This tender has a two stage process: Stage 1 Pre-Qualification and Stage 2 Full Tender Questions.

STAGE 1 - closes the 20th August, 2pm EAST 2021 PRE-QUALIFICATION- Pre-Qualification is a quick response of select (Yes/No) questions that are deemed a must have criteria for the provision of service required. These responses are evaluated after the pre-qualification close off date and an email is then sent to the supplier advising either qualified or not qualified. All response to the Pre-Qualification quick response questions must be made before the Pre-Qualification close off date. Please allow 1 hour to complete this stage.

STAGE 2 - closes the 14th September, 2pm EAST 2021. FULL TENDER ACCESS RESPONSE TO FURTHER QUESTIONS IS REQUIRED - If the supplier is deemed qualified access is provided straight away to the full tender via the tender portal and the supplier needs to access the portal again and go to the RESPONSE TAB and complete the set questions, save the submissions. All submission's must be made prior to the close off of the tender. Please allow at least 1 hour before cut off to load completed documentation against the questions in the response tab.

If the supplier receives notification that the pre-qualification has been deemed Not Qualified there is no further action required for this tender. The supplier has been deemed unsuccessful at this point.

In order to be considered as a conforming bid, tenderers must provide all the documents listed as conforming. All questions listed as mandatory must be responded to. Non-conforming tenders representing unacceptable levels of risk may be excluded from further consideration.

Interested parties wishing to post a submission for this tender or ask questions may only do so through the University’s Tender Portal.

Questions posed by this method will be brought to the attention of the Project Manager and their response distributed to all interested parties via the Tender Portal.

Unauthorised communication with University Staff or Representatives may lead to disqualification of interested party’s tender.

Stage 1: Brief Scope
Asset Condition Audit:
The first part of the scope of this project is to undertake a detailed Condition Assessment of Physical Assets and Infrastructure across all campuses owned or operated by Federation University Australia.

Exclude the following in the condition assessment:

• University fleet vehicles
• Loose furniture
• Small electrical items
• Loose equipment
• Nature assets

The key objectives of the Asset Condition Audit are:

1. Capture critical data related to Assets (at an Asset Sub-System level of the University’s Asset Hierarchy structure) including but not limited to the following:

1. Condition,
2. Annual Maintenance Cost (Backlog & Normal),
3. Annual Preventative & Unplanned Maintenance allowance,
4. Asset Lifespan (overall & remaining),
5. Replacement Cost,
6. Gross Floor Area of Built Assets,
7. Functionality,
8. Serviceability,
9. Adaptability,
10. Environmental Performance (Tender Option),
11. Regulatory Compliance,
12. Cause of any Degradation etc.

2. Undertake a Condition Based Risk Assessment and an Asset renewal deferral Risk Assessment

3. Recommend Priority actions and urgent works.

4. Provide a comprehensive dashboard of University Assets against each of the above listed assessment criteria and works, aggregated to individual space/room level.

5. Identify Asset Criticality level in accordance with Federation University Asset Criticality Framework.

6. Develop a 5 year works program aggregated to individual space/room level, including cost estimates, based on the condition of assets.

The University’s Mechanical Services equipment, ESM & Fire Services equipment are under a maintenance contract with an external contractor. The details of these assets will be shared with pre-qualified tenderers. These assets would require only a desktop assessment. The successful Tenderer can undertake physical audit of any of these assets, if they deem necessary, based on the information provided.

Desktop Assessment based on available information would also be preferred for assets with no physical access (e.g. underground services)

Asset Stocktake:
In addition to the Asset Condition Audit, the second part of the scope of this project is for the consultant to undertake a Stocktake of Assets.

The key objectives of the Asset Stocktake are:

1. Undertake a stocktake and cataloguing of assets including updating any applicable information (e.g. Code, Serial number, location etc.), in alignment with the University’s Asset hierarchy structure.

2. Prepare a Stocktake Asset Listing Register which includes the following:

1. A Plant & Equipment Stocktake Report
2. A Report of Items Located But NOT ON the Asset Register (PULSE).
3. A Report of Items On Register But NOT LOCATED
4. A Report of Items On Register where value is IMPAIRED
5. Bar Coding of assets (Tender Option)

Timeframe: Federation University requires the above outlined scope of works (Asset Condition Audit and Stocktake) to be delivered in full by 31 October 2022. Although it is preferred to have the Audit undertaken in a single stretch across all campuses, the University may decide to split the Audit in stages depending on the budgeting and complexity of the work to be undertaken.