Property Services Coordinated Procurement

Strategic Property Adviser

Deloitte Touche Tohmatsu (Deloitte) is the SPA.

The SPA's key role is to develop a WoAG Leasing Strategy that will maximise value for money outcomes from strategic planning of the Commonwealth's leased property.

This is achieved through better-informed purchasing, including with regard to market conditions, and consolidation of the Commonwealth's leased footprint, where practical.

The PSP, when undertaking lease negotiations on behalf of the Commonwealth, will consult and work with the SPA to ensure leases are executed in accordance with the WoAG Leasing Strategy.

Property Service Providers (PSP)

PSPs are responsible for providing core leasing services and facilities management services to entities and additional services as negotiated. There are three PSPs:

• Ventia Property Pty Ltd (formerly known as Broadspectrum Property Pty Ltd);
• Evolve FM Pty Ltd; and
• Jones Lang LaSalle (JLL) (ACT) Pty Ltd.

Department of Finance (Finance)

Finance manages the Arrangements at a WoAG level, in close consultation with the PSPs and entities.

For the PSPs, Finance will monitor performance across each PSPs portfolio. This includes:

• WoAG-level contract management;
• monitoring key performance metrics at an aggregated level;
• formal performance management, including decisions in relation to applying service level rebates and dispute resolution; and
• Finance will be the key contact for PSPs, the SPA and entities.

Finance directly manages the SPA in the development, implementation and management of the WoAG Leasing Strategy.

Participating Commonwealth Entities

Commonwealth entities participating in the Arrangements are responsible for managing their engagement with their PSP and directing the PSP’s activities in relation to the entity's property portfolio. Entities' responsibilities in respect of the PSP include:

• operational management, including providing detail of the services required, monitoring performance, reporting faults (for reactive maintenance jobs) and approving the annual property operating expenses budget;
• paying for the services received through their PSP, as well as rent;
• approval and execution (subject to policy requirements) of new leases; and
• providing feedback to Finance on their PSP's performance.

Leasing Services

• Lease planning
• Lease transactions
• Lease management
• Management of Green Lease Schedules

Facilities Management Services

• Facilities management planning
• Subcontractor procurement and contract management
• Provision of building services such as cleaning
• Repairs and maintenance
• Provision of a help desk

Services supplementary to Leasing and Facilities Management services

• Reporting (including Australian Government Property Register Reporting)
• Financial management

Ongoing

Transactional

• Cleaning
• Electrical (incl. Test & Tag)
• Fire Services
• Grounds Maintenance / Landscaping
• Handyman
• Lift Maintenance
• Locksmiths
• Mechanical (HVAC)
• Pest Control
• Plumbing

• Consumables
• Emergency Management
• Energy & Utilities
• Relocation Services
• Security Services
• Uninterrupted Power Supply
• Waste Management

Entities need to:

• create a Contract Notice (CN) linked to SON3460620.
• value the CN based on total Management Fees the Entity expects to pay to the PSP from when the Entity enters the Arrangements until the end of the initial term of the Deed (30 June 2021).
• where the Arrangements are extended, entities should vary this CN with additional years and increase the contract value to reflect total value.
• update the total Management Fees at any other point in time during the contract where there is a change in Management Fees above the threshold ($10,000).*

* Entities may choose to make an update where multiple changes under $10,000 cumulatively crosses the threshold.

Entities are required to report on commitments for the period of the Arrangements.

The Arrangements will follow Model B of reporting pass through costs in accordance with RMG-423 .

• Entities agree on a POE budget with their PSP annually.
• Report a new CN within 42 days of agreeing annual POE budget.
• Amend the CN if, and when, changes are made to the annual POE budget if amendment is above relevant reporting threshold ($10,000).

Rental expenses must not be included in the annual POE estimate as lease costs are included in lease reporting.

Only applies to Additional Services purchased from a PSP under the Arrangements. Entities must report Additional Services as necessary within 42 days of engagement, entities will need to:

• create a new CN linked to SON3460620 for the total value of Additional Services; and
• if agreement for Additional Services is varied or amended, amend the CN to reflect any additional commitment if amendment is above relevant reporting threshold ($10,000).