Have you completed and attached the following tender submission schedule?
- T27014 - Part E - RFT Response Schedules

Question:
Programme / contractual commencement - Part A indicates contract execution on 13 November 2026 and intended commencement on 17 November 2026, while Part B schedules the kick-off from 19 October, document review from 26 October and fieldwork from 2 November 2026. Please confirm the contractual commencement date and the baseline milestone dates tenderers are to price and resource against, including whether any mobilisation is expected before contract execution.

Pilot audit quantity - Part E prices “Pilot Case Studies … of 3 Pre-selected Sites”, whereas Part B KPI 7.1 refers to Council review of three standard buildings and one complex building. Please confirm whether the pilot comprises three sites or four sites (3 standard + 1 complex) and, if available, identify the intended pilot building types/assets.

Final in-scope asset register and size data - Appendix A lists 139 asset records but does not provide addresses, gross floor areas/footprints, storeys, heritage status, complexity or access constraints. Please confirm the final in-scope asset list and advise whether Council will provide a current register/GIS export containing addresses/coordinates, floor area, building type, year built, ownership/lease status and other available attributes for tender pricing and mobilisation.

Phase 1 building-services audit versus Phase 2 specialist assessment - Appendix C states structural elements and mechanical/electrical services must be audited by appropriately qualified engineers, while Part B 4.4 describes specialist building-services and critical-system assessments as Phase 2 at the Supervisor’s direction. Please clarify the minimum Phase 1 inspection requirement for mechanical, electrical, hydraulic, fire, security/BMS and vertical-transport components at every building, and what additional depth/testing is intended only under Phase 2.

Phase 2 quantities and pricing basis - Please confirm whether the Critical Asset Audit, Functional Effectiveness, Climate Change Vulnerability, compliance/current-day-standards assessment and Disability Accessibility Assessment are optional/conditional Phase 2 services. If so, please advise the expected number/type of buildings for each service and whether tenderers should price these as fixed lump sums, provisional allowances or unit rates. Part E also does not provide a separate fee line for the current-day standards/compliance assessment; please confirm where this should be priced.

Financial asset valuation requirements - Please confirm whether the AASB 13 revaluation must be completed/signed by an independent registered property valuer, quantity surveyor or other specified qualification. Please also confirm the valuation date, required Level 2/Level 3 input classification, Council’s preferred replacement-cost/unit-rate source, treatment of specialised/heritage assets and market valuation adjustments, depreciation/RUL conventions, and the required approach to insurance values.

AssetMaster / AMIS / IntraMaps data interface - Part B refers to recording relevant data in AssetMaster, while Appendix C refers to upload to Council’s AMIS and GIS/IntraMaps. Please confirm the authoritative target system(s) and provide, if available, the import templates/data dictionary, current asset register export, GIS schema/coordinate system, mandatory fields, accepted response codes and photograph naming/linking requirements.

Existing defect and maintenance information - Part B requires review of UMS defect reports and cross-checking against site findings. Please confirm what UMS defect, work-order, maintenance, previous condition-audit and renewal data will be supplied, in what format, and whether the contractor is expected to close/reconcile historic and duplicate defects in the final dataset.

Building records and access provisions - Please confirm the extent of available floor plans/as-built drawings, O&M manuals, service schematics, essential-safety-measure records and previous reports. Please also clarify which facilities require police checks/WWCC, escorts, out-of-hours access, roof/ceiling/subfloor/plant-room access or special permits, and whether Council will coordinate keys/swipe cards/occupant notifications as stated in the Specification.

Inspection access, intrusive work and testing - Please confirm the base audit is visual and non-intrusive from safely accessible areas unless specifically instructed. Please identify any mandatory allowance required for EWP/scaffold/roof access, confined-space entry, opening-up, asbestos/hazardous-materials investigation, electrical/mechanical testing, destructive investigation or laboratory testing, and advise whether such items are to be separately authorised.

Cost-estimate basis and accuracy - Please confirm the expected accuracy/class of maintenance and renewal cost estimates, base date and escalation convention, contingency/overheads assumptions, preferred schedule-of-rates/cost database and whether costs are required at individual component/defect level as well as portfolio programme level.

Building criticality and risk framework - Appendix C notes Council has not yet assessed criticality for individual buildings/off-street carparks. Please confirm whether development of a building criticality framework/rating is required as a deliverable under T27014, or whether the contractor is only required to provide defect/intervention risk priorities in accordance with the CAF.

Final reporting and acceptance format - Please confirm the required final reporting structure (one portfolio report, individual building summary sheets/reports, dashboards/maps and/or other formats), the expected level of photographic evidence per component/defect, and whether Council can issue an example accepted building audit/data output before Hold Point 2.

Part C – Precedent Contract - Part A identifies Part C – Precedent Contract as part of the tender pack. Please confirm that the current Part C is available in VendorPanel and, if it is not currently visible to tenderers, please issue it so legal/commercial departures can be reviewed and finalised before tender close.

Background intellectual property - Part A states Council owns proprietary rights in documents, processes, formulae, software, data and applications produced in performing the Services. Please confirm that pre-existing contractor background IP (including proprietary audit tools, templates, methods, scripts and know-how developed independently of this contract) remains the contractor’s property, with Council receiving the project-specific deliverables/data and any licence reasonably required to use those deliverables.

Cyber insurance requirement - Part A identifies Cyber insurance as an additional mandatory requirement where embedded/requested, but no minimum coverage amount is stated in the documents supplied. Please confirm whether Cyber insurance is mandatory for T27014 and, if so, the required limit and any specific policy conditions.

Phase 2 completion timing / extension option - Please confirm whether all directed Phase 2 specialist/high-priority assessments must be completed within the 31 March 2027 completion date, or whether Phase 2 may be instructed and delivered under the stated six-month extension option.

Financial hierarchy crosswalk - Please confirm Council will provide a current crosswalk between Appendix A Asset IDs and Appendix D Finance IDs/financial hierarchy records (including current area, year built, existing valuation input/classification and componentisation) so the physical and financial datasets can be reconciled without duplicating Council-held information.

Answered on 18/Sep/2026 12:47 PM:


Q Programme / contractual commencement - Part A indicates contract execution on 13 November 2026 and intended commencement on 17 November 2026, while Part B schedules the kick-off from 19 October, document review from 26 October and fieldwork from 2 November 2026. Please confirm the contractual commencement date and the baseline milestone dates tenderers are to price and resource against, including whether any mobilisation is expected before contract execution.

A Contract execution will be on 13 November and intended Contract commencement 17 November. Mobilisation is not expected before contract execution. Part B schedules have been modified to reflect November commencement dates

Q- Pilot audit quantity - Part E prices “Pilot Case Studies … of 3 Pre-selected Sites”, whereas Part B KPI 7.1 refers to Council review of three standard buildings and one complex building. Please confirm whether the pilot comprises three sites or four sites (3 standard + 1 complex) and, if available, identify the intended pilot building types/assets.

A - Part E Pilot Case studies 3 pre-selected sites is accurate, Part B KPI 7.1 adjusted to standard buildings and 1 complex

Q- Final in-scope asset register and size data - Appendix A lists 139 asset records but does not provide addresses, gross floor areas/footprints, storeys, heritage status, complexity or access constraints. Please confirm the final in-scope asset list and advise whether Council will provide a current register/GIS export containing addresses/coordinates, floor area, building type, year built, ownership/lease status and other available attributes for tender pricing and mobilisation.

A - Council will provide GIS and asset register exports which will contain addresses, floor areas, building type, year built, ownership/lease status and other available attributes

Q- Phase 1 building-services audit versus Phase 2 specialist assessment - Appendix C states structural elements and mechanical/electrical services must be audited by appropriately qualified engineers, while Part B 4.4 describes specialist building-services and critical-system assessments as Phase 2 at the Supervisor’s direction. Please clarify the minimum Phase 1 inspection requirement for mechanical, electrical, hydraulic, fire, security/BMS and vertical-transport components at every building, and what additional depth/testing is intended only under Phase 2.

A- The expected minimum Phase 1 inspection requirements for mechanical, electrical, hydraulic, fire, security/BMS and vertical-transport components at every building requires a visual, non-destructive inspection of the core physical assets to determine remaining useful life, deferred maintenance, and immediate capital expenditure needs that impact property value. The additional depth for testing intended for Phase 2 is to be provided in a return brief in discussion with Council officers to determine how asset criticality, functional effectiveness, climate vulnerability, current day compliance and disability access would all impact on the long term renewal programs.

Q- Phase 2 quantities and pricing basis - Please confirm whether the Critical Asset Audit, Functional Effectiveness, Climate Change Vulnerability, compliance/current-day-standards assessment and Disability Accessibility Assessment are optional/conditional Phase 2 services. If so, please advise the expected number/type of buildings for each service and whether tenderers should price these as fixed lump sums, provisional allowances or unit rates. Part E also does not provide a separate fee line for the current-day standards/compliance assessment; please confirm where this should be priced.

A - The Critical Asset Audit, Functional Effectiveness, Climate Change Vulnerability, compliance/current-day-standards assessment and Disability Accessibility Assessment are conditional Phase 2 services that will be determined through return brief and in discussion with Council officers. Tenderers should provide unit rates and a separate fee line for current-day compliance assessments and this will be added to Part E.

Q - Financial asset valuation requirements - Please confirm whether the AASB 13 revaluation must be completed/signed by an independent registered property valuer, quantity surveyor or other specified qualification. Please also confirm the valuation date, required Level 2/Level 3 input classification, Council’s preferred replacement-cost/unit-rate source, treatment of specialised/heritage assets and market valuation adjustments, depreciation/RUL conventions, and the required approach to insurance values.

A -For the financial valuation, the final report is to be signed by a suitably qualified valuer with experience in AASB 13 and AASB 116 building valuations, preferably in local government. A quantity surveyor can support the replacement costs and unit rates, but the person signing the report should be able to take responsibility for the overall valuation methodology and Level 2/Level 3 classification.

For the effective date, the last day of the month in which the on-site inspections are completed. Projects completed on or before that date will be included in the pre-revaluation data, while projects completed after that date can be capitalised separately after the revaluation.

Specialised buildings will generally be valued using Current Replacement Cost and classified as Level 3. Buildings valued using market evidence will need to be assessed separately to determine whether they fall within Level 2 or Level 3. The valuation should also cover Council’s six building components, condition, useful life, remaining useful life, unit rates, and any relevant brownfield and heritage adjustments.

Insurance values should be provided separately from the financial valuation, with the main differences explained.



Q - AssetMaster / AMIS / IntraMaps data interface - Part B refers to recording relevant data in AssetMaster, while Appendix C refers to upload to Council’s AMIS and GIS/IntraMaps. Please confirm the authoritative target system(s) and provide, if available, the import templates/data dictionary, current asset register export, GIS schema/coordinate system, mandatory fields, accepted response codes and photograph naming/linking requirements.

A - Council will provide the import template and data dictionary with existing asset register export and GIS schema details. Other details to be coordinated by Council with Asset system vendor before finalising reporting requirements

Q- Existing defect and maintenance information - Part B requires review of UMS defect reports and cross-checking against site findings. Please confirm what UMS defect, work-order, maintenance, previous condition-audit and renewal data will be supplied, in what format, and whether the contractor is expected to close/reconcile historic and duplicate defects in the final dataset.

A- Council will provide spreadsheets of previous defect data and condition audits, with any available renewal data. No reconciliation of data required, final data set to be stand-alone point-in-time report as of this inspection

Q- Building records and access provisions - Please confirm the extent of available floor plans/as-built drawings, O&M manuals, service schematics, essential-safety-measure records and previous reports. Please also clarify which facilities require police checks/WWCC, escorts, out-of-hours access, roof/ceiling/subfloor/plant-room access or special permits, and whether Council will coordinate keys/swipe cards/occupant notifications as stated in the Specification.

A- Council has limited floor plans and as-builts, O&M manuals, it has ESM records for all properties. Police checks/WWCC will be required for all Kinder, MCH, Childcare, Youth Services facilities. Out of hours access will be provided on an as-needs basis if required. Council will coordinate keys/swipe cards/occupant notifications.

Q- Inspection access, intrusive work and testing - Please confirm the base audit is visual and non-intrusive from safely accessible areas unless specifically instructed. Please identify any mandatory allowance required for EWP/scaffold/roof access, confined-space entry, opening-up, asbestos/hazardous-materials investigation, electrical/mechanical testing, destructive investigation or laboratory testing, and advise whether such items are to be separately authorised.

A - The base audit is a visual and non-intrusive assessment. Council will determine with the successful tenderer whether site specific access and testing is required based on projected proposed renewal programming

Q - Cost-estimate basis and accuracy - Please confirm the expected accuracy/class of maintenance and renewal cost estimates, base date and escalation convention, contingency/overheads assumptions, preferred schedule-of-rates/cost database and whether costs are required at individual component/defect level as well as portfolio programme level.

A- Council expect the renewal cost estimates to be based on estimated replacement costs and will make assumptions regarding upgrading assets to modern equivalents. The previous cost database can be provided to the successful tenderer to assist with cost estimations at a portfolio programme level.

Q- Building criticality and risk framework - Appendix C notes Council has not yet assessed criticality for individual buildings/off-street carparks. Please confirm whether development of a building criticality framework/rating is required as a deliverable under T27014, or whether the contractor is only required to provide defect/intervention risk priorities in accordance with the CAF.

A- Council only require contractor to provide intervention risk priorities in accordance with the Condition Assessment Framework

Q- Final reporting and acceptance format - Please confirm the required final reporting structure (one portfolio report, individual building summary sheets/reports, dashboards/maps and/or other formats), the expected level of photographic evidence per component/defect, and whether Council can issue an example accepted building audit/data output before Hold Point 2.

A- Council require one overall portfolio report, which contains appendices of individual building summaries. Council will issue an example of an accepted building audit for Hold Point 2.

Q- Part C – Precedent Contract - Part A identifies Part C – Precedent Contract as part of the tender pack. Please confirm that the current Part C is available in VendorPanel and, if it is not currently visible to tenderers, please issue it so legal/commercial departures can be reviewed and finalised before tender close.

A - Part C is the Services General Conditions (Long Form) included in the tender pack

Q- Background intellectual property - Part A states Council owns proprietary rights in documents, processes, formulae, software, data and applications produced in performing the Services. Please confirm that pre-existing contractor background IP (including proprietary audit tools, templates, methods, scripts and know-how developed independently of this contract) remains the contractor’s property, with Council receiving the project-specific deliverables/data and any licence reasonably required to use those deliverables.

A- Council confirm that pre-existing contractor background IP including proprietary audit tools, templates, methods, scripts and know-how developed independently of this contract remains the contractors property. The project specific deliverables and data required for the delivery of the deliverables are what Council owns at the end of the project.

Q- Cyber insurance requirement - Part A identifies Cyber insurance as an additional mandatory requirement where embedded/requested, but no minimum coverage amount is stated in the documents supplied. Please confirm whether Cyber insurance is mandatory for T27014 and, if so, the required limit and any specific policy conditions.

A- $10Million per occurence

Q- Phase 2 completion timing / extension option - Please confirm whether all directed Phase 2 specialist/high-priority assessments must be completed within the 31 March 2027 completion date, or whether Phase 2 may be instructed and delivered under the stated six-month extension option.

A- Council will direct Phase 2 assessments within the 31 March 2027 completion date if it is determined possible during the return brief detailing with the successful tenderer, and retains the right to have Phase 2 delivered under the six month extension option.

Q- Financial hierarchy crosswalk - Please confirm Council will provide a current crosswalk between Appendix A Asset IDs and Appendix D Finance IDs/financial hierarchy records (including current area, year built, existing valuation input/classification and componentisation) so the physical and financial datasets can be reconciled without duplicating Council-held information.

A- Council will provide the links between Appendix A – Asset IDs and Appendix D – Finance IDs to reconcile the asset register with the finance register, so as not to duplicate the Council held information.

Question:
Could Council provide "Attachment F," the Excel pricing template referenced in Part C? Part C's per-building cost breakdown tables (General Building Condition Assessment, Climate Change Vulnerability, Functional Effectiveness, Disability Access, Financial Asset Valuation) all reference "Attachment F" as the spreadsheet template to use — five times — but no such file was included anywhere in the tender pack. Please confirm whether it will be issued, or whether the breakdown can be provided directly in Part E's tables instead.

Answered on 18/Sep/2026 02:52 PM:


See addendum 1