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Defence Estate Quality Management System (DEQMS) BSI Certification

Acquisition - Deliver

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Activity - Determine Offer

  • Based on the valuation report, Property Services Contractor’s advice and the ESA, DPAMNT considers an appropriate offer and tasks Property Services Contractor to make the offer to the property owner or representative.

Activity - Advise and negotiate agreement

  • Property Services Contractor sends a letter to the property owner or representative with an offer, on a no commitment basis, and an outline of the acquisition process.
  • Services Contractor, in consultation with DPAMNT, negotiates with the property owner or representative, on behalf of Defence, until an agreement is reached.

Activity - Reach agreement

  • Following agreement and, on a no commitment basis, the PropertyServices Contractor prepares a letter confirming the following with the property owner, or representative:
    • Acknowledgement and acceptance of Defence’s offer;
    • the acquisition process; and
    • the requirement for the property owner to prepare a Contract for Sale.

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  • Project Officer records the details of the offer and acceptance, 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 - Create and Manage the Acquisition Strategy and Prepare Draft Pre-Acquisition Declaration (PAD) for DoF

  • Project Officer prepares approval documentation (acquisition strategy and PAD).
  • Project Officer prepares a letter from Assistant Secretary, Property Management to the appropriate delegate in DoF.
  • Prepare a Draft Pre-Acquisition Declaration (PAD) which is attached to the acquisition strategy.

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  • Project Officer records of the preparation 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 - 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 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 with 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 - 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 - Submit Acquisition Strategy and PAD to DoF for endorsement/approval

  • DPAMNT submits the acquisition strategy to DoF, signed by the ASPM, with the following attachments for approval and endorsement:
    • Draft PAD; and
    • Valuation report.

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  • Project Officer records endorsement of the Strategy and PAD by DoF, 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, including gazettal

  • Project Officer forwards to DoF correspondence including the signed PAD to Property Services Contractor.
  • Property Services Contractor ensures that copies of the signed PAD are:
    • Published in the Commonwealth Gazette;
    • 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.

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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 Officer and are captured under the Time Management section of the Acquisition Management Plan.

Activity - Legal Panel member reviews the Contract of Sale on behalf of Defence

  • Defence liaises with the legal panel member and DPAMNT to ensure the terms and conditions of the Contract for Sale are suitable to Defence.

Activity - Prepare LAA Form A and submit to DPAMNT and DoF for Endorsement

  • When the PAD is absolute, Property Services Contractor prepares an LAA form A for DPAMNT endorsement and signature.
  • Project Officer sends an email to PM Finance with the LAA form A attached to facilitate DoF agreement and signature.
  • PM Finance sends LAA form A to DoF for approval. This cannot occur until the PAD is absolute.
  • DoF return LAA Form A with signature as approval.

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  • Project Officer records the endorsement by DPAMNT of the LAA Form A, 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 records the endorsement by DoF of the LAA Form A, 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 - Contract of Sale signed by Defence

  • Upon receipt of the approved LAA Form A from DoF, the Project Officer signs the Contract of Sale.

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  • Project Officer records the signing of the Contract of Sale in SAP and attaches the signed Contract of Sale to the project record.

Activity - Notification of Acquisition project status to Sustainment Team

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  • Project Officer to records/actions notification to Sustainment Team of impending Acquisition delivery. On receipt of project status notification, the Sustainment Team submits a Contract Change Proposal (CCP).
  • The Facilities Services Contractor provides a response to the CCP.
  • Sustainment Team receives and accepts the CCP response from the Facilities Services Contractor.

Activity - Release the Transition Phase in Defence SAP

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  • Release the Transition Phase.
  • Add required resources for the Transition Phase.