Panellists are contracted in alignment with the Panel Agreement which sets out the legal framework for the panel.
Before you use the Panel you should check the Scope of Services list to identify the specific Service needs and the list of Panel Consultants who can provide them. The Scopes of Services is a pick and choose menu that allows adaptation to reflect the specific requirements of a given task.
The Terms of Engagement are common to each DIP engagement and form the basis for governing the specific legal relationship between the contracting parties. A condition of participation for all DIP engagements is that the Terms of Engagement are accepted by Panel Consultants without reservation. Any departure from these standard terms will not be accepted by Defence and the tender response will be set aside from further consideration.
All DIP engagements must comply with the processes, templates within this page and must be against the defined Terms of Engagement.
Once the service and associated Consultants have been identified, the below engagement process must be followed.
Other Commonwealth Agencies must use the Panel Engagement documentation as they provide a contracting framework under the Panel Agreement and Terms of Engagement. For your delegate approval and / or Endorsement to Proceed for the procurement activity must follow your internal documents, not as below.
The Project Officer must use the following templates and approval requirements:
Note: This approval document should describe the approach to procuring from the DIP and provide justification for the proposed procurement strategy – e.g. result of market assessment, whole of panel, select, sole source).
Defence Staff (non CFI) - internal only
Note: Endorsement to Proceed must be obtained for all procurements with an estimated value of $200,000 and above (inclusive of GST).
The Project Officer must consider the size, complexity, cost and length of the engagement when determining whether the Simple Request for Proposal (RFP) or Complex Request for Proposal (RFP) engagement process is the most suitable for their procurement.
Note: The Complex RFP template must be used for Project Management/Contract Administration (PMCA) Services.
The Project Officer must consider the procurement value, market capacity, Commonwealth Procurement Rules (CPRs), Procurement Policy, evaluation criteria, exercise of delegations and the Executive Review and Approval requirements.
Project Officers have the option to send a Template Letter – Expression of Interest to Panel Consultants to determine whether they have the capacity to submit a proposal. Utilising this letter may reduce the amount of document preparation work required as Project Officers will only need to develop an RFP for interested Panel Consultants. This letter is particularly suited for more complex or risky projects where Defence wishes to determine which Consultants will have the capacity to undertake large scale or long term work.
Note: The Expression of Interest letter simply requests the Panel Consultant to confirm that it will submit a proposal for the Project. The Panel Consultant's response is not evaluated for the Panel Consultant's capacity to submit a proposal. It is simply an informational exercise to confirm whether the Panel Consultant intends to submit a proposal. The response to this letter also does not constitute a binding agreement.
Project Officer should then prepare the Simple / Complex RFP Template for each Panel Consultant identified in the procurement strategy.
The RFP Template comprises the following:
For each Request for Proposal, the Commonwealth should complete the Annexures to the greatest extent possible. Certain details for each Annexure will need to be completed by the Panel Consultant as part of its proposal and submitted to the Commonwealth for evaluation and consideration. eg Annexure B - 'Detailed Consultants Activity Proposal'
The Project Officer is to issue the RFP to the Panel Consultants, as listed on the "Who to Engage" page, via email applying the following
Note: The Project Officer must follow the Electronic Tender Guidance for general tendering, the Defence Infrastructure Panel (DIP) and the Defence Environment and Heritage Panel (DEHP)
The Contact Officer may receive questions from Tenderers that need to be answered by issuing an Addendum and/or Information Document. Ensure you email the tenderer and ask if they are happy for the response to go to all tenderers and if not give them the opportunity to withdraw the question.
The Panel Consultants invited will then:
The Project Officer, at a reasonable time (2 to 4 days) before the Closing Time and Date, check that there are no scheduled Defence network outages planned that will preclude Respondents from submitting their Proposals on the closing date. If there are planned outages, immediately notify Respondents of an extended closing time.
Risk & Compliance elements Finance / Procurement
The evaluation of the proposal must be conducted in accordance with the approved Evaluation Plan and must follow the:
Risk & Compliance elements Finance / Procurement
The evaluation of the proposal will be followed up with the development of the TEBR.
Following approval of the evaluation through an approved Tender Evaluation Board Report, the following, if required, should occur:
Note: The Panel Consultant may be informed (without the Commonwealth accepting, or being taken to have accepted, the proposal) that the Commonwealth will negotiate certain or all aspects of the Panel Consultant's proposal.
Project Officer will produce PGPA Section 23 Approval in accordance with approved TEBR and contract negotiation outcomes.
Project Officer will prepare either an Official Order or a Letter of Non Acceptance.