Budget Year Minus 1 - Procurement Approval


	Defence Estate Quality Management System (DEQMS) - IM

Click here to help you use DEQMS

Home | Welcome | Help Me\Feedback | Site Map | Search | Glossary | DSG Quality Policy

How we maintain DEQMS Certification

Site Navigation :: Home>Estate Maintenance>5.160 Procurement Approval

Budget Year Minus 1 - Procurement Approval

The CMS's plans for delivery of the program are to be issued to DS in the form of a Projects Delivery Plan covering: Program schedule (Gantt chart and milestones in DEMS) DS accepts the program schedule Projects expenditure plans (phasings in DEMS). DS accepts the project phasings Procurement Plan (Projects Facility Acquisition Strategy and Projects Tender Plan) DS provides Procurement Approval by approving the PFAS and PTP. Outcome: DSG accepts CMS's plans for delivery of the program of planned works. This forms the baseline for delivery of the program and measurement of CMS performance in delivery of the program. DSG approves the PFAS Part B and PTP Part B to allow CMS to commence procurement of the Planned Works. This represents procurement approval under the Commonwealth Procurement Guidelines.
Activity	Considerations
1) Receipt by DS of a completed PFAS Part B and PTP Part B from the CMS Project Manager.	Estate Maintenance Procurement uses a whole-of-program procurement approval process called Projects Facility Acquisition Strategy (PFAS) and Projects Tender Plan (PTP). It is a Commonwealth Procurement Guidelines and Defence Procurement Policy Manual compliant process to ensure value for money. The PFAS and PTP are prepared by the CMS following their review of the Program Brief and assessment of the best method of procurement for each of the Planned Works Projects and submitted to DSG for approval by the delegated Officer. PFAS Overview Flowchart contains a useful guide to CPG compliant procurement using the PFAS process. The Directorate of Estate Operations provides procurement compliance advice. CMS is able to contract members of Defence Panels through the established arrangements of the panels themselves. HNOD Minute: CMS use of Defence Panels Guidance for CMS engagement of DIP and DUXOP panellists Guidance for CMS engagement of DEHP panellists Template Letters For Engaging DIP panellists Template Letters For Engaging DUXOP panellists Template Letters For Engaging DEHP panellists
2) Review PFAS and PTP Part B for correctness. Check the PFAS for compliance with Part A requirements. CMS compliance with CPG's and the DPPM is the subject of CMS Compliance Indicator 3201.	Note: Where there are two procurements for the one project, there are to be two entries in the spreadsheet.
3) Approval of PFAS The Assistant Secretary Garrison & Estate Business Support Branch devolved the authority to approve the PFAS for a regions entire program to the Manager Estate & facilities Services in March 2010. All Works are to be signed off by an Officer with appropriate Delegated Authority within the Region.	Given that the delivery of the program develops over time, there may well be several versions of the PFAS Part B generated throughout the year as the procurement is organised over time. Each version is to be signed off, recognising the changes from the previous version.
4) Approval of PTP The PTP Part B is to be submitted at the same time as the PFAS Part B for Approval to the same Delegated Officers as the PFAS.	Based on the determinations documented in the PFAS Part B, the same list is prepared for the Program Tender Plan (PTP) Part B PTP Part B is a spreadsheet where each project in the Estate Maintenance program is identified, along with the method of contract/sub-contract. Where a standard contract/sub-contract is used, the weightings for the standard evaluation criteria are to be provided. Use of a non-standard contract/sub-contract or non-standard evaluation criteria is to be identified either on the project list, or as a separate tender plan document.
5) The DEMS Project Milestones report, that identifies key planned milestone dates for the projects in the PTP reports is also to be provided.
Note on Estate Maintenance Procurement Approval of the PFAS and PTP represents step 2 of the CPG's. Proposal Approval – This must be signed by an official delegate (as per FINMAN 2 - Financial Delegations Manual) to certify funds are available within the budget allocation. Regions must not use Minute from Head Infrastructure (HI) that only endorses proposed expenditure will make efficient, effective and ethical use of public monies or the Allocation Variation Advice (AVA). Funds Availability - Refer to CEI Para 4.10 - Delegates involved in the procurement process must satisfy themselves that funds are available for the purpose. Procurement Approval – For Estate Maintenance this is approval of the Program Facilities Acquisition Strategy (PFAS) and Program Tender Plan (PTP) to commence tender tasks. Contract Recommendation Approval – For Estate Maintenance this is approval of the recommendation of the Tender Evaluation Board Report (TEBR) to award a contract. Purchase Order – For Estate Maintenance this is the raising in ROMAN of a formal commitment of Commonwealth Funds to the CMS Planned Works Trust Account from which the CMS draws sub-contractor payments. Contract – For Estate Maintenance this is the award by the CMS of the CMS Sub-contract to undertake the works.