introduction - university of south...

REGISTRATION OF INTEREST

FOR

MECHANCIAL SERVICES MAINTENANCE

26th May 2009

Contents

1. INTRODUCTION.........................................................................................................................................3

2. BACKGROUND............................................................................................................................................4

3. SCOPE OF WORK.......................................................................................................................................5

4. ROI AND TENDER PROCESS...................................................................................................................6

5. MILESTONE DATES..................................................................................................................................9

6. COMMUNICATION..................................................................................................................................10

7. ATTACHMENT 1 – ROI PROFORMA...................................................................................................11

8. ATTACHMENT 2: LIST OF LOCATIONS............................................................................................17

UniSA Mechanical MaintenanceRegistration of Interest

26 May 2009

1. Introduction

The University of SA is seeking Registrations of Interest (ROI) from suitably qualified contractors to implement and manage the mechanical services maintenance plan for all buildings at the following four metropolitan UniSA campuses

City East, City West, Mawson Lakes, Magill.

Start dateIt is expected that the maintenance contract will commence late in 2009.

Initial TermThe contract to provide the maintenance services will be for an initial period of three years. UniSA may choose to extend the contract period by a further 2 year period.

The contract will be reviewed on an annual basis, in order to reassess the performance and schedule of rates for contractors and sub-contractors where applicable. These rates are to be reviewed in line with market forces.

Broad ScopeThis maintenance plan comprises the routine, breakdown and major cyclic maintenance tasks to all major mechanical engineering services elements, as outlined in the scope (Section3), and which are broadly defined as: HVAC Water treatment Air Compressors Gas detection Water Filtration General mechanical

Registrants will be required to submit their registration of interest in the proforma, attached as Attachment 1 – Registration of Interest.


26 May 2009

2. BackgroundThe University of South Australia has had a long history of engagement with contractors for its mechanical services. Indeed, most of the existing maintenance plans have been created by a team of specialised contractors, and are endorsed by UniSA staff before being implemented.

The University has taken a relationship-based approach in engaging with its contractors, and although driven by a set of Key Performance Indicators, any issues are almost always resolved at the local management level. This approach is expected to continue.

Recently an asset management plan was created by the Facilities Management Unit staff which outlined the University’s approach to maintenance, and which highlighted the need to use risk-management techniques in establishing its maintenance frequencies and tasks.

The outcome has been a maintenance plan which considers elements of:a) The University’s internal political outcomesb) Occupational Health, Safety and Welfare planningc) Public liability risk managementd) Legal compliance with the BCA and other Actse) Cost effectivenessf) Manufacturer’s recommendations for maintenance

In the past the contractors have been successful in supporting this approach, and the further outsourcing of this work is expected to continue to deliver in this way.


26 May 2009

3. Scope of Work

Locational ArrangementsThe proposed mechanical services contracts will be split into 2 parcels, as follows:

PARCEL 1 - City East Campus and City West CampusCampus No of Buildings Total GFA (sqm)City East 7 55,100City West 17 48,635

(Areas are approximate). The City West Campus includes 2 buildings located at Underdale.

PARCEL 2 - Mawson Lakes Campus and Magill Campus.Campus No of Buildings Total GFA (sqm)Mawson Lakes 30 80,857Magill 10 27,555

(Areas are approximate.)

The full details of the sites are attached as a property list in Appendix 2 of this document.

Mechanical Systems ScopeIn general, the scope of the maintenance work to be carried out on the mechanical systems includes, but is not limited to the following:Air conditioning Refrigeration Plant including reciprocating, centrifugal and screw

chiller unitsGas Fired Hot Heating Plant Circulating and sump pumpsPackaged and split units.Pipework, valves, associated fittings and fixturesAir handling UnitsFan Coil UnitsCool Rooms, Freezers and Constant Temp. Rooms

Water Filtration Reverse Osmosis Plant and PH Adjustment UnitsWater Treatment

Cooling towers, and heating/cooling closed loops

Gas Detection Gas Monitoring SystemsAir compressors All compressors and ancillary equipment including Medical Suction

PlantSwitchboards Mechanical switchboards – repair only (a separate contract will be

established for switchboard routine maintenance).


26 May 2009


26 May 2009

4. ROI and Tender Process

This project involves a 2-stage process as follows:

Stage 1 – Registration of Interest (ROI) by public advertisement so as to select a short list of potential tenderers.

Stage 2 – Submission of Tenders and awarding of the contract using a value-based process.

Stage 1 - ROIThe Registration of Interest process involves completing the attached proforma (Attachment 1) and returning it to UniSA for assessment.Applicants will be shortlisted to a select group based on their demonstrated ability to satisfy the criteria outlined in the ROI document.

Stage 2 – Tender ProcessThis stage deals exclusively with the shortlisted companies selected during the ROI process as

determined at the sole discretion of UniSA.

Following the ROI shortlisting process the selected companies may be asked to

Participate in a briefing session Participate in a series of site visits Price the work based on an existing maintenance plan, and using the pre-existing

pricing schedules which will detail hourly rates, unit rates and the lump-sum cost for routine maintenance.

Attend and deliver at a presentation session as required

Confidentiality Applicants are required to recognise the confidential nature of the applications and thereby

undertake not to apply under the Freedom of Information Act for information regarding other

applications. Except as required by law, the Applicant undertakes:

Not to release any information to other parties outside of its participants (an entity, which is a

partner or joint venturer in an Applicantion) and providers (an individual, organisation or other

body proposed by the Applicant as part of its application team but which would not be a

partner or joint venturer in an Applicant).

In the event that the Applicant is selected as a Tenderer, not to release any information in

respect of its Tender or of the works.


26 May 2009

Costs Borne by the Applicant

All costs and expenses incurred by the Applicant preparing and submitting its application and

otherwise in the selection process must be borne entirely by the Applicant.

UniSA will not necessarily:

Select Applicants to proceed to an “Invitation to Tender” or

Proceed to letting a Contract with any Applicant or Tenderer, and

May discontinue the ROI process or the submission of Tenders and awarding of the Contract

process at anytime.

In any such circumstance, UniSA will not be liable in any way to any Applicant.

DisclaimerThe information, statements and any representations in this ROI or any other documents referred

to in this ROI are not exhaustive, may contain errors or omissions and may be incomplete,

inaccurate or inadequate for the needs of the Applicant. The Applicant must make its own

enquiries and makes its own assessment of the information and documents provided and about

any further information or documents required. Notwithstanding whatever information or

documents provided or obtained by the Applicant from UniSA or its officer’s, employees,

consultants, contractors or agents or others or withheld thereby, the Applicant must rely only

upon itself and its own assessments of the scope of works and of risks under, and in any way

connected with its application and any subsequent Tender for the works.

AmendmentsUniSA reserves the right to amend the process or the requirements set out in this ROI at

anytime, by notice in writing to all Applicants. UniSA will not be liable for any consequential costs

and expenses incurred by the Applicant arising from such amendments.

No Legal relationshipThis ROI is not an offer. No obligations arise from this ROI and in addition no binding contract

whatsoever will be taken to have been entered into in respect of the works until such time as a

Contract has been executed by the parties.

MeetingsUniSA may from time to time during the selection process convene meetings with an Applicant to

discuss the issues associated with the Applicant’s application and other meetings with


26 May 2009

Applicants, either individually or collectively to discuss issues associated with the selection

process or any other aspect of the works.

Additional InformationNotwithstanding any other requirements of the ROI, UniSA may require Applicants to submit

additional information.

UniSA Rights Reserved

The University reserves the right to change, modify or otherwise delete any part of the criteria

upon which it bases its decisions. It also reserves the right to use whatever criteria it sees fit to

determine the outcomes desired of this ROI process, and will not enter into any dialogue or

communication regarding the decisions made.

UniSA May Rely On Information in Applications

By submitting an ROI, the Applicant:

Warrants to UniSA that the information contained in the ROI is accurate and complete as at

the date on which it is submitted and may be relied upon by UniSA in determining whether

or not to invite the Applicant to submit a Tender;

Undertakes to promptly advise UniSA if it becomes aware of any changes in the

circumstances which causes the information contained in its application to become

inaccurate or incomplete in a material respect;

Acknowledges that UniSA will rely on the above warranty and undertaking when evaluating

the application and

Acknowledges that UniSA may suffer loss or damage if the Applicant breaches the above

warranty and undertaking.

CompetitionUniSA wishes to optimise the number of Applicants that submit an ROI so as to maximise

competition and create an environment which will provide the best outcome for UniSA.

Relationship between ApplicantsIn determining the number and identity of Applicants to invite to submit a tender for the works,

UniSA may take into account the relationship between Applicants (including the existence of

related Companies, common directorships and common ownerships).


26 May 2009

5. Milestone DatesIt is the intention of UniSA to commence the contracting out of the services late in 2009.

Key Milestone dates:

ROI applications close: 18th June 2009

Short Listed Applicants advised 29th June 2009


26 May 2009

6. CommunicationAll Enquiries:All enquiries in relation to and during the registration period are to be directed to the Facilities Management Unit, University of South Australia:

Telephone: (08) 8302-2132 (business hours)

Email: [email protected]

Lodging of Registrations of InterestAll registrations are to be lodged in a sealed envelope in the prescribed form along with any nominated support documentation as follows: Marked: Registration of Interest

Mechanical Services MaintenanceAddressed to: Manager, Maintenance Operations Group

Facilities Management UnitUniversity of SA

Address: Tender BoxReception DeskUniversity of South AustraliaLevel 1, 101 Currie StreetADELAIDE, SA 5000

Documents to be lodged

Applicants should lodge five (5) bound copies of their ROI along with a Microsoft Word version of

the document saved to a CD. Submissions sent in any other format may be rejected as non-

conforming.

Emailed Registrations of Interest will not be accepted.

Faxed Registrations of Interest will not be accepted.

The ROI must be in the format described in Attachment 1 below, or it will be deemed to be non-

conforming and rejected.

Late Registrations

There is no provision for late Registrations. Late registrations will be disregarded.

mailto:[email protected]


26 May 2009

7. Attachment 1 – ROI Proforma

Date of RegistrationCompany NameTrading asAddress

Postal Address

Contact nameContact positionPhoneFaxEmail addressWebsite addressABN

I/we acknowledge and agree that UniSA can use and record the information contained in this Registration of Interest.

Signed:……………………….……………………….. Date…………………………………………….

Name: ………………………………………………………………………………………………………..


26 May 2009

Insurances Insurer Policy # Amount Insured

Y/N Expiry Date

Public Liability $20,000,000

Professional Indemnity

$10,000,000

Workcover (SA)

Licenses License Number Expiry DateGeneral Builder (SA)Contractor (SA)Other 1Other 2

Recent University Experience (detail)

Referees (2): name, position, contact number

Locational Profile in SA (detail)e.g. Staffing profile – (administration, management, Field staff) Qualifications and experience of staff Number of offices/branches in SA and Australia


26 May 2009

Demonstrated capability in large-scale institutional maintenance management

Include referees (x2): name, position, number

Association with specialized sub-contractorsDescribe the association with specialized sub-contractors such as are needed for boilers, chillers and other specialized plant.Include names, time associated, type of relationship.

Demonstrated Financial CapacityProvide 3 years of audited statements for the company.


26 May 2009

SA Maintenance team - Organisational Structure

Maintenance Philosophy

e.g. Mission and Vision for the maintenance organisation

OHSW Management Plan and Record

IR Plan and Record


26 May 2009

Quality Management Systems

Describe the use of Quality Management Systems in the organization (e.g. AS9001.2000)

Risk Management Systems

Describe the use of Risk Management Systems in the organization

Environmental Management Systems


26 May 2009

Describe the use of Environmental Management Systems in the organization


26 May 2009

8. Attachment 2: List of LocationsNAME OF FACILITY/BUILDING FACILITY ADDRESS BUILDING USE NUMBER OF

STORIESGFA (sqm)

City East Campus Frome Rd, AdelaideCentenary Building General Teaching 7 13584Playford Building General Teaching 7 13640Bonython Jubilee Building General Teaching 3 7865Basil Hetzel Building Specialised teaching 5 5042Brookman Building Library 4 6878Reid Building Research 6 6846Café/Bar Café 2 1245

TOTAL 55,100

City West CampusBarbara Hanrahan Building City West Campus, North Terrace Architecture & Design / Art Studios

Bookshop (Students Association) Cafe/Bar (Oriel) Cafeteria Computer Barn Students Association Cafe/Bar (Oriel)

5 6802

Catherine Helen Spence Building City West Campus, North Terrace Library 4 6703Elton Mayo Building City West Campus, North Terrace Centre for Business Analysis &

Research (CoBAR) School of Accounting and Information

Systems

4 2144

Liverpool Street Studios Liverpool Street SA School of Art 1 751Rowland Rees Building City West Campus, North Terrace Architecture & Design Studios 4 1579Sir George Kingston Building City West Campus, North Terrace Prayer Rooms

Computer Rooms4 3517

Sir Hans Heysen Building City West Campus, North Terrace 4 1638Way Lee Building City West Campus, North Terrace Divisional Office: Business and

Enterprise4 4712


26 May 2009

NAME OF FACILITY/BUILDING FACILITY ADDRESS BUILDING USE NUMBER OF STORIES

GFA (sqm)

International Graduate School of Management (IGSM)

School of International BusinessYungondi Building City West Campus, North Terrace Aboriginal & Islander Support Unit

(AISU) Campus Central Campus Services Chinese Business Studies Centre Division of Education, Art and Social

Sciences Learning Connection Post Office School of Architecture and Design

(Louis Laybourne Smith) School of Mathematics and Statistics Security Students Association SA School of Art The Unaipon School

4 5963

David Pank Building 160 Currie Street ISTS PAS

1 2919

Dorrit Black Building City West Campus, North Terrace 5 7127Kaurna Building City West Campus, North Terrace 4 6130Hawke Building City West Campus, North Terrace Museum

Executives OfficesTeach & LearningAuditoriums Bob Hawke Centre and Library

4500

Child Care Building Child Care 1 922Flexible Learning Centre Underdale Rd, Underdale Printing 2 3600Law Building Hindley Street Adelaide Law 2 1914

TOTAL 54,485

Magill Campus St Bernards Rd, MagillP: Price House 1M: Murray House Office accommodation 2 864


26 May 2009


GFA (sqm)

S: Swimming Pool Swimming, Physical Education 1CC: Child Care Centre Child care 1 472CB: Multimedia computer pool IT Training 1 115D: Auditorium and Playhouse Arts 2 3594A: Bookshop Bookshop

Café, bar, Library Students association

2 3720

CA: Business Development Unit 1 119B: Campus central Administration, library, international

studies Security

3 5547

C: School of communication, information and new media

School of education, psychology 2 3748

N: Centre for Gender Studies Gender studies 1 143MC: Computer Pools Computers 1 311G: deLissa Institute Institute of early childhood and family

studies Information and technology

1 3112

H: Divisional office, education, arts and social sciences

Administration Social work and social policy

2 2995

TD: Expressive Arts Centre Arts 1 164E: Gymnasium Physical education 1 2199Q: Learning connection Administration 1 186F: Workshop Workshop 1 266

TOTAL 27,555


26 May 2009


GFA (sqm)

Mawson Lakes Campus Mawson Lakes BoulevardBuilding A Mawson Lakes Bookshop (Students Association)

Cafeteria (Student Association) Campus Central Campus Services Isobar/Cafe Bar (Students

Association) Security Students Association

2 3070

Building B Mawson Lakes Sports Centre 2 3899Building C Mawson Lakes Library (Sir Eric Neal Library) 3 13614Building D & E Mawson Lakes Advanced Computing Research

Centre School of Computer and Information

Science

3 2253

Building E & D Mawson Lakes Information Strategy Technology Services (ISTS)

3

Building F Mawson Lakes School of Computer and Information Science

Systems Engineering & Evaluation Centre (SEEC)

2 5097

Building G Mawson Lakes School of Education 4 4450Building GP Mawson Lakes Division Office: Information

Technology, Engineering & the Environment

Office of Pro Vice Chancellor: Division of Information Technology, Engineering and the Environment (ITEE)

Research Services Smartlink

2 2960

Building H Mawson Lakes School of Geoscience, Minerals and Civil Eng

School of Natural and Built Environments

Urban Water Resources Centre

3 4825

Building IW Mawson Lakes Ian Wark Research Institute 2 2547Building J Mawson Lakes Agricultural Machinery Research &

Design Centre (Office)2 2649


26 May 2009


GFA (sqm)

School of Advanced Mechanical and Manufacturing Engineering

Sustainable Energy CentreBuilding K Mawson Lakes Drama Centre 2 841Building M Mawson Lakes CRC for Intelligent Manufacturing

Systems & Technologies Mechanical Engineering Laboratories

2 5522

Building MC Mawson Lakes Mawson Centre 2 4402Building N Mawson Lakes Civil Engineering Laboratories 2Building OC Mawson Lakes Centre for Industrial & Applicable

Mathematics CRC for Railway Engineering &

Technology Learning Connection School of Mathematics and Statistics

1 1187

Building P Mawson Lakes Aboriginal & Islander Support Unit ITEK Pty Ltd Planetarium School of Environmental & Recreation

Management School of International Business

3 4779

Building PH Mawson Lakes Powerhouse 1 902Building Q Mawson Lakes Ian Wark Research Institute 2 2029Building R Mawson Lakes CRC for Water Quality & Treatment

School of Pharmaceutical, Molecular and Biomedical Sciences

2 7741

Building S1,S2 Mawson Lakes Agricultural Machinery Research & Design Centre (Workshop)

Building S4 Mawson Lakes Gardeners CompoundBuilding S5 Mawson Lakes Environmental & Recreation

Managment StoreBuilding SCT Mawson Lakes School of Electrical and Information

Engineering2 5172

Building W Mawson Lakes CRC for Satellite Systems CRC for Sensor Signal & Information

Processing Institute for Telecommunications

Research

2 2601


26 May 2009


GFA (sqm)

Signal Processing Research Institute (SPRI)

Building X Mawson Lakes CERAR 2 DefectsBuilding Y Mawson Lakes Mawson Lakes Golf Club 1Building Z Mawson Lakes Clubrooms (Football & Cricket) 1 317

TOTAL 80,857