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Defence Estate Quality Management System (DEQMS) BSI Certification

Acquisition - Deliver

Compulsory

Activity - Engagement of Legal Provider/Services

  • Project Officer sends an email to Defence Legal requesting the appointment of a lawyer from the legal panel to:
    • Review the Draft Pre-Acquisition Declaration (PAD) and lodge with the Land Titles Office;
    • Arrange conveyance and settlement of the transaction;
    • Assist Defence with the transfer of funds to the Legal Panel member’s trust account for exchange and settlement purposes;
    • Following settlement arrange for transfer documentation to be lodged and Certificates of Title to be issued in the name of the Commonwealth of Australia;
    • Notify the relevant authorities of the transfer of ownership; and
    • Provide advice as required regarding the contract and the process.
  • Project Officer informs Property Services Contractor of the engagement of a legal panel member and provides contact details.

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  • Project Officer records the details associated withe the procurement of the Legal Services - the details include lawyer’s name, contact details and legal firm name and cost for the purchase order key dates. Any other details are recorded at the discretion of the Project Officer and are captured under the Time Management section of the Acquisition Management Plan.
  • Defence Legal raises a purchase order for these services.
  • Note: The Defence Legal costs do not form part of the project budget.

Activity - Create and Manage the Acquisition Strategy and Prepare Draft Pre-Acquisition Declaration (PAD) for DoF

  • Project Officer prepares approval documentation (acquisition strategy and PAD). Either:
    • Standard approach – letter from Assistant Secretary, Property Management to the appropriate delegate in DoF; or
    • Ministerial Submission, determined on a case by case basis.
  • Property Services Contractor prepares a Draft Pre-Acquisition Declaration (PAD) which is attached to the acquisition strategy.

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  • Project Officer records the preparation of the Strategy and PAD, any other details are recorded at the discretion of the Project Officer and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Submit Acquisition Strategy and PAD to ASPM for endorsement

  • DPAMNT submits the Acquisition Strategy, and required documentation, for ASPM endorsement.
    • A physical signature required.

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  • Project Officer records the endorsement of the Strategy and PAD by ASPM, any other details are recorded at the discretion of the Project Officer and are captured under the Time Management section of the Acquisition Management Plan.
  • Project Officer may attach endorsed Acquisition Strategy and PAD to the Project record.

Activity - Acquisition Strategy and PAD submitted for DoF for endorsement/approval

  • DPAMNT forwards its strategy signed by the ASPM to DoF, or Minister as determined on a case-by-case basis, with the following attachments for approval and endorsement:
    • Draft PAD; and
    • Valuation report.

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  • There is a Defence SAP Task for the recording of endorsement by DoF of the Strategy and PAD, any other details are recorded at the discretion of the Project Owner and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Forward DoF approved PAD to Property Services Contractor for actioning

  • Project Owner forwards to DoF correspondence including the signed PAD to Property Services Contractor

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  • Project Officer records the completion of PAD activities, any other details are recorded at the discretion of the Project Officer and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Ensure PAD published in appropriate areas

  • Property Services Contractor ensures that copies of the signed PAD are:
    • Published in a newspaper circulating in the area where the property is located; and
    • Provided to the lawyer for lodgement with the Land Titles Office.

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  • Project Officer records the completion of PAD activities, any other details are recorded at the discretion of the Project Officer and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Send signed copy of the PAD, Statement of Principal Rights, and location plan to the affected parties

  • DoF, under Section 22(7) of the LAA, sends a copy of the signed PAD, a statement of principal rights and a plan of the affected area to the affected parties.
  • DoF publish PAD in the Commonwealth Gazette;

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  • There is a Defence SAP Task for the recording of the completion of PAD activities, any other details are recorded at the discretion of the Project Owner and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Prepare Acquisition Declaration (AD) and submit to DoF for Approval

  • When the PAD is absolute Services Contractor in consultation with Defence’s legal panel member, prepares a Draft Acquisition Declaration (AD).
  • Prior to Draft Acquisition Declaration, DPAMNT in consultation with DoF instructs Services Contractor to commission updated valuation, as at the date of the AD.
  • DPAMNT sends a letter to DoF with a Draft AD attached for endorsement by the appropriate DoF delegate.

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  • There is a Defence SAP Task for the recording of the submission of the AD to DoF, any other details are recorded at the discretion of the Project Owner and are captured under the Time Management section of the Acquisition Management Plan.

Activity - DoF approval of Acquisition Declaration (AD)

  • DoF, under Section 48 of the LAA, sends a copy of the signed AD, a statement of principal rights, a plan of the affected area and a compensation claim form to the affected parties.
  • DoF publishes AD in the Commonwealth Gazette;

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  • There is a Defence SAP Task for the recording of the approval of the AD by DoF, any other details are recorded at the discretion of the Project Owner and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Ensure Acquisition Declaration (AD) published in appropriate areas

  • Services Contractor ensures that copies of the signed AD are:
    • Published in a newspaper circulating in the area where the property is located; and
    • Provided to legal panel member for lodgement with the Land Titles Office.
  • Prior to Draft Acquisition Declaration and/or expiry of the leaseback licence, Services Contractor conducts a hand over inspection of the property with the Defence nominated representative. Keys to the property are collected, if any.
  • DPAMNT informs the Net Personnel Operating Costs (NPOC) team of the AD date and provides a copy of the AD.

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  • There is a Defence SAP Task for the recording of the AD gazettal details, any other details are recorded at the discretion of the Project Owner and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Release the Transition Phase in Defence SAP

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  • Release the Transition Phase.
  • Add resource for the Transition Phase.