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Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

Manage Construction Project

Deliver - Engage Head Contractor (HC) (construction only)

Once the PM/CA is engaged/confirmed for the Delivery Phase of the project it is necessary to commence the process to engage a Head Contractor for Project delivery. The PM/CA develops tender documents HC-1 2003. Prior to advertising the Project Director is to review the documents prepared by the PM/CA. Once the ITR/RFT has been advertised, it is the role of the PM/CA to be the point of contact for the ITR/RFT. If engaged, the Probity Adviser can provide advice to the Commonwealth in responding to any clarifications raised or any other issues that arise during the tender and evaluation process. In the absence of a Probity Adviser, Director Program Assurance (DPA) should be contacted.

Ensure that all Executive Review and Approval (ERA) and Financial Approval Requirements of documents have been met.

Note: For Head Contractor Strategy, the PWC and/or Government and Departmental Approval process is required prior to the activating the process for engaging a Head Contractor.

Trigger - Delivery Phase Project Approved

Ongoing Activity – PMCA Provide GEMS Update

SAP Image

Upon appointing the PMCA updates to Defence SAP will be based on ongoing and ad hoc reporting by the PMCA. For updates to GEMS SAP - PPM the Project Information Exchange (PIX) tool should be used as follows:

  • Project Officer exports the current schedule and cost plan and provides them to the PMCA.
  • PMCA  provides the Project Officer with updates
  • Project Officer reviews updates
  • Project Officer imports updates into Defence SAP – PPM
  • Project Officer adds Objective links to Checklist Item as required
For this process the following Tasks should be updated:
  • Draft ITR
  • Legal Review
  • Release ITR
  • ITR Period
  • ITR Submissions received and processed
  • Assess ITR
  • Registration Evaluation Board (REB)
  • Draft REB Report
  • REBR approval - Shortlist
  •  Draft RFT
  • Legal Review
  • Release RFT
  • RFT Period
  • Register RFT
  • Assess RFT
  • Tender Evaluation Board (TEB)
  • Draft TEB Report & Negotiation Plan
  • TEBR & Negotiation Plan Approved
  • Negotiations
  • Draft Negotiation outcome report
  • Approval of outcome report
  • Contract finalisation (PM/CA & Legal)
  • Section 23 Approval
  • Award Contract
For updates to project risks, the Project Officer will document/update key budget, schedule, scope, and other risks that require visibility within the Branch into Defence SAP - GRC.

Activity -PMCA/Project Officer follows the "How to Engage" Process documented within the Suite of Facilities Contracts to engage a Head Contractor (HC)

Risk & Compliance elements Finance / Procurement Element Finance / Procurement WHS Compliance Element WHS

PMCA/Project Officer will develop the brief and tender documents for engagement of a Head Contractor (HC) using the following: