Project Support Service Development Delivery Model...Project Support is a service provided to all...

Project Support Service Development Delivery Model

Initial Release Ver: 2 Dated 22 September 2015

Contents Contents ..........................................................................................................1 Background......................................................................................................1 Principle of Responsibility in Project Support:..................................................3 Overview of Project Support Phases ...............................................................4 Role of EMOS in Project Support:....................................................................7 Role of DSO Staff in Project Support: ..............................................................7 Regional Outputs: ............................................................................................9 Permit Systems Management Responsibilities: .............................................10 Project Support Documentation: ....................................................................10 Annex A EMOS Request for Interim Project Support Services ......................11 Annex B Draft Advice - Permit to Work ..........................................................27 Annex C: Project Support Documentation: ....................................................31 Released by: Marcus Jeffery: Director Estate Planning and Upkeep.

Background

A key target of DSRG is to improve how the Defence Estate is managed and supported. For a number of years now there has been sustained capital investment in the Estate in excess of $1bn per annum. A critical element to the successful delivery of this program is the smooth transition of new work into sustainment.

Project Support is a term used within the DSO Operating Model and Base Services Contract. It describes a holistic approach to the Development, Delivery and Acceptance into service of projects that impact the estate, either physically through changes to the estate or changes to the services provided through the suite of Base Services Contracts. Project Support includes Commissioning and Completion and Handover/ Takeover.

Initial Release Ver: 2 Dated 22 September 2015 Pg: 1 of 33

Figure 1: Yellow Shading represents scope of Project Support activity in the Estate Management Lifecycle.

Project Support is a service provided to all Defence endorsed projects, this paper focuses on supporting Capital Infrastructure and Estate Works Program projects as these are the primary source of project activities on the Estate.

For the purposes of the Project Support service a project is any Defence approved temporary endeavour undertaken to create a unique product, service or result.

The scope of project support includes servicing all Defence Approved Estate Development and Delivery Activities.

Including support to:

- Projects and consultancies delivered through the Estate Works Program;

- Projects delivered through the Major Capital Facilities Program;

- Estate Planning Branch Estate Planning Activities;

- National Estate Appraisal and Assurance Activities;

- Projects delivered by other Contract Authority authorised parties, e.g. CIOG, DMO, external agencies and Unit delivered works;

- Establishing, extending or cessation of property, land or building leases; and

- Interfacing with other service providers in management of joint deeds of responsibility such as airfield and maritime facilities.


Principle of Responsibility in Project Support:

No one area is solely responsible for Project Support. To be successful Project Support requires a collaborative interaction between all stakeholders. Including the Sponsor, the Deliverer, the beneficiary and maintainers or service providers.

The split of responsibility between Contractors and DSO is based on the following structure of estate services under the DSO Operating model and the suite of Base Services Contracts:

EMOS is responsible for day to day management of the estate. They are also DSO’s advisor on Estate management. The purpose for the Project Support function is for EMOS providers to be clearly involved in the provision of technical advice in support of Major Capital Facilities, Estate Maintenance Program and other projects to ensure the following:

- Consistent and timely advice on the operability and maintainability of estate items delivered by the project;

- Smooth transition of newly constructed/changed facilities into service;

- Maintain the operating aspects of the base during project delivery;

- Validate updates to estate, compliance and contract data; and

- Ensure effective determination of NPOC and contract amendments for transition to in-service.

The EMOS provides competent advice to Defence on project matters but as a contractor can not accept deliverables or make decisions on behalf of Defence.

Like the EMOS, Miscellaneous Service Provider Contractors deliver services and advise Defence on MSP contracted services. With regard to project matters while they will be called upon for advice they, like the EMOS, cannot accept deliverables or make decisions on behalf of Defence.

PSM DEPU has responsibility for ongoing maintenance and servicing of new and changed elements of the estate on behalf of DSRG.

DSO staff involved in Project Support includes Region, Base and Product and Service Manager staff.

Regional staff have a delegated role in accepting project deliverables on behalf of DSO. EMOS advises DSO in the exercising of acceptance.

DSO is accountable for assurance reviews and activities. Contractors may be responsible for undertaking these activities on behalf of DSO.


Overview of Project Support Phases

The key phases and processes of Project Development and Delivery within the Project Support scope are as follows:

Estate Strategic Planning. Primarily lead by Infrastructure Division (ID) this process assesses the profile, future footprint and incoming capability for the Estate. ID develops base plans and the initial business cases and timings for any related projects.

Regional Estate Facilities Services (EFS) supports strategic planning on larger sites through the provision of regional and location specific planning advice and information for the development of base plans, undertaken by ID. EFS is responsible for delivery of base plans for smaller sites.

Base Staff may be called upon to provide input into planning activities depending on the type of plan and the value the base could add to the activity. They may also be required to assist in identifying and making introductions to key stakeholders on bases.

Director Estate and Facilities Services (DEFS) or the Regional Director (RD) depending on the nature of the plan would review and act as DSO representative and signatory for acceptance of base plans.

The EMOS provides input to strategic planning processes through the provision of Estate Appraisal (EA) information and advice related to condition, capacity or performance. The EMOS via the Project Support Service may also support onsite activities if required such as escorting and the facilitation of access to areas or equipment.

Estate Investment Development Support to Resident Units: Resident Units may from time to time require assistance to develop investment proposals for Estate related works, for example Sponsor Funded Works or Minor New Works project proposals. In many cases units will need subject matter support to ensure their requirement is adequately articulated and assessed prior to being submitted for further consideration in the approval process.

EFS staff are to provide units with Estate planning, development and compliance advice. In addition as the local Subject Matter Expert they are to provide advice and representation on DSRG Estate management related processes and activities.

EMOS acting as the Estate Manager and working with Regional EFS staff provide support to resident units to aid in their consideration and development of Sponsor funded works or New Works proposals by providing estate maintenance and operations advice on the proposed works.

Estate Works Program Development: Director Estate Works Program Office (DEWPO) is responsible for the development of the Estate Works Program which outlines a rolling three year program of works to be delivered through the Project Delivery Service Providers.


This program includes sponsor funded works, medium facilities projects and Minor New Works but is predominately made up of projects developed through the collation of EA work orders into projects.

EMOS are engaged to ensure EA generated projects are viable and will meet the intended outcome.

EFS are to review the proposed program and project scopes and provide endorsement of the proposed work. The purpose of this involvement is to ensure Regions are fully informed of what work is planned in their areas of responsibility and to enable a structured opportunity for regions to provide input into and influence the program’s development, confirm priorities and packaging of works, advise on opportunities for optimisation and ensure consistency with base plans.

The EMOS develops the EA work orders as part of the EMOS contractual responsibilities to undertake and manage EA on behalf of Defence. The EMOS will be also be engaged where necessary by the EWPO to aid in the establishing the context for work orders and to provide input into the scope of projects and the overall program.

Development Phase. This phase finalises the project’s planning, scoping and design. The phase includes delivering strategic and detailed business cases, detailed design and site selection. This phase is lead by either CFI for Capital Infrastructure projects or EWPO for Estate Works Projects.

DSO, through Regional Estate Facilities Services (EFS), supports the project through provision of planning and site/ regional advice and where appropriate assists in facilitation of stakeholder forums to support development.

The EMOS provides input to Development through provision of Estate information or advice on existing condition, capacity or performance of the current estate and maintainability/ serviceability of proposed designs.

The EMOS will also support onsite activities if required, such as escorting, and the facilitation of access to areas or equipment. This including supporting the provision of permits where applicable.

Delivery Phase. This phase includes tendering and delivery of the project. The Delivery phase is lead by the Project Manager responsible for the Project’s delivery. Project Support focuses on provision of services to aid with the successful delivery of the project.

Support includes assisting preliminary activities related to tendering, project start up, vacation and possession of site, project activity impacts and provision of information and advice to the delivery and project management team. Project Support for this Phase also includes facilitation of changes to Base Services and utilities as a result of project needs or impacts.

DSO staff at regional and base level support this phase through customer engagement, issues resolution and provision of site specific advice and where appropriate progress endorsement on behalf of DSO.


The EMOS provides support through provision of Estate information or technical advice related to condition, capacity or performance and maintainability of proposed designs to DSO staff or the project. The EMOS is to provide advice on the scope, format and scheduling of project information deliverables. The EMOS is to support the creation of new estate records and updates to existing estate records during the delivery phase. The EMOS will also support project activities if required, such as escorting, and the facilitation of access to areas or equipment. Including provision of permits where required.

Through the Management Integration and Coordination (MIC) service, the EMOS is to provide coordination of support for the project, including information management, coordination of existing services and integration with base activities.

The EMOS is to coordinate the preparation of Contract Change Proposals arising from the project, including coordination of requirements for MSP providers.

Commissioning and Completion. This process verifies that the works and all relevant systems, equipment etc. have been installed, are operating correctly and are in accordance with all relevant standards. The Commissioning and Completion process commences during the design phase. Successful commissioning entails engaging all relevant stakeholders involved in the development and delivery of the project and is a condition precedent to Completion of the construction contract.

DSO EFS staff and the EMOS will both be engaged in this process reviewing documentation, designs and proposed equipment types and as appropriate provide advice commensurate with their competency.

Handover/ Takeover. Handover is when the delivery contractor hands the project to the Capital Facilities and Infrastructure (CFI) representative for Capital Works Projects and Estate Works Program Office (EWPO) for Estate Works Program (EMP) projects. This is the formal handover from the contractor to Defence and represents Completion of the delivery contract and the commencement of the Defects Liability Period (DLP).

Regions and the EMOS may be asked to contribute to handover on a case by case basis depending on the nature of the project.

Takeover is when Regional EFS on behalf of DSO accepts the project from CFI for ongoing management and support, EFS are to seek broader input from other DSO PSM’s and Bases as appropriate to inform acceptance.

During this phase EMOS supports EFS and DSO through the provision of advice on compliance, quality matters and confirmation of project information deliverables to inform DSO’s acceptance of project deliverables.

EMOS undertakes necessary actions to ensure all deliverables are incorporated into relevant maintenance schedules and necessary Base Services are in place to service the deliverables and users.


In addition the EMOS manages the reinstatement or commencement of Base Services and utilities to the project deliverables. The EMOS undertakes its due diligence and associated activities to enable commencement of appropriate maintenance and other Base Services.

The EMOS manages Defects Liability Related work and work requests as per Defects Liability Period management agreements.

Project Closure and Post Occupancy Review. Is the process where final assessment of defects and liability is conducted, resolution of outstanding issues is agreed between the deliverer and DSO, any bank or other guarantees are finalised, and post occupancy review may be conducted.

DSO and the EMOS provide advice to the Defence project manager to aid in their assessment of the project and the delivery contractor’s performance.

Role of EMOS in Project Support:

EMOS is the Manager of the Estate and maintainer of Estate information on behalf of DSO. The EMOS has a critical role in Project Support through the provision of advice, support to activities and information management. Annex A provides the Project Support Scope of Work currently in Contract.

An interim survey and quote process has been raised with the EMOS contractors for the scoping of new facilities to collect the required information needed for a CCP to support the new facility. This work includes engaging with other Base Services Contractors such as Access control, Hospitality and Catering.

Role of DSO Staff in Project Support: RD: For their region, the RD is the senior DSO Delegate for acceptance of project Deliverables. This responsibility includes the acceptance of design, scope, siting and hand over.

Based on risk and materiality the RD may delegate responsibility for approvals to subordinate staff however, the RD will still remain accountable.

EFS: The DEFS is to:

act as DSO’s Regional Representative for acceptance for Planning, Development and Project related deliverables;

act as the Estate subject matter expert in the Region, supporting Units and other Regional DSO teams in Estate matters;

review and provide endorsement for Resident Unit generated project proposals (e.g. Sponsor funded works) particularly related to assessment of impacts relating to compliance, planning and development; and

oversee the development of Commissioning including development of NPOC and CCP submissions to ensure completeness.


Based on risk and materiality the DEFS may delegate responsibility for approvals to subordinate staff however, the DEFS will still remain accountable.

As an organisation, EFS is to:

provide estate related input related to DSO Products and Services, local conditions and sustainability to projects or planning activities;

ensure the quality of the Region’s support to the Estate Maintenance Life Cycle and Project Development and delivery activity;

EFS maintains information in support of strategic estate planning and property management;

assure regional information sources managed by the EMOS and MSP’s used to support these activities; and

undertake ongoing Estate assurance assessments related to project deliverables and EMOS/MSP service delivery.

Base Staff:

Base Staff as part of their coordination and planning role are to:

act as the DSO representatives for the management of project interactions with Base Operations;

support site visits from parties associated with the conduct of project activity, including inductions and facilitation of access to or introductions to Resident Units;

act as DSO representatives for approval of Base operational considerations;

provide specific advice on local conditions and constraints related to Base Operation;

attend meetings and workshops to provide advice and input and maintain situational awareness of base plans and future developments; and

undertake ongoing base support and operations assurance assessment related to project deliverables and EMOS/MSP service delivery.

Product & Services Manager (PSM):

In accordance with the scope of the relevant product, the DSO Product and Service Manager is to:

provide PSM subject matter advice to assist planning decisions including providing specific service information and advice on PSM conditions or developments that may impact maintainability or fitness of deliverables;

undertake impact assessments and provide advice on proposed projects and / or changes to services;


provide consideration and endorsement of project elements if required;

authorise changes to products arising from projects and facilitate the implementation of changes to products as required;

authorise transfer actions and provide authority to MSP or EMOS as required; and

undertake ongoing PSM assurance assessments related to project deliverables and EMOS/MSP service delivery.

Regional Outputs:

EFS Outputs:

In undertaking their role in Project Support EFS staff will be required to provide the following outputs:

- Undertake review and provide written comment on documentation e.g. plans, designs, business cases etc.

- Provide regional input to development of base plans

- Provide regional planning information to inform project decisions.

- Work with stakeholders, particularly the EMOS, to maintain information sources and records to ensure information integrity including Data Assurance.

- Prepare for, attend and contribute to project workshops, site visits and meetings.

- Undertake assurance reviews and activities including document reviews, site inspections and provide written responses on findings.

- Undertake compliance assurance assessments.

- Oversee input to ensure completeness of Commissioning deliverables including NPOC and CCP submissions.

Base Staff Outputs:

In undertaking their role in Project Support Base staff will be required to provide the following outputs:

- Support EFS in the review of documentation e.g. plans, designs, business cases etc by providing advice on base operations and context.

- Provide Base specific information to inform project decisions and outcomes.

- Work with stakeholders, particularly the EMOS and Resident Units, to support project activities and minimise project activity impacts on Base operations or capability.


- Prepare for, attend and contribute to project workshops, site visits and meetings.

- Undertake assurance assessments and review activities including document reviews, site inspections and provide written responses on findings.

Permit Systems Management Responsibilities:

The principles of Permit Systems management in Project support is the person undertaking the work is responsible for operating its own effective permit system that meets the requirements of legislation. Annex B provides greater detail on the proposed responsibilities of parties in permit management.

EMOS is not expected to issue permits to third parties doing work as they do not have management control of the work. EMOS is required to upon request provide information to inform the issuing of a permit.

DSO PSM’s or responsible Defence Project Manager (eg ID, CIO) who manage contractors or undertake works that require Permit Systems, must undertake an assurance process that includes validation of permit systems used by contractors or sub contractors on behalf of Defence. The project or contractor undertaking the work is responsible for the issuing of permits unless it is an area where there is an Operating Authority as described later.

Project Support Documentation:

As project delivery and handover requires clear engagement with stakeholders it is critical that key records of decisions and progress are kept. Annex C is provided to give context to the likely documents to be used with project support. The key documents used in the provision of the service are:

- Project Support Requirement

- Project Support Quote

- Project Management Register/ Report

- Estate Data Tool

- Equipment Inspection Report

- DLP Maintenance Schedule

- Commissioning Check List (Inc HOTO)

The table in Annex C outlines details on each document including purpose, responsibilities and duration of document’s use.


Annex A EMOS Request for Interim Project Support Services

The following is an excerpt from the request sent to EMOS contractors to scope up a Project Support Service. This request was for an interim service while a final agreed approach was developed.

Request for Proposals – Provision of Interim Project Support Services

References:

A. Contract between the Commonwealth of Australia represented by the Department of Defence (the “Commonwealth”) and XXXX

Defence is currently considering inclusion of Project Support at Reference A.

Project Support is a term used within the DSO Operating Model and Base Services Contract. It describes a holistic approach to the development, delivery and acceptance into service of projects that impact the estate, either physically through changes to the estate, or by establishing a requirement to change the services provided through the suite of Base Services Contracts.

Project Support is a service provided to all Defence endorsed projects; Capital Facilities & Infrastructure and Estate Works Program projects are the primary source of project activities to be supported by this service.

No one area or contractor is solely responsible for Project Support. To be successful Project Support requires a collaborative interaction between all stakeholders including:

- the sponsor;

- the deliverer;

- the beneficiary; and

- maintainers or service providers.

Historically the transition from works project to in-service support has been an area of unacceptable performance. Improving the commissioning and handover process is a key element of the Estate Reform agenda and is the underlying reason for inclusion of the Project Support function in Estate Maintenance and Operation Services (EMOS) management Integration and Coordination (MIC) service line.

Quantifying Project Support to a point where it can be readily forecast and allow for contractors to price is an ongoing challenge with the originally tendered provision of Project Support being deferred to post contract signature.

To clarify and develop a sustainable solution, the Director of Estate Planning and Upkeep (DEPU) has worked with Contractor representatives to better define the scope of Project Support and develop a solution with industry and key Defence stakeholders that is acceptable to and practical for all parties.


This work is near completion however there is an immediate need for an interim approach for Estate Maintenance and Operations Services (EMOS) to provide Project Support Services. Enclosures 1 and 2 detail the scope and preferred pricing model for an interim approach.

You are requested to provide a costed and innovative proposal for delivery of an interim project support solution.

In your response you are asked to:

- provide a detailed service delivery methodology for Project Support Services;

- confirm against Enclosure 3 the deliverables to be included in a fixed monthly fee and those to be charged as a requested service based on either a labour or task rate;

- provide a proposed pricing structure for the services;

o use Enclosure 3 as a guide to provide detail on how requested services would be serviced. Particularly provide detail on the units of measure to be used for requested services and the minimum number of units for a service. For example a service unit could be per task or per hour and some services may incur a minimum call out time or effort.

o confirm where hourly rates are proposed that existing EMOS price schedules will be used.

- estimate time to mobilise for the delivery of the proposed services and your earliest possible commencement date.

Please note that this is an interim service request to be used until a final solution for Project Support Services can be agreed and implemented as part of Reference A. As such fixed fee services must be considered as a non ongoing monthly fee.

Payment will be made via the BSR survey and quote process using a pricing structure similar to the draft provided at Enclosure 3.


The point of contact on this matter is Marcus Jeffery, contactable on 0408027507 and [email protected] .

This is a critical service requirement therefore you are requested to provide your response to [email protected] by NLT COB 4 February 2015. [Note: extension provided to COB 11 Feb 2015]

Yours sincerely,

Dana Reddy Director Contract Governance Defence Support Northern NSW

Enclosures:

1. Interim Project Support Service Scope ‘Whole of Service Management’

2. Interim Project Support Service Scope ‘Project Specific Support’

3. Draft Pricing Model


mailto:[email protected]

mailto:[email protected]

Enclosure 1 to Annex A EMOS Request for Interim Project Support Services

Interim Project Support Service Scope:

Service Management

Preferred Pricing Model

Fixed monthly fee

Element 1: Whole of Service Management

Purpose:

Establish an interim capacity in the Estate Maintenance and Operations Support (EMOS) contract to manage the provision of Project Support Services pending the establishment of a permanent service solution.

Requirement includes establishing a primary point of contact and relationship manager for the service that will work with both Defence Support Operations Division (DSO) representatives and Project stakeholders to resolve provision of services.

Deliverables:

1. Coordination of Service for whole of EMOS Contract

2. Monitor Estate Project Delivery Programs (Capital Facilities & Infrastructure (CFI)/ Estate Works Program Office (EWPO)) to understand program trends and inform EMOS planning for future Project Support requirements and service solutions.

3. Produce responses for Project Support service requests. (E.g. Quotes)

4. Manage service performance and provide performance reporting to Directorate of Estate Planning and Upkeep (DEPU).

5. Maintain relationships with key service stakeholders, e.g.:

a. DEPU (DSO Lead for the Project Support Service)

b. CFI

c. EPWO

d. Regional DSO

e. PDS

f. NPS

g. Other MSPs

h. PSM's


6. Quality Control of service and submissions to Defence for deliverables e.g.

a. Quotes

b. Design reviews

c. EMOS advice

d. CCP submissions

e. DLP strategies

f. Acceptance Advice

7. Primary liaison to work with DEPU for the development of the permanent service delivery model.

8. Manage Defect generated works requests through the BSSC

9. Track Defect correction performance

Element 2: On Base Service Management

Purpose

Acting as the Estate Manager and working with Regional EFS staff provide support to resident units to aid in their consideration and development of Sponsor funded works or New Works proposals. In addition provide basic support to projects Requests for Information.

Deliverables:

1. Provide support to aid in the development of Estate Investment Requests or Business cases, including:

a. Advice on process

b. Validation of initial cost estimates (+/- 50%)

c. Validation of feasibility of proposal, including:

I. Operational and site Impacts

II. Services and utilities impacts

III. Supportability

2. Provide advice to the Estate Works Program on resident generated project proposals.

3. Maintain awareness of Project activities, both planned and underway, at Bases to enable EMOS to provide holistic advice.

4. Provide advice on strategic impacts at bases (As per EA requirement).


5. Maintain relationships with Regional EFS and DSO Base staff to support delivery of service.

6. Support to simple (e.g. minimal effort, readily available, low volume) Requests for Information (RFI), including the provision of:

a. Base Maps

b. Building Plans

c. Maintenance Specifications and records

d. Services location plans

e. Information recorded as required by EMOS Contract. E.g as identified in the Estate Upkeep Service Definition Table.

7. Provide advice on local and industry conditions

Duration of Service requirement:

Defence wishes to establish a permanent Project Support solution as soon as possible. Duration of the interim approach is dependant on the agreement and implementation of a permanent service solution into the EMOS contract. The deliverables outlined in the interim capability are consistent with the requirements of the permanent solution though the pricing methodology may differ.



Interim Project Support Scope:

Project Specific Support:

Pricing Model

Activity based reimbursable fee Services to be priced by an appropriate EMOS Project Support Service schedule. Work is only reimbursable where the effort is beyond what should be provided as part of ‘On Base Service Management’ Project Support Service fixed fee or any other EMOS fixed fee element.

Scope of support is project specific to be negotiated directly with projects and provided to DEPU as a Survey & Quote.

Quotes for services to be submitted using the BSR quote form. Invoices for payment must include a breakdown as follows for each service rendered:

- Activities/ Tasks completed (Scheduled Items to be developed).

- Dates

- Units of measure and cost per unit being billed (e.g. hours @ $X per hour, site visit @ $X per visit etc)

- Total units provided and total cost of service for that invoice

Enclosure 3 provides guidance on proposed pricing structure for invoicing. Please note that this structure is not yet approved for use and may change.

Project sponsors will be invited to validate receipt of the services prior to DEPU processing payment.

Purpose:

Provide critical Project Support Services to current projects pending the establishment of a permanent service solution.

Provide specific services as requested by the project or DSO and approved by DEPU.

Deliverables:

Support Estate Works Program Development

1. Support to National Program Service and Director Estate Works Program to aid in their consideration and development of Estate Works Program (EWP) Project proposals.

2. Provide support to aid in the development of Estate Appraisal generated projects and programs, including:

a. Advice on deliverables and delivery schedules

b. Validation of initial cost estimates (+/- 50%)


c. Validation of feasibility of project proposal, including:

I. Operational and site Impacts

II. Services and utilities impacts

III. Supportability

3. Review of EWP Program schedules.

4. Review of project and program Deliverable performance.

Note: Reimbursables for this deliverable will only be considered where the work is outside the scope of the Estate Appraisal deliverable detailed in the MIC Scope.

Support Site Visits

5. Provide site specific support to projects during initial Development and Delivery. Requirements change as project matures.

6. Provide Escorts:

a. Non technical (Does not provide technical input into activity (may be provided by MSP))

b. Technical (Provides EMOS technical input e.g. detailed advice on services being inspected by a project.)

7. Provide Access to EMOS controlled areas.

8. Provide inductions to EMOS controlled areas.

9. Provide Permits to work (EMOS controlled areas).

10. Provide advice and information to contractors to inform their permits.

11. Provide site specific information (e.g. locations and stakeholders or POC’s).

12. Coordinate MSP engagement to support site visit.

Provide Information or Advice

13. Advice and Information provided by the EMOS will be used to inform project planning, Design and Defence endorsement or Acceptance of project deliverables.

Provide Information:

14. Providing information is considered as facilitating access to existing data or information with minimal provision of advice related to the content. Provision can include the EMOS collating and providing or providing access to required information. Support includes provision of information:


a. From DEIS or contractor systems, including:

i. Maps and Drawings

ii. Maintenance records

iii. Operating Manuals

iv. Compliance records

v. Contamination and Hazards records

b. On Base activities and operations.

c. To support provision of permits, commissioning, certifications or approvals to operate.

Provide Advice:

15. Providing Advice is where the EMOS provides professional or expert opinion on a subject that will influence the project or Defence. Support includes providing advice:

a. As Maintainer or operator (including where acting as the Authority) -

i. on maintainability and sustainability of existing assets

ii. on condition, performance and capacity of existing assets

iii. on maintainability and sustainability of proposed design solutions

iv. as operator on usability of proposed designs

v. review of proposed designs and equipment to advise Defence on potential compliance issues

vi. impacts of proposed dispensations, including cost and operational impacts

vii. cost and resource impacts of proposed designs

viii. on project plans and schedules

ix. on Handover and Commissioning Plans developed at various stages in the project, including the schedule for supply of data deliverables including estate data, manuals, site plans and drawings, throughout the various stages of the project

b. To support the identification and operation of site constraints in support of the delivery of the project.


Support Delivery:

16. Support the day to day interactions and activities related to the project, including:

a. Support the management and operation of site constraints applicable to the delivery of the project.

b. Support and/or Manage project possession of site.

c. Support project access to site.

d. Coordination of interruption of services as required by the project.

e. Work with project to resolve operational impacts and issues.

f. Coordinate MSP activities in relation to project operations.

g. Assist or coordinate changes of services and utilities related to the project’s activities. Including new, cessation and resumption.

Support Commissioning and Acceptance into Service:

17. Support the transition of the project deliverables into service. Including provision of EMOS and MSP services to the deliverables.

18. Attend commissioning activities, including Design development and review workshops and site inspections.

a. To assess serviceability, quality, maintainability and compliance.

b. To resolve acceptance issues.

c. To assist in assessment of potential compliance and safety issues.

19. Attend handover/ takeover (HO/TO) related activities, including:

a. site familiarisation;

b. deliverable inspection and acceptance; and

c. training to enable maintenance or operation of deliverables.

20. Assess compliance documentation for accuracy and completeness.

21. Provide recommendations on approaches to resolve acceptance issues.

22. Assess defects and advise on defect correction strategies.

23. Provide advice on solutions for interim management of acceptance issues and defects.

24. Assist or coordinate changes of services and utilities related to the project’s. Deliverables. Including new, cessation and resumption.

25. Integrate deliverables into maintenance and servicing schedules including post Defects Liability Period.


Support Defect Corrections Management:

26. Support the management of Defects associated with projects during the Defect Liability Period (DLP).

27. Manage Defect rectifications per Project/ EMOS agreements

Support Post Occupancy Evaluation

28. Participate in Post Occupancy Evaluation as Maintainer or operator (including where acting as the Authority) advising:

a. on maintainability and sustainability of deliverables;

b. on Condition, performance and capacity of deliverables;

c. on maintainability and sustainability of deliverables;

d. as operator on usability of deliverables;

e. compliance of deliverables;

f. impact of dispensations, including cost and operational impacts;

g. cost and resource impacts of deliverables

Support Information and Data Management:

29. Management of the data produced by the project into Defence Estate Information Systems (DEIS) or contractor systems. Includes management of hard and soft copy information deliverables.

30. Validate project delivered information as EMOS provider to ensure suitability and completeness for managing the estate.

31. Accept and upload into the DEIS the initially supplied and/or updated information deliverables including - data, compliance and maintenance requirements, drawings and spatial data.

32. Provide advice on Defence data information deliverable requirements.

33. Work with project delivery agent and Defence to rectify deficiencies and facilitate corrections.

Support EMOS/MSP Contract Change Process:

34. Work with the project to facilitate the development of Contract Change Proposals (CCP’s) for projects.

35. Develop Interim CCP (expected to commence at completion of design phase or commencement of delivery phase), including:

a. Review of relevant details (e.g. levels and spaces, Fixed Plant and Equipment) for costing and servicing of interim requirements.

b. Facilitate MSP input to costing and service solutions.

c. Initiate delivery of services from acceptance into service date, pending CCP resolution.



36. Develop final CCP:

a. Review relevant details (e.g. levels and spaces, Fixed Plant and Equipment) for costing and servicing of new assets, including Net Personnel Operating Cost (NPOC) calculations.

b. Provide amended CCP as and if required.

Duration of Service requirement:

37. Defence intends to establish a permanent Project Support solution as soon as possible. Duration of the interim approach is dependant on the agreement and implementation of a permanent service solution into the EMOS contract. The deliverables outlined in Annex A are consistent with the requirements of the permanent service solution though the pricing methodology may differ.


INV CODE SERVICE ACTIVITIES / TASK EUSUP01 Whole of Service Management EUSUP01-1 Whole of Service Management Coordination of Service for whole of EMOS Contract

Monitor Estate Project Delivery Programs (Capital Facilities & Infrastructure (CFI)/ Estate Works Program Office (EWPO)) to understand program trends and inform EMOS planning for future Project Support requirements and service solutions.

Produce responses for Project Support service requests. (E.g. Quotes)

Manage service performance and provide performance reporting to Directorate of Estate Planning and Upkeep (DEPU).

Maintain relationships with key service stakeholders. Quality Control of service and submissions to Defence for deliverables

Primary liaison to work with DEPU for the development of the permanent service delivery model. Manage Defect generated works requests through the BSSC

Track Defect correction performance


EUSUP02 On Base Service Management EUSUP02-1 On Base Service Management Provide support to aid in the development of Estate

Investment Requests or Business cases. Provide advice to the Estate Works Program on resident

generated project proposals. Maintain awareness of Project activities, planned and

underway, at Bases to enable EMOS to provide holistic advice.

Provide advice on strategic impacts at bases (As per EA requirement).

Maintain relationships with Regional EFS and DSO Base staff to support delivery of service.

Support to simple (e.g. minimal effort, readily available, low volume) Requests for Information (RFI).

EUSUP03 Support Estate Works Program Development

EUSUP03-1

Provide support to aid in the development of Estate Appraisal generated projects and programs

EUSUP03-2 Review of project and program Deliverable performance EUSUP03-3 Review of EWP Program schedules EUSUP03-0 Other EUSUP04 Support Site Visits EUSUP04-1 Provide Escorts Non technical EUSUP04-2 Provide Escorts Technical

EUSUP04-3 Provide Access to controlled areas (includes all access

requirements, e.g. inductions) EUSUP04-4 Issue Permit to work


EUSUP04-5 Provide advice and information to contractors to inform

their permits EUSUP04-6 Coordinate MSP engagement to support visit EUSUP04-0 Other EUSUP05 Provide Information EUSUP05-1 Provide information from DEIS or contractor systems

EUSUP05-2 Provide information on Base activities, operations and site

information

EUSUP05-3 Provide support to provision of permits, commissioning,

certifications or approvals to operate

EUSUP05-0 Other

EUSUP06 Provide Advice EUSUP06-1 Provide advice on Document Reviews

EUSUP06-2 Provide advice on Estate under management (e.g.

condition, capacity, performance & operational constraints)

EUSUP06-0 Other

EUSUP07 Support Delivery EUSUP07-1 Attend Project operational meetings

EUSUP07-2 Provide EMOS Services to Project (e.g. work required to

support project activities)

EUSUP07-0 Other

EUSUP08 Support Commissioning and Acceptance into Service

EUSUP08-1 Attend commissioning activities, including Design

development and review workshops and site inspections



EUSUP08-2 Attend handover/ takeover related activities, including

defect and defect correction strategies EUSUP08-0 Other

EUSUP09-1 Manage Defect rectifications per Project/ EMOS

agreements EUSUP09-0 Other EUSUP10 Support Post Occupancy Evaluation EUSUP10-1 Participate in Post Occupancy Activities EUSUP10-0 Other EUSUP11 Support Information and Data Management

EUSUP11-1 Validate project delivered information as EMOS to ensure

suitability and completeness for managing the estate.

EUSUP11-2

Accept and upload into the DEIS of initially supplied and / or updated information deliverables including data, compliance and maintenance requirements, drawings and spatial data;

EUSUP11-3 Provide advice on Defence data/ information deliverable

requirements

EUSUP11-4 Work with projects and Defence to rectify deficiencies and

facilitate corrections. EUSUP11-0 Other

EUSUP12 Support EMOS/ MSP Contract Change Process

EUSUP12-1

Develop Interim CCP (expected to commence at completion of design phase or commencement of delivery phase)

EUSUP12-2 Develop final CCP EUSUP12-0 Other

Annex B Draft Advice - Permit to Work

Permit Systems Overview

A Permit to Work system is a formalised process to control work and access to specific areas and is designed to eliminate or control risk as far as reasonably practicable. The written system is used to control certain types of work or work areas that are potentially hazardous by introducing a risk managed approach consisting of assessment, control and monitoring. The permit system establishes a means of effective communication between all parties involved in the proposed work.

The process provides an authority to proceed with works only after risk associated with the work/s has been assessed, safe procedures defined and all stakeholders are satisfied that risk has been effectively controlled.

The person with direct control over the work (Person conducting a Business Undertaking (PCBU)) is responsible for the assessment and issuing of permits. Responsibility for issuing permits can not be delegated to a party not directly managing or undertaking the work.

Defence require all parties, including Defence units and contractors, undertaking potentially hazardous work on the Defence Estate to operate their own Permit Systems that adequately address requirements mandated by law or defined in relevant Defence policy, codes of practice and Australian Standards.

Examples of work requiring permit systems, include excavation, penetration, hot work, confined space, High Voltage access, radiation (RADHAZ advice), working at heights. Roles and Responsibilities Estate Maintenance Operations Services Contractors (EMOS) Where high risk work activity is managed by the EMOS contractor, or its sub contractors, it shall be the EMOS responsibility to prepare, assess and issue its own permit to work. In support of other parties’ permit management systems the EMOS contractor is required to provide information and advice to inform the party to enable the development, assessment and issuing of permits. This information includes that specifically asked for by the party and additional advice on other factors known by the EMOS that may influence the conduct of the work e.g. Heritage Management Plans, Environmental and Operational restrictions. The EMOS undertakes responsibilities as the Manager of the Estate on behalf of DSO. In the interests of sustaining the estate, maintaining Base operations and security the EMOS is authorised to seek further details from requestors prior to providing Estate information to confirm the intent of the work and scope of the work and the requestor’s authority to obtain the information.


The EMOS is not expected to issue permits for others undertaking work on the Defence Estate unless they are the designated authority or controller of a particular site. The EMOS are required to manage a robust permit system for their own employees and subcontractors. Requests for Information may come from Defence personnel, consultants or contractors undertaking Defence works. Requests will be presented as per the ‘Request for Information’ process at Annex A. Project Delivery Services (PDS) The PDS is not expected to directly undertake works requiring permits. However, contractors undertaking high risk work activity will be managed or programmed by the PDS. It shall be the PDS responsibility to ensure contractors under management have effective Permit Systems and appropriate assurance is undertaken by the PDS to ensure that permits are issued appropriately. Project Delivery Contractors (Including Consultants) Where high risk work activity is managed by Contractors, or their sub contractors, engaged by Defence to deliver projects it shall be the prime/ head contractor’s responsibility to ensure appropriate permit systems are in place and used. Unless the EMOS is the authority or controller of a site the EMOS is not obliged to issue permits on behalf of a project delivery contractor. Contractors delivering projects may need to engage the EMOS for information when issuing a permit. In these cases the contractor is to lodge a ‘Request for Information’ service request with the EMOS Base Services Support Centre, as per Annex A. The EMOS undertakes responsibilities as the Manager of the Estate on behalf of DSO. In the interests of maintaining Base operations and security the EMOS is authorised to seek further details from contractors prior to providing Estate information to confirm the purpose and scope of work and the contractor’s authority to obtain the information. The project may incur a cost for the provision of information depending on the requirement and effort required by the EMOS to service the request. National Program Service (NPS) The NPS is not expected to directly undertake works requiring permits and contractors undertaking high risk work activity will be managed or programmed by the PDS. It shall be the NPS responsibility to undertake appropriate assurance to ensure contractors under PDS management have effective Permit Systems and that permits are issued appropriately.



Defence Where high risk work activity is being managed by a Defence Unit, it shall be the Units responsibility to prepare the permit to work. The Unit may need to engage the EMOS for information when issuing a permit. In these cases the Unit is to lodge a ‘Request for Information’ service request with the EMOS Base Services Support Centre, as per Annex A. In the interests of maintaining Base operations the EMOS is authorised to seek further details from a Unit proposing to undertake work to confirm the scope of work and determine what information may be necessary to inform the development of the permit to work. In the interests of ensuring a safe estate the EMOS may also undertake an assessment of the Permit Authority’s competency to issue the permit prior to providing information and provide advice to the Defence point of contact for the project as appropriate. Enclosures Enclosure A: Request for Information – Process Flow Chart

Enclosure 1 Annex B DRAFT ADVICE - PERMIT TO WORK


Annex C: Project Support Documentation: Document Project Support Requirement Project Support Quote Estate Data Tool

Purpose: The purpose of this Requirement is to provide a structured outline of a Project’s requirements for project’s Support. It provides a scope for Project Support Quote (EMOS) and for MSP’s and Regions to prepare to support the project.

Based on Project Support Requirement Provides a structured outline of the EMOS’s proposed fees and approach to meeting a Project’s requirements for project’s Support. Developed in accordance with Project Support CCP Scope and Fee structure. Includes input from MSP and Regional services.

Project Deliverable Template provided by Defence to facilitate the supply of updates to Defence estate data from various sources including works projects and consultancies. This tool is used by the project to provide data to the EMOS for creation of new records of estate data and updates to existing estate data. The estate data tool identifies which attributes are applicable for each estate class. The data provided informs the scope for EMOS and MSP’s to prepare CCP’s for provision of in service support.

Originated by:

Project EMOS Project

Input by: Regional EFS, Base Staff, and EMOS.

Regional EFS, Base Staff, and Project.

Regional EFS, Base Staff, and EMOS.

Assured by: Project EMOS (For inclusion of Project Support services deemed mandatory)

Regional EFS, Estate Planning and Upkeep PSM for adherence to Project Support scope and pricing model.

Project EMOS Regional EFS

Frequency At project Commencement and reviewed and updated if required during project delivery.

At project Commencement and reviewed and updated if required during project delivery

At project Commencement and reviewed and updated during project delivery in accordance with the schedule for project information deliverables. At a minimum this should be at project start and during Commissioning and Handover/Takeover

Duration Whole of Project including DLP. Whole of Project including DLP Whole of Project including DLP.

Format Spreadsheet as per agreed Project Quote Format

Spreadsheet as per agreed Project Quote Format

Spreadsheet as per DEQMS

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Document Equipment Inspection Report Project Management Register/ Report

Purpose: Complete list of new equipment, extracted from estate data provided by the project. Equipment values recorded. Inc; Make, Model, Asset ID given/recorded, Serial No's and Locations etc Recording of defects and resolutions Ensure all warranties are recorded & if appropriate novated Source for production of Scope for Contract Change Proposals for FP&E

The purpose of this register/ report is to provide a formal & structured update of the status of all Projects of Significance as the transition from development through delivery & DLP (Regions/ EMOS/ MSP point of view on Project). Documentation status (to ensure all documentation has been acquired by the region/ EMOS contractor in correct formats & complete) Record of RDM or Equivalent production progress Record of Contractor/ Regional engagement in design and delivery components (formalised) Record of project issue management, escalation & resolution. Including outstanding Defects.

Originated by:

Project EMOS

Input by: Project EMOS Regional EFS

Regional EFS, Base Staff, and EMOS.

Assured by: EMOS, Accepted into service by Regional EFS

Regional EFS, Estate Planning and Upkeep PSM for adherence to Project Support scope and issues resolution support

Frequency Ongoing updates by project as equipment is brought into service EMOS to review as appropriate to manage awareness to advise DSO on acceptance

Reviewed and updated if required Fortnightly

Duration Ideal is to be finalised by handover. Must be completed prior to completion of DLP & EMOS take on through contract. Whole of Project including DLP.

Whole of Project including DLP

Format Spreadsheet populated from Estate Data Tool Spreadsheet

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Document Defects Liability Period (DLP) Maintenance Schedule Commissioning Check List (HOTO)

Purpose: Informed by the Equipment Inspection Record Project to confirm a formal maintenance schedule is in place & equipment is being serviced whilst in DLP. Provides EMOS with information required to manage and monitor the DLP Ensure all warranties are recorded & contact/ management details are provided Informs production of Scope for Contract Change Proposals for FP&E

Formal record of sign off from Stakeholders. Ensure by sign off all documentation (drawings manuals dispensations etc) and handovers (training, inspections, inductions etc) have occurred. Initial record of project issues and non acceptances. Including approach to management, escalation & resolution.

Originated by:

Project EMOS

Input by: Project EMOS

EMOS Regional EFS, Project and Base Staff,.

Assured by: EMOS, Regional EFS Estate Upkeep PSM.

Regional EFS,

Frequency Prior to completion of Handover / Takeover with region Ongoing updates by project as equipment is brought into service EMOS to review as appropriate to manage awareness to advise DSO on acceptance.

Once for each handover.

Duration Ideal is to be finalised by handover. Must be completed prior to completion of DLP & EMOS take on through contract. Whole of Project including DLP.

Conducted during Project/ Deliverable Hand Over

Format Spreadsheet populated from Estate Data Tool. Conducted during Project/ Deliverable Hand Over

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