can be completed with non applicable if that is the case for the engagement A collated spreadsheet of all CR information is to be provided to the Panel Manager prior to the Annual Review Failure to provide all relevant CR material will be considered a breach of the Deed and t
75. repare and consolidate required documentation to assist Defence to meet Government reporting obligations relating to climate change B3 Sustainable Buildings and Estate e Provide specialist technical advice o on existing or emerging technologies o to inform the development of policies strategies standards templates and guidelines relating to sustainable buildings and estate for example advice input into master planning documents o for the design and implementation of building control improvements including the installation of hardware including sub meters and efficiency initiatives o for building tuning and optimising operational performance and o onthe impact of current and expected Government reporting and accounting schemes relating to sustainable buildings and estate e Develop and or integrate documents such as guidelines strategies management plans feasibility studies scoping studies relating to sustainable buildings and estate for example development and integration of the SMART Infrastructure Requirements e Undertake the review of documents including but not limited to o infrastructure design proposals guidelines management plans works schedules technical pamphlets and compliance conditions e Undertake desktop audits physical audits and verification of performance and conformance with Defence and Commonwealth requirements Audits include energy profiling water profiling energy audits water
76. responsible respond to the RFQTS in the All contracts with a value of be checked for compliance raised using the web forms lis responsible for under the DEHP category leads for their for seeking clarification managing evaluation Defence provided template s or 10 000 or more incl GST are to i n SA405 Request for conducting Engagement Deed can be found process on behalf of the Commonwealth provide written notice declining the be published on AusTender within Purchase or amendment Performance Reviews under Templates of placing Official Orders and administering any RFOTS by the due date specified 42 days of entering into or E Section 23 Commitment and AE108 1 Austender The templates for these the DEHP Website i subsequent contracts including conducting RFOTS is evaluated against amending the contract ROMAN Approval must be obtained Reporting These forms are reviews can be found on y any performance management requirements aonana Aon A will automatically upload the prior to an Official order available on the Defence the DEHP website g Iis aian information if the correct SON is i Intranet When raising the 2 B Essential requirements are whether the _ and a value for money proposition entered on the AE108 Purchase Order the SON Procurement advice can 2 rates are compliant with the maximum panel considered accordance with the 3 Outline Agreement Number be sought by contacting rates in the D
77. rks As a part of the implementation of the Commonwealth Policy in the Management of Land affected by Unexploded Ordnance UXO Defence requires UXO specialists to develop and conduct UXO remediation across the Defence Estate including destruction strategies DEHP 2014 2021 DEHP User Guide Page 9 Version 1 5 May 2015 DEHP Category of Service Table Australian Government Department of Defence The DEHP Category of Service Table outlines category specialist support deliverables that are offered by the selected companies is at Annex A Details of the selected companies are available on the following Defence portal http www defence gov au estatemanagement support DEHP default asp Term of the Deed Deed Reference 1 3 The Deed is legally binding from the 9 February 2014 for a period of 3 years with 2 x 2 year extensions The Commonwealth may extend the Term of the Deed for one two year period and subsequently the next period or a four year period but not past 10 February 2021 Any extension must be provided in writing not less than three 3 months before expiry of the current term The conditions of the contract for Service Category A B C D and E are set out in 1 the conditions of the Deed 2 the Attachments to the conditions of the Deed 3 the Official Order including Special Conditions and 4 any documents included by reference as part of the contract The conditions of the con
78. rs D3 Pollution Prevention e Provide specialist technical advice to O O0O0000 O e Develop and or integrate documents such as guidelines strategies management plans feasibility studies scoping inform the development of strategies and policies develop standards and templates develop implementation plans develop guidelines inform on existing or emerging technologies inform on the life cycle management of military equipment inform on the life cycle management of infrastructure projects and inform on Defence Environmental Management System implementation programs studies relating to pollution prevention e Develop and or undertake desktop audits background research desktop assessments physical audits risk assessments environmental works and verification of performance and conformance with Defence and Commonwealth requirements relating to pollution prevention e Undertake data management modelling and analysis relevant to pollution prevention for example collecting and entering data monitoring and reporting on performance or compliance validation of data such as invoice data consumption data and emission data e Manage coordinate and or facilitate stakeholder engagement relevant to pollution prevention e Design review and or implement key performance indicators and reporting regimes relating to pollution prevention e Undertake financial analysis including cost benefit calculations and pa
79. ser Guide Version 1 3 April 2015 Page Australian Government Department of Defence Category Title Stream Energy Efficiency Environmental Resource Management and Sustainability B1 Energy e Provide specialist technical advice o onexisting or emerging energy technologies o to inform the development of policies strategies standards templates and guidelines relating to energy for example energy performance contracts o for the design and implementation of building control improvements including the installation of hardware including sub meters and efficiency initiatives and o onthe impact of current and expected Government reporting and accounting schemes relating to energy e Develop and or integrate documents such as guidelines strategies management plans feasibility studies scoping studies relating to energy for example renewable energy feasibility studies energy management plans e Undertake the review of documents including but not limited to o infrastructure design proposals guidelines management plans works schedules technical pamphlets and compliance conditions e Undertake desktop audits physical audits and verification of performance and conformance with Defence and Commonwealth requirements Audits include energy profiling energy audits post occupancy reviews and compliance audits e Undertake Environmental data management relati
80. ses All travel costs for the Service Provider related to attendance at the DRM are to be borne by the Service Provider Exclusion from the DEHP A review of tenure on the DEHP by the Panel Manager will be triggered by 1 Failure by the Service Provider to submit more than three 3 EPRs in a 12 month period 2 Three 3 or more EPRs that report a minimum standard 3 Two 2 or more EPRs that report an unsatisfactory standard and or 4 An FPR of minimum standard or below The Panel Manager has complete discretion at continued inclusion on the Panel of any company contractor in these circumstances at any time during the life of the DEHP DEHP 2014 2021 DEHP User Guide Page 35 Version 1 5 May 2015 Reporting Australian Government Contract Progress Reports Department of Defence The Contractor Provider shall when required by the Contract provide written progress reports including but not limited to the following contract progress actual work conducted actual costs attributed to the contracted work comparative analysis of work completed against work contracted prediction of work effort required to complete the contracted work complete financial status of the contracted work and any issues related to the contracted work and possible resolution mechanisms O Ov Or Or Ov Ov O Activity Reports The Service Provider shall maintain auditable records of all contracted acti
81. soon as possible with 5 working days Reporting of Contracts All contracts with a value of 10 000 00 or more including GST are to be published on AusTender within 42 days of entering into or amending the contract The Outline Agreement Number is essential If you are not able to locate the OA number please contact the Panel Manager DEHP 2014 2021 DEHP User Guide Page 30 Version 1 5 May 2015 Contracted Work Australian Government The Contractor is required to undertaker and complete the work as specified in the Department of Defence Official Order A minimum of 10 working days written notice is required to be provided to the Commonwealth Contract Representative for any potential deliverable delay and is to include a detailed justification Any issues requiring resolution from either the contractor or Defence are to be discussed immediately between the Commonwealth Contract Representative the officer who signed the RFQTS and the Contractor Representative Any issues that can not be resolved are to be managed under the Deed Dispute Resolution Process Variations and Scheduling Issues The Official Order is to include any option for extension Variations are to be managed in accordance with the DEHP Performance Management The Commonwealth Contract Representative is responsible for conducting performance management as detailed in Part 5 of this manual for each engagement An Eng
82. tal performance and To establish strategic partnerships with key environmental stakeholders DEHP 2014 2021 DEHP User Guide Page 4 Version 1 5 May 2015 Australian Government DEH P Categories Department of Defence To achieve their environmental objectives Defence has appointed industry specialists to the DEHP under six categories of service A synopsis of the Defence requirement is below A Environmental Management Systems The Defence EMS provides the vehicle for managing potential and existing environmental risks and is consistent with the International Standards Organisation standard on Environmental Management Systems ISO 14001 The EMS integrates responsible and sustainable environmental practices into business management structures to control the impacts of Defence s activities on the environment It provides a structured approach to planning and implementing environmental protection measures and promotes environmental planning management checking reporting and review to ensure continual improvement B Energy Efficiency Environmental Resource Management and Sustainability B1 Energy B2 Climate Change B3 Sustainable Buildings and Estate Energy is a critical requirement for Defence to maintain and enhance its capability and as such Defence is committed to best practice energy management Efficient and effective energy management is fundamental to Defence Reducing energy consu
83. that impact on the Defence Estate Defence continues to seek high standards of environmental performance and acknowledges that effective environmental management is not only vital in its own right but is essential to ensure long term sustainability of Australian Defence Force capability and the Defence Estate The contribution of industry partners through the Panel to achieve effective environmental management is an important component of Defence s environmental success and excellent reputation Defence seeks to sustain our environmental management reputation through the engagement of industry specialists in service categories Term of the Deed Deed Reference 1 3 The Deed is legally binding from the 9 February 2014 for a period of 3 years with 2 x 2 year extensions The Commonwealth may extend the Term of the Deed for one two year period and subsequently the next two period or a four year period but not past 10 February 2021 Any extension must be provided in writing not less than three 3 months before expiry of the current term Extensions to the Deed will be determined by Defence based on past performance of the panel members Contacting the DEHP Manager The DEHP Manager can be contacted at BDP DEHP defence gov au Contractor Point of Contact The Contractor Panel Representative is the direct point of contact between Defence and contractors for the purposes of administering and implementing the Deed The roles and responsib
84. tial to impact on historic heritage values e Provide strategic advice on but not limited to o planning development and management of historic heritage sites and values o management of historic heritage on the Defence Estate and o heritage policy e Develop review and or implement o the Defence Heritage Strategy and or o Defence heritage guidelines e Conduct thematic studies of historic heritage places on the Defence Estate e Develop and or conduct desktop assessments field surveys and condition assessments for historic heritage assets Scope design and or supervise heritage works to and maintenance plans for historic heritage places DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XV Australian Government Department of Defence Category Title Stream e Conduct heritage audits including but not limited to o reviewing the effectiveness of the implementation of heritage management plans for key historic heritage assets and o reviewing and or compliance checks of heritage management plans heritage impact assessments and other heritage studies e Prepare assessments referrals nominations and other documentation as required under the provisions of the EPBC Act e Undertake or assist with public consultation stakeholder engagement and advocacy Develop and deliver historic heritage awareness training e Monitor condition of historic heritage values
85. tion and UXO remediation works DEHP 2014 2021 DEHP User Guide Version 1 5 May 2015 Page 21 2 AS Australian Government All service providers and sub contractors providing Unexploded Ordnance Services Department of Defence are to ensure that the person exercising technical control of the delivery of those Services is a member of the Institute of Explosive Engineers and has a minimum of five years experience either military or civil in the industry Special competency for Unexploded Ordnance Service Providers Approval of Key Personnel during Engagements The Deed requires companies to provide Defence with a list of key personnel when submitting a RFQTS Defence considers these people to be critical to the ongoing maintenance of the relationship between Defence and contractors due to their relevant qualifications and accreditations which assist in delivering the services under the DEHP The Deed requires contractors to seek Defence s approval to replace any of these people particularly however those in the key positions nominated in the contractor s organisation chart in the Panel Detailed Contractor s Activities Proposal DCAP To seek approval the Contractor s Representative or senior member of staff in the event that the Contractor s Representative is being replaced must e provide a brief email to the Panel Manager stating the name of the departing staff member their posi
86. tion and the name of the proposed replacement staff member e attach a current curriculum vitae which includes the replacement staff member s areas of expertise qualifications accreditations and licences and relevant project experience which demonstrates the person s abilities e upon receipt of an approval email from the Panel Manager update the contractor s organisation chart for Defence if necessary e update the Panel Database as required Defence recognises that there will be other contractor s personnel who will work on its projects and that these people may not have been included in the Panel DCAP team of key people or team of people The contractor is not required to seek approval for all people in this category unless they will regularly work on Defence projects in key support roles The contractor must ensure that all staff are trained and educated in accordance with the measures outlined in each organisation s Panel DCAP For specific Defence projects contractors are required to provide the same team that was included in their proposal Defence recognises that at times due to delays to project start up staff turnover and other events contractors will need to substitute members of a project team Where there is a need to substitute a key team member such as a project director or project manager the contractor must advise the Defence project manager as soon as practicable to discuss a suitable replacement DEHP 2014 2021 DE
87. tract for Service Category F are set out in 1 Attachment O General Remediation Contract or Attachment P Toxic Remnants of War Remediation Contract which ever is specified in the Official Order 2 the conditions of the Deed 3 the Attachments to the conditions of the Deed 4 the Official Order including Special Conditions and 5 any documents included by reference as part of the contract Roles and Responsibilities DEHP Director The DEHP Director is responsible for 1 Decision making and guidance of daily panel management 2 Governance relating to the Panel 3 Performance Management for Deed not individual contracts 4 Annual Reviews 5 CPI Increase Reviews DEHP 2014 2021 DEHP User Guide Page 10 Version 1 5 May 2015 DEHP Manager Australian Government Department of Defence The DEHP Manager is responsible for 1 Maintaining the DEHP Deed 2 Maintaining strategic relationships and liaising with DEHP members 3 Providing advice to users of the DEHP 4 Maintaining the DEHP Database on DEQMS 5 Registering and providing an activity register number for all engagements 6 Collating all DEHP information on registered DEHP engagements financial and performance management 7 Conducting Annual Performance Reviews including determining the Final Performance Rating Contacting the DEHP Manager The DEHP Manager can be contacted via BDP DEHP defence gov au Commonwealth C
88. ude key merits deficiencies and risks identified for each submission e Reports of External Advisors if applicable e Probity Report if applicable e The ranking of tenders based on value for money with the recommended preferred supplier s e Identify details of any issues which need resolving during subsequent contract negotiations e Enclosures which contain the documentation from the detailed evaluation and the individual evaluation of each submission against the evaluation criteria For procurements above the relevant procurement threshold 80 000 or above the Evaluation Team should be comprised of at least three individuals one of whom should assume the role of chairperson For simple procurements a value for money assessment DEHP 2014 2021 DEHP User Guide Page 15 Version 1 5 May 2015 must be undertaken by at least 2 individuals Evaluation Team members should review Australian Government the TEBR and acknowledge their endorsement The Evaluation Team Chair should Department of Defence then complete a final quality check of the report in preparation for submission to the delegate PGPA Section 23 3 Commitment Approval Delegation It is important to ensure that appropriate delegate approvals are obtained and documented while undertaking any procurement PGPA Act Approval for the procurement must be obtained prior to an Official Order being sent to the preferred DEHP member The C
89. ue add to the Commonwealth s intended outcomes for the Contract 55 Contract administration and compliance Variations were managed in accordance with the Contract 15 Payment claims were substantiated in accordance with the Contract 10 25 Key Personnel Rating out of 100 Key Person changes did not impede the schedule or outcomes of the Contract and any changes of personnel were of equivalent experience qualification and expertise 100 DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XXI Annex B1 Contract Performance Review Ratings aig T soe OEY Exceptional standard with significant value add to Defence 90 100 provided Excellent Standard 75 89 Acceptable Standard 66 74 Minimum Standard some re work of deliverables required 56 65 Unsatisfactory Standard Less than 55 DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Australian Government Department of Defence Page XXII Annex C WHS Agenda for Meetings The following matters must be included as Agenda Items at all Project Team Meetings and other meetings required under a DEHP Contract as relevant The matters noted in items 2 7 below may be addressed by way of consideration and discussion of the Contractor s Contractor s WHS Report if these matters are addressed in the WHS Report
90. ules technical pamphlets and compliance conditions e Develop and or undertake desktop audits background research desktop assessments physical audits risk assessments environmental works and verification of performance and conformance with Defence and Commonwealth requirements relating to waste minimisation e Undertake data management modelling and analysis relevant to waste minimisation for example collecting and entering data monitoring and reporting on performance or compliance validation of data such as invoice data consumption data and emission data e Manage coordinate and or facilitate stakeholder engagement relevant to waste minimisation e Design review and or implement key performance indicators and reporting regimes relating to waste minimisation Undertake financial analysis including cost benefit calculations and payback return on investment ROI figures as part of determining project options and issues for waste minimisation Develop implement and or provide training services relating to waste minimisation e Undertake reviews for the improvement of life cycle management for the initial and end use of waste products e Develop innovative environmental and or scientific solutions to meet waste performance targets and waste project issues to improve the estate operations and maintenance to minimise waste e Prepare and consolidate required documentation to assist Defence to meet Government reporting obligations rel
91. use a diverse range of environmental impacts These may include effects on air and water quality flora and fauna heritage and the marine environment As a result there is an ongoing need to critically assess the environmental impacts of proposed Defence actions report these and where relevant prepare EPBC referrals and associated approval documentation C2 Biodiversity and Landscape Management Defence has a requirement to collect baseline and activity specific data to ensure that Defence can monitor environmental management performance during activities affecting Defence assets and the interests of Defence neighbours A wide range of planning and management activities must also occur to ensure natural ecosystems and landscapes are sustained across the Estate and to maintain Defence s reputation as a good neighbour Aspects of the environment dealt with by these plans and actions may include but are not limited to vegetation fauna pest species weeds other biosecurity risks wetlands soils and overabundant native species C3 Bushfire Preparedness Planning Defence has 157 sites which are currently identified as bushfire prone These sites may be situated within or adjacent to extensive tracts of fire prone vegetation or are large training areas incorporating a range of relatively well conserved ecosystems that require appropriate fire regimes to maintain their diversity health and condition Defence has developed national bushfire po
92. vernment or other government agencies contractors must exercise care to avoid committing Defence or creating an assumption that Defence will comply with particular policies or other requirements Similarly with the development of reports or other written documentation which will or may be seen by other government agencies or external stakeholders contractors must focus on providing scientific assessments and advice which provide the basis upon which Defence can make decisions develop policies and determine any requirements to comply with legislation or Government policy Some additional requirements exist when communicating with Defence personnel who do not have an environmental role as their core function While Defence recognises its environmental management commitments under relevant legislation and policies contractors must at all times be cognisant of Defence s mission to defend Australia and its national interests Environmental management is critical to achieving this outcome however it is not Defence s core business Contractors should ensure that their advice is provided in a manner which demonstrates how measure to manage environmental impacts will contribute to the sustainability of Defence capability If any doubt exists regarding communication requirements contractors should seek clarification from the Commonwealth Contract Manager or Panel Manager Variations and Scheduling Issues If issues occur and variations to
93. vities in respect of the Panel Agreement Records are to include a record of all RFQTS received for the DEHP a record and copy of all responses submitted for the DEHP the number and details of contracts awarded for the DEHP a record of any variations and or amendments to awarded contracts and a copy of 100 of EPRs for the period 00000 The Contractor shall provide the Commonwealth with a summary of the Activity Reports by 28 June and 10 Dec each year In addition a collated report of all contracted activity is to be provided to the Panel Manager two 2 weeks prior to the Deed Review Meeting Activity Reports may be requested by the Panel Manager at any time during the period and shall be provided within ten 10 working days of the request DEHP 2014 2021 DEHP User Guide Page 36 Version 1 5 May 2015 DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Australian Government Department of Defence Page Annexes Australian Government Department of Defence Annex A Category of Service Table Category Title Stream A Environmental Management Systems Conduct projects to integrate environmental requirements into Defence business processes and procedures to ensure that Defence s environmental impacts and risks are identified considered and managed Conduct audits and or reviews of the Defence Environmental Manage
94. yback return on investment ROI figures as part of determining project options and issues for pollution prevention DEHP 2014 2021 DEHP User Guide Version 1 3 April 2015 Page XIV Australian Government Department of Defence Category Title Stream e Develop implement and or provide training relating to pollution prevention e Undertake reviews for the improvement of life cycle management for the initial and end use of potential pollutants Develop innovative environmental and or scientific solutions to project issues estate operations and maintenance to minimise pollution prevention e Prepare and consolidate required documentation to assist Defence to meet Government reporting obligations relating to pollution prevention including but not limited to o National Environmental Protection Measures NEPM and o National Pollutant Inventory Heritage Assessment and Management E1 Historic Heritage Assessment and Management e Assess the historic heritage including archaeological significance of Defence managed properties in accordance with EPBC Act criteria and any relevant guidelines e Prepare relevant documentation including but not limited to o heritage management plans and o covenants heritage management strategies and nominations to State Territory heritage registers for disposal properties e Conduct heritage impact assessments for works with poten

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