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

 

 

Estate Upkeep

SAP ImageGuidance Deployment 1

Maintenance of Defence facilities is delivered through the Estate Upkeep service by the Estate Maintenance and Operation Support (EMOS) contractor.  There are three contractors delivering this service across the Defence Estate:

  • Spotless Facility Services: Southern New South Wales, Queensland.
  • Brookfield Johnson Controls: Northern New South Wales
  • Transfield Services: Western Australia, South Australia, Victoria, Tasmania and Northern Territory.

Estate Upkeep Maintenance Strategies

There are three maintenance strategies contracted under Estate Upkeep, each is allocated according to the nature of the item to be maintained.  The three maintenance strategies are:

Responsive Maintenance is primarily maintenance in response to a condition such as a failure or breakage.  This is the default strategy for buildings and building fit out.  It has limited application for plant and equipment.
Work is usually undertaken in response to customer requests lodged through the EMOS managed Base Services Support Centre (BSSC).  However, Responsive Maintenance also includes two additional provisions:

  • Preventative Maintenance; which is work undertaken by the contractor to reduce the impact or prevent the likelihood of a future failure, for example clearing and repairing storm water drains to reduce the potential for flooding in a storm event.
  • Minor Workplace Adjustmentsz; which are customer initiated requests to improve the functionality of the work area. Minor Workplace Adjustments are not intended for work area beautification such as painting walls and replacing fixtures that are functional.

Responsive Maintenance is a fixed fee service.  Contractor costs for Minor Workplace Adjustments are capped at $5,000.  Responsive Maintenance work, other than Minor Workplace Adjustments, up to $10,000 is included in the fixed fee.  The contractor is entitled under the contract to seek reimbursement for Responsive Maintenance works over $10,000.

Scheduled Maintenanceis the maintenance strategy applied to estate elements, usually equipment or systems, where maintenance must be undertaken in accordance with manufacturer’s recommendations, legislation or Defence specific requirements.  The contractor has limited discretion on how or when the maintenance is conducted and is required to deliver the maintenance as specified.
Work is primarily undertaken as per the contractor’s Estate Upkeep Maintenance Schedule and not as a result of customer initiated requests.

Scheduled Maintenance is a fixed fee service with the provision for contractors to seek reimbursement for failures where the failure is not as a result of the contractor’s actions.

Performance Based Maintenanceis applied to estate elements, usually equipment or systems, where the requirement is for the element to achieve a performance outcome, such as maintaining a temperature or pressure within a defined range.
While compliance driven maintenance may still be defined in legislation and/or Defence policy unlike Scheduled Maintenance the contractor has much more discretion in how they plan and conduct maintenance on the element to achieve the required performance outcome.
Work is primarily undertaken as per the contractor’s Estate Upkeep Maintenance Schedule and not as a result of customer initiated requests. Performance Based Maintenance is a fixed fee.

Prioritisation of Work Requests;

Works Requests lodged through the Base Services Support Centre are categorised and prioritised as follows: 

Priority Category

Timeframes
Note: hours are consecutive and days are calendar days, not business hours or days.

Make Safe or Secure

 Complete Work

Emergency

30 minutes

Resolve within 24 hours or Alternate proposal within 24 hours

Immediate

2 hours

Resolve within 24 hours or Alternate proposal within 24 hours

Urgent

24 hours

Resolve within 2 days or Alternate proposal within 2 days

Routine

Not applicable

Resolve within 28 days or Alternate proposal within 28 days

Specified

Not applicable

As specified by E&IG

The priority of a request is assigned by the Base Services Support Centre based on advice from the originator of the work request.

Cost to Customers for Estate Upkeep Services

It is not intended that in the normal course of business customers need to directly fund any of the aforementioned maintenance services. However, there are two exceptions to this principle:

  • Cost recovery from a member as a result of disciplinary actions related to wilful damage. For example, deliberate damage to Living In Accommodation.
  • Test and tagging of electrical items is provided for in the EMOS contract as a fee for service. Units will be required to pay for this service based on a standard schedule of rates which will be provided to them when logging the job.

Options Where Fee Thresholds are Exceeded

Where a reimbursable threshold, such as the $10,000 limit for Responsive Maintenance, is exceeded the EMOS contractor will provide a proposal outlining the impact of the problem, the potential cost of the rectification and any alternate options.SDD will review these claims and make a judgment on how to proceed based on overall cost, value for money and impact to capability. Where the preferred solution will or has potential to impact capability SDD will engage with stakeholders at the appropriate level to achieve the best solution.

Minor Workplace Adjustments have a $5,000 cost cap and the contractor can not seek reimbursement if the work exceeds that cap. Where the cap is exceeded the EMOS will discuss alternative options for delivering the works with customers. Options available include using the Sponsor Funded Works process or having the work identified in the Estate planning process for consideration for a project. If approved for delivery the project will be included in either the Estate Works Program or the Capital Works Program depending on most appropriate program to deliver the work.

Estate Maintenance Funding Structure

Funding bids for Estate Maintenance is considered and allocated as part of the broader Defence Estate Investment Program.  A three year program and associated funding is approved annually by the Chair of the Defence Estate Committee (DEC). Groups and Services are engaged as part of the program/ bid development process and as members of the DEC.

The ongoing management of the approved Estate Upkeep budget is the responsibility of Service Delivery Division.

  • The budget structure for Estate Upkeep consists of four components:
  • Fixed fee:  The majority of EMOS fee for Estate Upkeep Services is a fixed fee.
  • Reimbursable: Funding is allocated to cover valid contractor reimbursable claims.
  • Volume:  Funding primarily allocated to cover the cost of Test and Tagging E&IG managed electrical equipment.
  • Survey & Quote:  For planned works funded and delivered through the Estate Works Program, including approved Sponsor Funded Works.

The Estate Compliance function is to ensure that all elements of the Defence Estate are compliant with legislation, Australian Standards and other Defence policies and to provide assurance support for E&IG’s obligations under the WHS legislation for the provision of safe workplaces and responsibilities as PCBU.  Compliance requirements apply at various stages of the Estate Lifecycle including:

  • compliance with design standards for new works;
  • compliance with codes and regulations during construction and checked in handover and commissioning;
  • compliant condition of the estate in-service, checked during delivery of maintenance, through estate appraisal and in the management of leases and licences;
  • delivery of the maintenance required by legislation, standards and Defence policy; and
  • re-certification in response to changes in use.

ICT ICT

Estate Information is the maintenance of Estate data across the various estate information systems, including mapping from the current Defence Estate Management System (DEMS), using the business rules defined in the Estate Register Information Model (ERIM) and assuring the quality of the data within the Interim Business Information System (IBIS) and Garrison Estate Support Management System (GEMS). Accurate, reliable and comprehensive data will improve decision making and support the effective and efficient stewardship of the Defence Estate.   This function requires ongoing transformation of current estate data holdings currently residing within regional data repositories into nationally accessible IBIS, GEMS, NSIMS, and Objective repositories under development to support the future Business Operating Model.

Property Services (PS) is responsible for supporting the effective management of the acquisition and disposal of property for the Defence Estate and for long and short term leasing and licensing requirements in conjunction with Property Management Branch in ID. These requirements include non-Defence use of Defence facilities and Defence use of Non-Defence facilities. ESD ’s PS function is to provide local support to national management of property matters by ID and to provide assurance support for management of the Property Services contract.

Other Plant and Equipment (OP&E) management is currently the responsibility of the Chief Financial Officer Group (CFOG), however negotiations are underway for the transfer back to ESD, of those OP&E functions that relate to SSD outputs. Once agreement has been reached and accountabilities transferred, the OP&E product and service management (PD) and procurement functions will form part of the Directorate of Estate Planning and Upkeep’s responsibilities. In addition to the PD role, DEPU will be responsible for the provision of defined non deployable E&IG supported OP&E assets in support of capability, including management of repairs or replacements and disposal activities if the OP&E is unserviceable.  The management of OP&E also involves the provision of stores holding facilities in agreed locations.
Last Modified: August 2017
Technical Authority: ESD Subject Matter Expert: DEPU