Panellists are contracted in alignment with the
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 is common to each DEHP engagement and form the basis for governing the specific legal relationship between the contracting parties. A condition of participation for all DEHP engagements is that the Terms of Engagement is 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 DEHP 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.
The Panel Agreement and Terms of Engagement originally agreed in 2014 were amended in 2017. In some circumstances, contracts signed under the clauses in the original Agreement must be managed using these clauses. To this end the 2014 Agreement may be found at this link. For new DEHP engagements, the current Panel Agreement and Terms of Engagement are to be used. Please note that the change in Panel Agreement and Terms of Engagement has not changed the membership of the DEHP.
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 DEHP 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).
Project Officers have the option to send a request for an Expression of Interest (Template Letter) to Panel Consultants to determine whether they have the capacity to submit a proposal. Using this letter may reduce the amount of document preparation work required as Project Officers will only need to develop the RFP for interested Panel Consultants. This letter is particularly suited for more complex or high risk 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 RFP Template for each Panel Consultant identified in the procurement strategy. As there are two sets of RFP documents, shown below, the Project Officer must ensure they use the correct RFP documentation for the Service Category they wish to engage from.
Please Note: If using service category F, the Project Officer will need to attach the relevant contract to the RFP. Selection of contract will be based on the Terms of Engagement set out in the Brief, either the Toxic Remnants of War Contract or General Remediation Contract. Click here for Collateral documents for use with the General Remediation Contract and Toxic Remanants of War Contract.
The RFP template comprises the:
For each Request for Proposal, the Commonwealth should complete the Annexures to the greatest extent possible. Certain sections of 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. (e.g. 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 Email 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.