User Guide - ProcurePoint
Contents
1. 10 CONTRACTOR PERFORMANCE MONITORIN G 11 5 11 ACCESS SECURITY REQUIREMENTS IDENTIFICATION 11 ASSET MAINTENANCE REFERENCE GUIDE 5 scssccsscsosesessassesssusesavesesssexaascosessveay sees suse seveseas sees sass asse sou sosaveseesseesase 12 ASSET MAINTENANCE CONTRACT PERIODS iv ii ccc asecs cescdeeiersdaccns coeseesddees ssatedchuve ice 12 PREVENTIVE AND STATUTORY MAINTENANCE 2 ao SOEs Aea niei Sia 13 What does Preventive and Statutory Maintenance Cover sisinio nasaia 13 Extent senior EEKE eia 13 thE 14 ROUTINE MAINTENANCE 15 What is Routine Maintenance eat sewed E SNES 15 Extent Of os sci 15 CALLOUT EMERGENCY RESPONSE WORKS vicsisccicciiacssivehecsecetel 16 What is Callout Emergency Response WOrkS csccsssescsseesceseeeserceseeecesecasesecaesencuasecenceaseeeeaecaesesaesenseaseeseneeeseneeaees 162. Raising a Callout Emergency Response REQUESE 16 Response times for Callout REQUESTS 16 Addressing 1550 2 bce 17 Failure to RESO OMG E 18 Reporting on Callout amp Emergency Response Repairs csscscecsceeseeeeceseeceeeeaeeeeeeseceeeeeeeseesueceaeceaeeesecaeesaessaeeeanaeed 18 MINOR WORKS PLANNED WORKS PROGRAMMED WORKG sssscssscssscstecseesesessecseeseseseeseesseessesceassessesceasceasceaecaaeses 19 What is included in Minor Works Planned 19 ENGAGEMENT UNDER THE WHOLE OF GOVT FACILITIES MANAGEMENT CONTRACT 1 0 0 20 NSW ccondencesteaseanscascsnnodscdeutousansteaheusdunansaeaededenneasceasSeassnsaae tea stiedantacssusassvacesdseincnsdesdeasadenntade denote 21 Asset Maintenance Services Contract Guidelines EXECUTIVE SUMMARY These Guidelines have been prepared to provide a summary of the intent of the Contract and the various elements covered under the Contract In December 2010 new Whole of Government Contracts for the provision of maintenance and cleaning services were awarded The Maintena
3. and globes e Lights and fittings including high lights to restore them to safe working order and replace globes and or tubes if they are not in working order The Facility is required 13 Asset Maintenance Services Contract Guidelines to supply the required globes tubes to the Contractor at no charge Passenger lifts Stairway lifts Service lifts Back flow prevention devices boundary and zone in selected Sydney Water areas Thermostatic mixing valves The annual servicing of grease clay and dilution pits The service is to be provided at six monthly intervals for a total of two times in the Contract year Gas lines and heaters Evaporative cooling systems Ducted central air conditioning and cooling tower systems Extraction systems including dust kitchen paint spray booths and paint baking ovens extractions Package air conditioning units split AC systems gt 15 kWh Package air conditioning units split AC systems lt 15 kWh at sealed Facilities where the system provides the only source of ventilation Central and space heating systems Fire and smoke control systems Fire and smoke detection and alarm systems Fire Extinguishing Equipment Hydrant and associated booster pumps and sprinkler systems Nominated building management systems e Sewer pumps e Gas manifold systems and associated gas lines cycle starting July each Contract year and e Emergency stop buttons Sc
4. confirm whether it is a critical urgent callout or a non urgent callout Where this information is not provided the Contractor will consider the issue to be a non urgent callout Each Facility within a Contract has been allocated into a Zone This Zone determines the response time by which the Contractor must arrive at a Facility for a callout request that is nominated as critical e Zone 1 within two hours of the issue of the request Urgent Callout Fee applies e Zone 2 within four hours of the issue of the request Remote sites Urgent Callout Fee applies Note Where the callout is requested as a critical response the Urgent Callout Fee will be applicable and chargeable in addition to the cost of the works If the callout has been nominated as next day the Contractor must attend the Facility by 9 00am on the next working day following the issue of the callout request and proceed to promptly complete the repair work For some sites designated as Zone 2 in very remote areas there may be a delay in attending by 9 00am the next day where notice is provided after 3 00pm the day before 16 Asset Maintenance Services Contract Guidelines Response time for Call Outs Priority Likely consequences of failure Examples Response Rating Temporary Permanent Rectification A Critical Failure of this asset will result in the Up to 2 hours Repair Need to close down all or part of Facility 4 hours on Zon
5. if they fail to respond within the required time frame from notification 2 hours 4 hours Reporting on Callout amp Emergency Response Repairs The Contractor must keep records of all the Callout Emergency Response repairs carried out and place a copy of the Service Report in the Service Manual on site Every month the Contractor is to provide to the Agency Rep with an updated copy of this information with monthly payment claim including The Facility and assembly element effected The date of notification and the date the repair was completed The repairs carried out Costs Including Plant Equipment and Materials 18 Asset Maintenance Services Contract Guidelines MINOR WORKS PLANNED WORKS PROGRAMMED WORKS What is included in Minor Works Planned Works Where an Agency wishes to engage the FM Contractor to manage Minor Works Planned Works they should discuss the project to determine the appropriate procurement strategy for the projects The Agency can provide scopes of works to the contractor or engage them to develop the scope of works Once the works has been scoped and developed the Agency Rep will forward them to the Contractor and request that it obtains quotations to complete the works The number of quotes that the Contractor must obtain under Government Procurement guidelines is as follows e f the value of the work is less than 30 000 then generally only one quote is required e For works whic
6. impact of the works on the operation or use of the Facility is minimised The Contractor must also provide prior notification of all intended visits to any Facility including those for Quality Monitoring Auditing and WH amp S inspections FACILITY VISITOR LOG BOOK The Contractor and any of their employees or subcontractors must enter details of all site visits in the Visitor Log Book provided by the Agency each time they attend a Facility MAINTENANCE SERVICE MANUAL Under the Contract a Maintenance Service Manual will be provided by the Contractor to each Facility The Manual will include e A detailed annual program for the provision of Preventive Statutory Routine and other maintenance activities e Any testing reports and certifications to relevant local and statutory authorities e Legible copies of all recent minimum 12 months Service Reports e repairs register section to allow the recording of maintenance issues actions and outcomes by either the Agency Reps or the Contractor e A register of hazardous substances materials identifying their location and type where identified Updating the Service Maintenance Manual and Schedules The Maintenance Service Manual will be maintained and updated by the Contractor to record any changes to programs or work schedules servicing work inspections amp testing undertaken and all new plant amp equipment FM WEBO The FM Web is web based facility management system
7. that enables stakeholders to plan monitor control record analyse receive and issue orders and report on all aspects of the maintenance activities Detailed procedures for the use of FM Web are available 9 Asset Maintenance Services Contract Guidelines where required Use of FMWeb under the Facilities Maintenance Contract is optional for Agencies MEETINGS AND REPORTING Meetings The Contract has a number of regular meetings scheduled with the Contractor to facilitate the continued monitoring of the performance of the Contract There are regular meeting between the Contractor and Regional Agency Rep AP to review the status of works discuss any issues and review future works and programs There is an Annual Review meeting held around the contract anniversary date of 1 July each year between all parties to discuss Performance of the Contract over the previous 12 months based on the FMC Performance review criteria Agency reps will also be requested to complete the online Client satisfaction survey as part of this process Reporting Requirements FMWEB NSWPW system may or may not be utilised to manage and report on the works done under this agreement It is expected that the Contractors will provide quarterly reports on the Status of each work category being carried out under the agreement where FMWeb is not utilised COMMUNICATION BETWEEN CONTRACTORS Sometimes works will be undertaken at the Facility which is carried out by
8. ATEGORIES e Preventive amp Statutory Maintenance PSM e Routine Maintenance RM e Call out Response Emergency Repairs amp Insurance works services e Minor works Planned works projects Preventive and Statutory Maintenance PSM Preventive and Statutory Maintenance refers to the regular maintenance and inspection works provided by the Contractor to ensure that the certain elements comply with the Minimum Performance Standards and all Statutory Requirements The items generally have WH amp S implications if not fully operational and therefore need to be maintained and serviced on a regular basis The contractor will establish a PSM regime to maintain the nominated systems and equipment at the minimum maintenance performance standard Routine Maintenance Routine Maintenance of the nominated items ensures continual operation of selected items so that they meet the minimum performance standards and reduce impact on other building elements The contract provides for one service annually for each of the routine maintenance items Additional services can be requested from the contractor at the priced cost of the service Callout repairs Emergency Repairs Callout Emergency Works are repairs which the Local Facility Manager Agency Rep consider are needed immediately and are generally of a breakdown nature They may be causing damage to other elements of the Facility or threatening the health safety or security of the Facility and or its occupan
9. Asset Maintenance Services Contract Guidelines NSW Public Works User Guide Whole of Government Facilities Management Services Asset Maintenance Contract Contract No 1001622 1001652 Asset Maintenance Services Contract Guidelines NSW Public Works About these guidelines These guidelines provide information on the scope amp categories of work and explain the role and responsibilities under the Asset Maintenance Services Contract To access the contract or for more information please contact Facilities Management Unit NSW Public Works Level 20 McKell Building 2 24 Rawson Place SYDNEY NSW 2000 T 02 9372 7373 F 02 9372 7552 E FacilitiesManagement finance nsw gov au Copyright Department of Finance and Services 2013 Asset Maintenance Services Contract Guidelines Table of Contents EXECUTIVE SUMMARY 1 TERM S USED IN THESE GUIDELINES 2 enanas n ese Nn 2 3 ASSET MAINTENANCE CONTRACT OVERVIEW ccscccsscssccsccccccccccccccecncecccecacseaseenesesseenssecsecsesscseccesecsesacsscsessesesseeeeeees 4 CONTRACT 4 MANAGEMENT STRUCTURE
10. INTENANCE CONTRACT PERIODS Contract Year Date of Commencement Date of expiry of of Contract Year Contract Year Establishment Period 1 July 2011 30 June 2012 1 July 2013 30 June 2014 If the contract is extended optional June 2017 Juy 2017 30 June 2018 Contract Transition Out Period may be applicable for end of 1 July 30 September Contract Years 3 5 6 and 7 Asset Maintenance Services Contract Guidelines PREVENTIVE AND STATUTORY MAINTENANCE What does Preventive and Statutory Maintenance cover Preventive and Statutory Maintenance refers to the regular maintenance and inspection works provided by the Contractor to ensure that the elements specified comply with the Minimum Performance Standards and all Statutory Requirements The items generally have WH amp S implications if not fully operational and therefore it is essential that they are maintained and serviced on a regular basis The Preventive and Statutory Maintenance service provided by the Contractor includes Regular cleaning and or servicing to ensure that e The assemblies continue to operate at the defined level of performance and reliability e The manufacturer s servicing requirements are met e The manufacturer s typical economic life is achieved and e All Statutory Requirements are complied with gt Determining appropriate frequencies and activities gt Undertaking testing visual inspections and minor adjustments replacement of
11. THESE GUIDELINES The Agency Rep Authorised Person is the person officially appointed by the Agency to deal with maintenance issues order works sign maintenance documents requests and pay for works and approve payment of invoices in their respective region The Contractors approved representative is the person officially appointed by the Contractors as the primary contact for Agencies representatives Callouts are phone email or fax requests to the Contractor for break down or urgent response repair works The Contract refers to the Facilities Maintenance Contract Whole of Government Facilities Management Services Contract 2011 a legally binding agreement between the Principal and the maintenance contracting company the Contractor The contract runs through to 30 June 2016 with a contract anniversary date of 1 July each year There are two x one year contract extension options available at the discretion of the Principal The Contractor is the company awarded the Facilities Maintenance Contract for Agencies sites in each of the ten Contract Regions The term refers to the company as a whole their approved representatives and subcontractors for Agencies sites The Contract specification is the detailed technical specification issued to the Contractor by DFS It is part of the official Contract documents and therefore cannot be varied without DFS Agency approval It describes the scope of work roles responsibilities and pro
12. a week Work included in the Contract The Contractor is required to carry out Preventive and Statutory Maintenance on the following items to ensure they meet the Minimum Performance Standard Agencies may nominate which specific Preventative amp Statutory services they require under the contract from this list Preventive amp Statutory Maintenance PSM Items e An annual inspection of roof anchor points e An annual inspection and servicing of windows including rollers sash cords sash stays spiral balances and hardware and fittings and selected doors automatic doors roller shutters and smoke and fire doors e An annual inspection of fume cupboards for assemblies including taps gas and water exhaust fans power outlets and doors e Materials workshop machinery wood and metal e Kilns Testing and time testing of residual current devices RCD and Earth Leakage Circuit Breakers ELCB fitted to switchboards Water filtration and disinfection systems Emergency and exit lighting and signs Lights and fittings Passenger lifts Stairway lifts Service lifts Back flow prevention devices Thermostatic mixing valves The annual servicing of grease clay and dilution pits Gas lines and heaters Evaporative cooling systems Ducted central air conditioning and cooling tower systems Extraction systems including dust kitchen paint spray booths and paint baking ovens extractions Package air conditioning units
13. andards Tree Maintenance The Contractor must undertake tree maintenance including trimming pruning annual health and safety inspections works carried out by a qualified arborist and the removal of tree clippings from the facility all in accordance with the ground maintenance requirements set out in the Asset Maintenance Standards 15 Asset Maintenance Services Contract Guidelines CALLOUT EMERGENCY RESPONSE WORKS What is Callout Emergency Response works The Contractor is required to provide a Callout Emergency repairs service to each Agency There are three types of callout repairs Emergency Repairs Emergency repairs are which the Facility Manager considers are needed immediately and are generally of a breakdown nature They may be causing damage to other elements of the Facility or threatening the health safety or security of the Facility and or its occupants Insurance Work Insurance repairs are repairs to building elements affected by malicious damage outside of Facility hours break amp entry graffiti etc or by fire storm or accidental damage Breakdown Repairs Breakdown repairs are the Repairs to items that are faulty unsafe to use Raising a Callout Emergency Response Request The Contractor is required to provide a 24 hour a day 7 day a week callout and repair service to all Facilities Response times for Callout Requests When a callout is logged with the Contractor the nominated Agency Rep will
14. cedures the Contractor must comply with Cost adjustment refers to the process of adjusting the prices tendered to reflect the CPI increase for the subsequent contract years after the first contract year as per the calculation formula in Part D General Conditions of the Contract Contract Rates adjusted annually on 1 July based on a CPI formulae calculation Facility The premises site where the services will be provided by the Contractor Facility Manager Each facility has a Facility Manager The Facility Manager is a person responsible for the day to day operation of the Facility FM A web based Facility Management System that enables Agency PW Facility Managers amp the contractor to plan monitor control record analyse and report on all aspects of maintenance activities Use of this system is at the discretion of the Agencies NSW Public Works A business unit within the Department of Finance amp Services DFS Performance Management amp Reporting the contract includes a performance management component whereby the performance of the Head contractor is monitored and reported Part of this process includes an annual Client Satisfaction Survey online in June each year and a Annual Contract Review meeting for each of the ten contract packages Asset Maintenance Services Contract Guidelines Abbreviations FM Facilities Maintenance FMC Facilities Maintenance Contractor DFS NSW Departm
15. consumable items at appropriate frequencies to ensure the operation of the assemblies at the defined level of performance gt Undertaking compliance certification as required to meet Statutory Requirements and providing certification reports to the nominated Agency Rep and gt Repairing or replacing each element or assembly to ensure they are operating at the defined standards Extent of Works The Contractor is required to carry out Preventive and Statutory Maintenance on the following items to ensure they meet the Minimum Performance Standard where they exist on each site The Agency may select all or some of these services mentioned below e An annual inspection of roof anchor points e An annual inspection and servicing of windows including rollers sash cords sash stays spiral balances and hardware and fittings and selected doors automatic doors roller shutters and smoke and fire doors e An annual inspection of fume cupboards for assemblies including taps gas and water exhaust fans power outlets and doors e Materials workshop machinery wood and metal e Kilns e Testing and time testing of residual current devices RCD and Earth Leakage Circuit Breakers ELCB fitted to switchboards e Waiter filtration and disinfection systems the 6 month service to include a cartridge change and the 12 month service to include UV tube replacement e Emergency and exit lighting and signs including replacement of the light tubes
16. e 2 space sites as nominated at Health amp safety danger to staff or other time of notification users depending on level of criticality and urgency Damage to a building Urgent Call out Fee applies B Failure of this asset will result in the Up to 4 hours as Emergency Need to close down all or part of Facility nominated at time of Urgent space notification depending Repair EUR Health amp safety danger to staff or other on level of criticality users and urgency Damage to a building Next Day Failure of this asset will cause some disruption By 9 00am next day to Non Urgent to the function of the Facility and may result rectify within next Repair the Business Day staff can use the same facility space with some adjustment Low potential risk to health and safety No need to employ staff on overtime Low potential for industrial action by staff Addressing the Issue The Contractor will arrive on site within the required timeframe If possible the Contractor should contact the Facility before arriving at the site to confirm the proposed time of arrival The tradesperson representative must have all appropriate issue details identification and approvals with them The Contractor will assess the works and e Confirm the nature of the works e Instigate the appropriate response and repair Where there is likely to be an interruption to any service such as electricity water a
17. e requested from the contractor Roofs Where Water is Collected for Drinking Purposes Roofs gutters including box gutters valley gutters and rainwater heads and downpipes First Flush Devices and the total roof area will be thoroughly cleaned to remove all loose debris and any accumulated material This service will be carried out once per year Additional services can be requested from the contractor Rain Water Storage Tanks Debris and sludge built up in the bottom of rain water storage tank used for collecting rain water will be thoroughly cleaned out This service will be carried out once per year Additional services can be requested from the contractor Pest Control The Contractor must undertake pest inspections and pest control treatments of the Facility including submission of reports to the Agency on status preventative pest control treatments must cover the control of pigeons termites ants bees cockroaches rodents possums borers and the like to avoid threats to public health and disruption to the operation of the Facility in accordance with the pest control requirements set out in the Asset Maintenance Standards Turf Maintenance The Contractor must undertake turf maintenance including mowing edging regular fertilising weed eradication replacement of turf as required and the removal of grass clippings from the Facility all in accordance with the ground maintenance requirements set out in the Asset Maintenance St
18. ent of Finance and Services NSWPW FM NSW Public Works Facilities Management Unit PW NSW Public Works Principal Director General NSW Department of Finance and Services Asset Maintenance Services Contract Guidelines ASSET MAINTENANCE CONTRACT OVERVIEW The Contract requires the Contractors to provide an ongoing comprehensive maintenance service This maintenance contract includes regular preventative and routine maintenance activities and provision of a callout response service in the event of an unforeseen event CONTRACT PERIODS The new Contracts took effect from 1 July 2011 and consist of An initial contract term of five years The potential to extend the Contract for two periods of one year each resulting in a total Contract period of up to seven years A three month transition out period between July 1 and 30 September of the year that the Contract expires see Section 1 3 4 MANAGEMENT STRUCTURE The Director General of DFS is the nominated Principal The NSW Public Works Facilities Management Unit Manager acts as the Principal s Senior Executive for the purposes of the contract The Senior Executive has the responsibility for the implementation and management of the contract The Public Works Facilities Management Unit is responsible for the oversight of the Maintenance Contracts The unit focuses on high level advice policy strategy and dispute resolution A nominated Authorised Person from the Agency Age
19. h are valued between 30 000 and 250 000 the Contractor must obtain three quotes to complete the work and e Where the total estimated cost of the works is greater than 250 000 the Contractor must call competitive tenders through a tendering process When the Contractor receives the scope from the Agency Rep the Contractor must review the documents and resolve any issues it has with the contents the Contractor will then e Obtain quote s from its subcontractors to complete the works using the Contractor s internal procurement processes e Review the quote s to ensure that they are compliant e Resolve any issues e Forward the quotation or recommend quotation where more than 1 quote is obtained to the Agency Rep for consideration The cost will include the contractor s management fee The Agency Rep will review the costs and either confirm acceptance or seek to negotiate with the Contractor regarding the price Once the Contractor has been given approval to proceed in writing the Contractor must e Prepare and submit a program for the approved works and e Complete the work within the agreed time specified in the Contractor s program Following advice of completion by the Contractor the Agency Rep will inspect the completed work to confirm that it meets quality standards Where the quality of works and or appropriate standards is not met the Agency Rep will direct the Contractor to rectify any defects If after consultation and negot
20. heduling of the Work Development of the Preventive amp Statutory Maintenance Program The Contractor is required to e Develop a program for the provision of Preventive and Statutory Maintenance services for each Facility and provide a copy to nominated Agency Once the Program has been finalised and approved by the nominated Agency the Contractor will carry out the planned works in accordance with the agreed program Co ordination with the Agency The Contractor must co ordinate all Preventive and Statutory Maintenance and Routine Maintenance with the Agency to ensure that the impact of the works on the operation or use of the Facility is minimised 14 Asset Maintenance Services Contract Guidelines ROUTINE MAINTENANCE What is Routine Maintenance Routine Maintenance is regular maintenance to ensure continual operation of selected items so that they meet the Minimum Performance Standards These services will be carried out on annual basis Routine Maintenance includes e Cleaning to ensure that o Assemblies continue to operate at the defined level of performance and reliability and manufacturer s servicing requirements are met and satisfied Extent of Works Roofs Generally Roofs gutters including box gutters valley gutters and rainwater heads and downpipes will be thoroughly clean to remove all loose debris and any accumulated material This service will be carried out once per year Additional services can b
21. iation the Contractor does not complete this to a satisfactory level the Agency Rep can escalate the issue to Senior Rep of Agency for resolution Payment claims relating to Minor Works Planned Works will be submitted to the nominated Agency Rep for processing as detailed previously in this document 19 Asset Maintenance Services Contract Guidelines ENGAGEMENT UNDER THE WHOLE OF GOVT FACILITIES MANAGEMENT CONTRACT Agencies interested in using the contract or requiring more information in regards to their specific needs should contact the Facilities Management Group of NSW Public Works in first instance on the following contact details Facilities Management Unit NSW Public Works Level 20 McKell Building 2 24 Rawson Place SYDNEY NSW 2000 T 02 9372 7373 F 02 9372 7552 E FacilitiesManagement finance nsw gov au 20 Asset Maintenance Services Contract Guidelines NSW Regional Map Horth Hew England Coast Western NSW Central Coast Riverina and South East Western Sydney Horthern Sydney South Sydney Western Sydney 21
22. l be progressively monitored and assessed by the Agency in line with the Performance Management Framework Procedures NSW PW FM will provide a performance management proforma to track performance DISPUTE MANAGEMENT Relationship contracting requires that the parties work together as a team and treat each other with respect and understanding Where disputes or issues arise the parties will initially attempt to address the matter by discussion and negotiation locally Where this does not immediately resolve the issue either party can escalate the issue using the Contract Resolution procedures Where the Contract Resolution procedure does not bring about a successful resolution there is a process under the contract to enable the matter to be referred to an independent body for Expert Determination ACCESS SECURITY REQUIREMENTS IDENTIFICATION The PSM and RM activities will be carried out in normal working hours unless at the specific request of an Agency In these cases this will be managed on a case by case basis It is a requirement that all Contract personnel and sub contractors have Photo Identification and are dressed appropriately It is a requirement that all Contract personnel and sub contractors working under this contract have been evaluated and security cleared in accordance with the requirements of the Facilities Maintenance contract Asset Maintenance Services Contract Guidelines ASSET MAINTENANCE REFERENCE GUIDE ASSET MA
23. nce Contracts were awarded on a Regional basis as detailed below Contract Package Contract No Facilities Maintenance Head Contractor Northern Sydney 1001633 Spotless Facility Services P L Sydney 1001642 Spotless Facility Services P L Western Sydney 1001648 Spotless Facility Services P L South Western 1001639 Construction Services Group Sydney Hunter Central Coast 1001622 Transfield Services Australia P L Illawarra South East 1001624 Joss Facility Management P L Riverina 1001637 Joss Facility Management P L Western NSW 1001652 Joss Facility Management P L New England 1001628 O Donnell amp Hanlon ISS North Coast 1001631 O Donnell amp Hanlon ISS In using the existing FM contract Agencies will be able to utilise already established Management and contract structures Under the contract the appointed Head contractors in each of the Ten 10 Regions can provide these established management and contract structures Under this contract the Head Contractor can provide the following services and work categories 1 24 7 Callout amp Insurance works response Services Urgent Non Urgent Next Day where requested 2 Preventive amp Statutory maintenance services for specific systems amp equipment 3 Routine Maintenance for specific services 4 Minor Works Project Management amp Construction where requested Asset Maintenance Services Contract Guidelines TERMS USED IN
24. ncy Rep is the first point of call in resolving issues at Local Facilities provides advice to Local Facility Managers and works with them to determine Maintenance requirements Agency representatives can manage the contract on a day to day basis OR engage NSW Public Works to provide this as a fee for service The Contractor s personnel and subcontractors provide the Maintenance services CONTRACT OBJECTIVES The Contract objectives include A collaborative approach and a one team culture between NSW Public Works Agencies Local Facility Managers and the Contractor Value for money and pricing transparency Maintaining all assets and sites to a consistent and sustainable standard without faults Increased Facility Manager satisfaction in the delivery of maintenance services Maximising responsiveness to Facility Managers and stakeholder requirements concerning service delivery Highest standards of safety for all persons and all sites To minimise Agencies exposure to risk and Asset Maintenance Services Contract Guidelines e Achievement of exceptional Contractor performance and aligned Contract management through a Performance Management Framework SCOPE OF THE CONTRACT This Maintenance Contract aims to provide safe and effective services to all Facilities Maintenance Contractors are assigned to Facilities in their approved Contract Regions to provide planned and responsive maintenance services 24 hour a day 7 day
25. nd gas the Contractor must e Promptly make the area of the repair work safe and secure e Notify the Local Facility Manager as soon as possible of the time and likely duration of the interruption and 17 Asset Maintenance Services Contract Guidelines e Liaise with the Local Facility Manager and ensure that the disruption is minimised The Contractor s tradesperson representative will complete the work immediately where e The repair works are confirmed and e Rectification does not require additional tradespersons or materials Where works cannot be completed in one visit such as where additional trades are involved or parts are required the Contractor will before leaving the site complete as much of the work as possible including making the work area safe and secure The Contractor will then organise the additional trades materials plant or equipment and keep the Local Facility Manager informed of the status of the project and the expected completion time frame After completing the works the Contractor s tradesperson representative will e Complete all necessary on site documentation Service Report e Obtain the sign off of the Local Facility Manager or their representative e Make follow up contact with the Local Facility Manager to ensure the repair was completed satisfactorily e Leave the site of the repair work safe and secure clean and tidy Failure to Respond Contractors cannot claim Urgent Callout Response fees
26. osvteqssuandasusddieeaduesedoeadetedvassadoassdandseseessdsancdauooanedectaess 4 CONTRACT OBJECTIVE Srusi ineur aes nieee 4 SCOPE OF THE CONTRACT 5 Workincluded it the Contract oi 5 WORK CATEGORIES UNDER THE CONTRACT c3s 2 ccscseccsesscsssecdeseccersconsvetdevescenssccensecapesdavdcenssendeveccesdscnssesdene lt depesenvdersspeee 7 WORK CATEGORIES ions EKN OE NEETA ERE A TEE TSE wea 7 COMMUNICATION WITH THE CONTRACTOR secesecosvecsevecevescevccsedcancucecedecssvicdsccestecvceesdcuncdveceessetvevesstvtsceste 9 SINGLE POINT 9 COORDINATION WITH THE AGENCY REPRESENTATIVE 9 FACILITY VISITOR HOG BOOK 9 MAINTENANCE SERVICE MANUAU 9 9 MEETINGSAND REPORTING 10 COMMUNICATION BETWEEN CONTRACTORS ENEE 10 INVOICING 9
27. other contractors Where required the Maintenance Contractor will liaise and work with these other contractors to minimise any disruption to their activities and to the operation of the Facility INVOICING amp PAYMENT PROCESS The invoicing process can be tailored for Agencies however in general the following will apply Work Not Included Elsewhere Callout Facility Allowance Preventive amp Statutory maintenance amp Routine Maintenance works Monthly Invoice to nominated Agency in each contract with details of Items being claimed with Service reports attached for completed works A copy is also be provided to Agency HQ Representative where required Callouts Emergency Response works Monthly Invoice to nominated Agency in each contract with spread sheet of all callout jobs and copies of Service Reports and supporting documents attached Insurance works Monthly Invoice to nominated Agency in each contract with spread sheet of all Insurance jobs and Service Reports attached plus any additional supporting information required by the Agencies managed fund Minor Works Planned works Programmed works One invoice per completed project or program to the Agency requesting the works For larger projects there may be an arrangement for Progress payments which will be agreed prior to commencing works 10 Asset Maintenance Services Contract Guidelines CONTRACTOR PERFORMANCE MONITORING The performance of the Contractor wil
28. split AC systems Central and space heating systems Fire and smoke control systems Fire and smoke detection and alarm systems Fire Extinguishing Equipment Hydrant and associated booster pumps and sprinkler systems Nominated building management systems e Sewer pumps Asset Maintenance Services Contract Guidelines e Gas manifold systems and associated gas lines e Emergency stop buttons Routine Maintenance Service RM Items provided as a once or twice a year service at the agencies discretion Cleaning of roofs gutters and downpipes whole roof area Cleaning of Portable Water storage tanks Easing amp adjustment of doors and Clearing of grated drains and stormwater pits Pest Control Turf maintenance Tree maintenance Callout Emergency Repairs Service including Insurance works where requested e Emergency repairs WH amp S e Insurance e Breakdown repairs Minor Works Project Management amp Construction Agencies may at various times identify Minor Works planned works projects that they want to manage under this engagement These works can be managed and carried out by the contractor Asset Maintenance Services Contract Guidelines WORK CATEGORIES UNDER THE CONTRACT These categories define the different types of maintenance work included in the Contract There are different reporting and payment procedures for each category and the Contractor works on different rates for each category WORK C
29. tion e f the estimated value of any project package is between 30 000 and up to 250 000 the Contractor must obtain a minimum of three written quotations from its subcontractors e lf the estimated value of any project package is over 250 000 the Contractor must call competitive tenders through a tendering process The contractor will be entitled to a management fee to manage and procure these works The management fee is calculated as a of the total cost of the works Scoping of these minor works planned works projects will be either by the Authorised Person from the Agency or the FM Contractor can be engaged to provide this service where required Asset Maintenance Services Contract Guidelines COMMUNICATION WITH THE CONTRACTOR SINGLE POINT OF CONTACT The Contractor will provide a 24 hour a day 7 day a week single contact point Call Centre to all Agency Reps to enable them to make enquiries and report issues The Contractor will provide each Agency Rep with the name telephone fax number and email address of the contact and ensure that these details are kept up to date COORDINATION WITH THE AGENCY REPRESENTATIVE The Contractor will develop a program for the provision of Routine Preventive Statutory maintenance works for each contract region and provide a copy to the nominated Agency Rep The Contractor will also coordinate all maintenance works with the Local Facility Managers to ensure that access is arranged and
30. ts This service is provided 24 7 and operates via a Callout help desk service provided by each of the Ten Head contractors under the contract The callout response service can also be utilised for other General maintenance work types and works outside of the contracted services under this engagement including grounds maintenance Pest control etc Insurance Works For Insurance related Callout works the Contractor will follow Agencies Guidelines for management and cost control of these works and any Treasury Managed fund requirements The contractor may be used to make sites safe and secure as a result of an Insurance related incident The Agency Representative would identify the callout request as insurance related works at the time of making the initial request Minor Works Planned Works Programmed works Minor Planned Works Programmed works is works to rectify replace building and grounds elements to ensure that an asset continues to provide its pre determined service capacity and quality Agencies can choose to engage the contractor to manage the works 7 Asset Maintenance Services Contract Guidelines on their behalf In terms of managing and procuring these works under the contract the contractor will follow the following general Government Procurement guidelines as per maintenance contract requirements e lf the estimated value of any project package is under 30 000 the Contractor will provide a minimum of one written quota
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