Budget Year Minus 1 - Regional Facility Conference


	Defence Estate Quality Management System (DEQMS) - IM

Site Navigation :: Home>Estate Maintenance>5.30 Regional Facility Conference

WARNING!

Estate Maintenance business processes are changing. An interim bidding process is being used for the 2010 bid. The basic inputs of the bidding process have not changed, and regional staff are to conduct the bidding process up to Base level as they have in the past. IA Maintenance Plans should be updated and CSIRs developed in anticipation of some form of Base Facilities Conference (BFC) being conducted via the Base Management Forum.

Budget Year Minus 1 - Regional Facility Conference

The Regional Facility Conference (RFC) considers all projects at base and regional level (ie. multi-base or across the whole region) prior to submitting the Regional Estate Maintenance Bid to National Office. The process also identifies any overlaps, duplications, fit with overall estate planning and opportunities for combination of projects. Outcome: An agreed prioritised Estate Maintenance program that forms the basis for the Regional Estate Maintenance Bid.
Activity	Considerations
1) Draft Regional Bid is sent out to DS Staff and Senior Customers for individual review prior to the RFC.
2) At the RFC, DS National Office (EFPO) and regional Staff meet with Senior Customers from each base and relevant Command and their National Office representatives to : validate all projects and their scope; confirm and moderate the Estate Risk Assessment to ensure compliancewith the Estate Risk Assessment Guidance; For Minor New Works, confirm correct coding of Project Type, risk assessment and allocate regional priority; For Maintenance works, confirm the link between the scope of the project and the approved Regional 5 Year IA Maintenance Plan.	EFPO representatives will actively participate in the RFC and will vett risk assessments.
3) The potential for Devolved Works is to be discussed for its effect on resourcing and delivery of the Estate Maintenance Program.
Minor New Works bids 4)The RFC applies a “Regional Priority” score from 1 (highest priority) to ‘n' (the lowest priority) for Minor New Works projects (only) to be included in the Estate Maintenance Bid.
Changes to the Estate Risk Assessment 5) Changes to the Estate Risk Assessment, endorsed at RFC, are to be agreed by sponsor representatives. Note that Maintenance bids are sponsored by DSG personnel ONLY and Minor New Works bids are limited to $500K and therefore shouldn’t require DEC member signoff. If agreement to change the Estate Risk Assessment cannot be reached, this is to be highlighted to EFPO in the cover letter for the Regional Estate Maintenance Bid in late September. In addition, this reason should also be documented in the Estate Risk Assessment tab in DEMS using the “Note” function.
Maintenance bids 6) The RFC is to confirm the 3 year maintenance risk managed works program as identified on the 3 year programming tool spreadsheet. The approved IA Maintenance Plans are to be confirmed at the RFC.	Regional priority is NOT required for maintenance type projects as the CSIR is required to refer to the approved 5 Year IA Maintenance Plan.

top