Property Services Coordinated Procurement

About

The Property Services Coordinated Procurement (PSCP) Arrangements (the Arrangements) were announced in the 2016-17 Budget, to provide a Whole-of-Australian-Government (WoAG) approach to the delivery of Leasing Services and Facilities Management Services for Commonwealth domestic office accommodation and shopfronts.

The Arrangements are mandatory for all non-corporate Commonwealth entities (NCEs). [i] Corporate Commonwealth Entities (CCEs) may opt into the Arrangements subject to the approval of the Department of Finance (Finance).

The Arrangements exist to optimise the efficiency of property services to the Commonwealth, establish fair, equitable and transparent processes, and maximise the Value for Money that can be achieved by consolidating the Commonwealth’s purchasing power.

There are two parts to the Arrangements:

  • a Strategic Property Adviser (SPA) to develop and maintain a WoAG Leasing Strategy; and
  • Property Service Providers (PSPs) to deliver leasing services and facilities management services to entities.

Roles and Responsibilities

Role

Responsibilities

Strategic Property Adviser

Deloitte Touche Tohmatsu (Deloitte) is the SPA.

  • The SPA's key role is to develop a WoAG Leasing Strategy that will maximise value for money outcomes from strategic planning of the Commonwealth's leased property.
  • This is achieved through better-informed purchasing, including with regard to market conditions, and consolidation of the Commonwealth's leased footprint, where practical.
  • The PSP, when undertaking lease negotiations on behalf of the Commonwealth, will consult and work with the SPA to ensure leases are executed in accordance with the WoAG Leasing Strategy.

Property Service Providers

PSPs are responsible for providing core leasing services and facilities management services to entities and additional services as negotiated. There are three PSPs:

  • Ventia Property Pty Ltd (formerly known as Broadspectrum Property Pty Ltd);
  • Evolve FM Pty Ltd; and
  • Jones Lang LaSalle (JLL) (ACT) Pty Ltd.

Department of Finance (Finance)

Finance manages the Arrangements at a WoAG level, in close consultation with the PSPs and entities.

For the PSPs, Finance will monitor performance across each PSPs portfolio. This includes:

  • WoAG-level contract management;
  • monitoring key performance metrics at an aggregated level;
  • formal performance management, including decisions in relation to applying service level rebates and dispute resolution; and
  • Finance will be the key contact for PSPs, the SPA and entities.

Finance directly manages the SPA in the development, implementation and management of the WoAG Leasing Strategy.

Participating Commonwealth Entities

Commonwealth entities participating in the Arrangements are responsible for managing their engagement with their PSP and directing the PSP’s activities in relation to the entity's property portfolio. Entities' responsibilities in respect of the PSP include:

  • operational management, including providing detail of the services required, monitoring performance, reporting faults (for reactive maintenance jobs) and approving the annual property operating expenses budget;
  • paying for the services received through their PSP, as well as rent;
  • approval and execution (subject to policy requirements) of new leases; and
  • providing feedback to Finance on their PSP's performance.

Services

The PSPs are responsible for the delivery of core (mandatory) leasing services and facilities management services and a range of related additional (non-mandatory) services to entities. The list and description of services available to each entity are the same and to accommodate entities operational requirements, there is flexibility in the delivery of services by PSPs. Core (mandatory) Leasing and Facilities Management services provided by the PSPs include but are not limited to:

Service type

Services included

Leasing Services

  • Lease planning
  • Lease transactions
  • Lease management
  • Management of Green Lease Schedules

Facilities Management Services

  • Facilities management planning
  • Subcontractor procurement and contract management
  • Provision of building services such as cleaning
  • Repairs and maintenance
  • Provision of a help desk

Services supplementary to Leasing and Facilities Management services

  • Reporting (including Australian Government Property Register Reporting)
  • Financial management

PSPs are able to provide a range of non-mandatory services, known as additional services, to entities through the Arrangements. As these services are non-exclusive, entities may purchase these services from any PSP or through providers that are not part of the Arrangements. Under the Arrangements there are two categories of additional services:

Additional Service type

Description

Ongoing

  • Services that are typically provided on an ongoing basis such as management of sub‑tenants (known as Lease (Landlord) Services), provision of spatial management software systems or the provision of an onsite facilities manager.

Transactional

  • Services that are provided for a specific timeframe or project, such as management of a specific capital works project, managing a major relocation or undertaking a heritage assessment.

The three PSPs may undertake procurements to engage vendors to deliver the following subcontracted property services also referred to as downstream contracted services. These include but are not limited to:

Facilities Maintenance Related

Other

  • Cleaning
  • Electrical (incl. Test & Tag)
  • Fire Services
  • Grounds Maintenance / Landscaping
  • Handyman
  • Lift Maintenance
  • Locksmiths
  • Mechanical (HVAC)
  • Pest Control
  • Plumbing
  • Consumables
  • Emergency Management
  • Energy & Utilities
  • Relocation Services
  • Security Services
  • Uninterrupted Power Supply
  • Waste Management

Subcontracting opportunities

Suppliers can register their interest in subcontracting opportunities via the PSPs:

Contact the PSCP Team

For further information about the Arrangements and the services available, please contact: PSCP@finance.gov.au.

AusTender Reporting

Under the Arrangements, entities must report Contract Notices on AusTender for:

  • Management Fees
  • Property Operating Expenditure (POE)
  • Additional Services
  • Leases

Details on the reporting requirements for these activities under the Arrangements is further detailed below. Entities must report contracts on AusTender valued at or above the relevant reporting threshold in accordance with the CPRs. Procurement policy guidance on procurement reporting obligations is available for entities are located at the Resource Management Guide 423 Procurement Publishing and Reporting Obligations .

Entities must use the correct Standing Offer Notice (SON) and Australian Business Number (ABN) when reporting under the Arrangements. Finance has established a SON on AusTender. The relevant details are as follows:

The Arrangements SON ID

SON3460620

PSP

ABN

Ventia Pty Ltd (formerly known as Broadspectrum Property Pty Ltd)

16 618 028 676

Jones Lang LaSalle (ACT) Pty Ltd

69 008 585 260

Evolve FM Pty Ltd

52 605 472 580

As the Arrangements were established through an open tender process, entities should report all services procured through the Arrangements as an 'open tender' and ensure it is linked to the SON (SON3460620).

The elements of the Arrangements are to be reported in accordance with AusTender reporting requirements.

Property Related Reporting Components

Management Fee

Reporting Timeframe

Update

How to report

On transition to the Arrangements

When there is a change to the Management Fee

Entities need to:

  • create a Contract Notice (CN) linked to SON3460620
  • value the CN based on total Management Fees the Entity expects to pay to the PSP from when the Entity enters the Arrangements until the end of the initial term of the Deed (30 June 2021).
  • where the Arrangements are extended, Entities should vary this CN with additional years and increase the contract value to reflect total value.
  • update the total Management Fees at any other point in time during the contract where there is a change in Management Fees above the threshold ($10,000).*

*Entities may choose to make an update where multiple changes under $10,000 cumulatively crosses the threshold.

Property Operating Expenses (pass through costs)

Reporting Timeframe

Update

How to report

Once an Entity has transitioned to the Arrangements

Annually

Entities are required to report on commitments for the period of the Arrangements.

The Arrangements will follow Model B of reporting pass through costs in accordance with RMG-423 .

Entities agree on a POE budget with their PSP annually.

  • Report a new CN within 42 days of agreeing annual POE budget
  • Amend the CN if and when changes are made to the annual POE budget if amendment is above relevant reporting threshold ($10,000).
  • rental expenses must not be included in the annual POE estimate as lease costs are included in lease reporting.

Additional Services

Reporting Timeframe

Update

How to report

On a case-by-case basis, if and when these services are accessed

As required

Only applies to Additional Services purchased from a PSP under the Arrangements. Entities must report Additional Services as necessary within 42 days of engagement, entities will need to:

  • create a new CN linked to SON3460620 for the total value of Additional Services; and
  • if agreement for Additional Services is varied or amended, amend the CN to reflect any additional commitment if amendment is above relevant reporting threshold ($10,000).

Leases

Reporting Timeframe

Update

How to report

As lease transaction occurs

When lease transaction occurs

Under the Arrangements, entities will continue to report leases on AusTender in accordance with the standard processes for procurements of leases. Entities must report leases within 42 days of execution.

Confidentiality – at the WoAG level this is specified in the SON. Entities should only flag confidential information if it forms part of the Entity Details Notice (EDN) or Work Order.

For information about or assistance with AusTender please contacttenders@finance.gov.au.

Glossary

Acronyms

CCE

Corporate Commonwealth entity

PSCP

Property Services Coordinated Procurement

CN

Contract Notice

PSP

Property Service Provider

CPRs

Commonwealth Procurement Rules

SPA

Strategic Property Adviser

Finance

Department of Finance

WoAG

Whole-of-Australian Government

NCE

Non-corporate Commonwealth Entity

Work Package

Group of entities assigned to a PSP under a PSCP Deed

POE

Property Operating Expenses

   

[i] In accordance with paragraph 4.10 of the Commonwealth Procurement Rules (CPRs), the Arrangements are mandatory for all non-corporate Commonwealth Entities (NCEs).


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