Base Engineering Assessment Process


	Defence Estate Quality Management System (DEQMS)

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Version No: 1.0
Issue Date: Feb 12
Review Date: Feb 13

Technical Authority: ASEP
Subject Matter Expert: BEAP

The Defence Estate is ageing and much of its older construction is becoming increasingly unsustainable. This is reflected in the condition of its engineering services and in-ground infrastructure, much of which has deteriorated over time and is seriously degraded. There is considerable uncertainty over the Estate’s ability to effectively support current and future capability and this uncertainty is exacerbated by a lack of detailed information about the current condition, capacity and compliance of the Estate.

This situation has arisen as a result of a history of under-investment in the Estate, the lack of a strategic whole-of-estate approach to development, and a focus on utilising estate reinvestment funding to provide facilities to support new capability, growth and restructuring.

As part of the estate reform stream, a non savings stream of the Strategic Reform Program, Defence Support Group, Infrastructure Division, has initiated Base Development Plans. These plans are intended to be a primary source and reference guide to provide customers and stakeholders with an overview of issues relevant to each base/establishment, whilst at the same time providing guidance for investment. In this regard they assist Defence to meet its stewardship obligations to Government as owner of the estate.

To inform these plans, the Base Engineering Assessments Program will detail the capacity, condition and compliance of in-ground infrastructure at key bases. This includes: ICT and Voice; Electrical; Fuel Farms; Gas; Water (irrigation, fire, etc); Sewer; and Storm Water. The output will contribute to a better understanding of the maintenance and reinvestment liability of each base. As new Base Engineering Assessments are approved, they are published on DEQMS.

Click here for a pdf printable version of the process

Tasks
Phase 1
	Step 1.1 Initiate BEAP Investigation for Base(s) Selected ......• Preliminary BEAP scope identified ......• Draft schedule (internal to Defence) identified ......• BEAP Consultant is appointed
	Step 1.2 BEAP Steering Committee ......• BriefPriorities/expectations of steering committee for project/tranches in scope incorporated into consultancy start up meeting agenda
	Step 1.3 BEAP Consultant Start Up Meeting ......• Defence stakeholders are identified for Base(s) selected ......• Update stakeholder management plan presented at tender, including communications protocols between DBEAP and consultant ......• Confirm scope & schedule ......• Confirm physical & information security arrangements ......• Update risk plan presented at tender
	Step 1.4 Pre-consultation Planning ......• Base start up meeting agenda distributed ......• Screening Questionnaires are sent to relevant Defence stakeholders
	Step 1.5 Base Start Up Meeting ......• Base stakeholders are briefed on key aspects of BEAP activity on base (including schedule, risks, communications & security protocols) ......• Technical and other personnel for technical assessment workshop (subsequent activity) are identified
	Step 1.6 Gather and Analyse Information ......• Technical Assessment workshop(s) are held to review Screening Questionnaire answers ......• Relevant technical reports and information are collected ......• A desktop analysis of available information is completed, including Gap Analysis ......• Preliminary CCC assessments are completed
	Step 1.7 Prepare and Issue Draft Discovery and Desktop (D&D) Reports ......• Compile preliminary CCC assessments ......• Prepare recommendations regarding requirement for physical investigations ......• Conduct QA and submit verified document to BEAP
	Step 1.8 Conduct a Review Workshop with DBEAP ......• A desktop review workshop is conducted with local stakeholders and DBEAP ......• Recommendations for physical investigations are reviewed
	Step 1.9 Issue Final Discovery and Desktop (D&D) Reports ......• Final Discovery and Desktop (D&D) report is issued to DBEAP
Phase 2
	Step 2.1 Plan Physical Investigations ......• Consultant plans physical Investigations in detail based on outcomes of Discovery & Desktop Phase
	Step 2.2 Prepare Phase 2 Proposal ......• Physical Investigation proposal and estimates are prepared and submitted to DBEAP for approval
	Step 2.3 Prepare and Submit Safety & Environmental Approval Documentation ......• Consultant prepares Safety and Environmental Management Plans (SEMP), Environment Clearance Certification (ECC) and Safe Work Method Statements (SWMS)
	Step 2.4 Start Up Meeting with Key Base Stakeholders and Consultant Team ......• Physical Investigation Start Up meetings and site inductions are held
	Step 2.5 Undertake Physical Investigations ......• Contribution Factors (CFs) of Selected Assets are reviewed ......• Physical Investigations of relevant assets are undertaken in accordance with approved SEMP ......• Urgent OH&S remediated as soon as possible ......• Base communications protocols complied with ......• Weekly status reports provided to DBEAP
	Step 2.6 Compile & Submit DRAFT physical inspection phase deliverables ......• Draft physical investigation reports are completed for relevant assets ......• Draft physical investigation reports are reviewed by the Consultant’s QA team ......• Draft physical investigation reports are submitted to DBEAP for review and comment
	Step 2.7 Issue Final Physical Investigation Phase Deliverables ......• Draft physical investigation reports are revised and re-issued as Final Physical Investigation Reports
Phase 3
	Step 3.1 Review individual Asset and Engineering Services Network CCCs ......• BEAP consultant consolidates outcomes of Discovery and Desktop (D&D) and Physical Investigation phases
	Step 3.2 Determine Risk Assessments and Identify Recommended Remediation Activities ......• Risks associated with asset CCC deficiencies are assessed and remedial actions identified.
	Step 3.3 Compile and submit Final Draft CCC Baseline Reports to DBEAP ......• Draft CCC Baseline report is prepared and verified by consultant QA team ......• Report is submitted to DBEAP
	Step 3.4 Present Final Draft CCC Baseline report to DBEAP ......• Draft CCC Baseline report is presented to DBEAP
	Step 3.5 Revise and Reissue Final CCC Baseline Report to DBEAP ......• Agreed amendments are incorporated and verified by consultant QA team. ......• Final CCC Baseline report is submitted to DBEAP.
	Step 3.6 Presentation of Final CCC Baseline report to Base Stakeholders ......• Final CCC Baseline report is presented to local / Base stakeholders
	Step 3.7 Presentation of Final CCC Baseline report to Steering Committee ......• Final CCC Baseline report is presented to steering committee
	Step 3.8 Post Implementation Review at Base ......• Status of implementation of recommendations reviewed at Base within at approximately (3) months after completion of Phase 3