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 shop fronts.
The Arrangements are mandatory for all non-corporate Commonwealth entities (NCEs). Corporate Commonwealth Entities (CCEs) may opt into the Arrangements subject to the approval of the Department of Finance (Finance).
Roles and 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 (PSP)
PSPs are responsible for providing core leasing services and facilities management services to entities and additional services as negotiated. There are three PSPs:
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:
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:
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:
Facilities Management Services
Services supplementary to Leasing and Facilities Management services
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
|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.
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
Under the Arrangements, entities must report Contract Notices on AusTender for:
- Management Fees
- Property Operating Expenditure (POE)
- Additional Services
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
|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.
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 contact email@example.com.
Property Related Reporting Components
|How to report
|On transition to the Arrangements
|When there is a change to the Management Fee
Entities need to:
* Entities may choose to make an update where multiple changes under $10,000 cumulatively crosses the threshold.
|Property Operating Expenses (pass through costs)
|Once an Entity has transitioned to the Arrangements
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 .
Rental expenses must not be included in the annual POE estimate as lease costs are included in lease reporting.
|On a case-by-case basis, if and when these services are accessed
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:
|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.