Defense Industry Briefing for Project Procurement

1. Industry Briefing [INSERT PROJECT NAME] [INSERT PROJECT NUMBER] [INSERT TENDER NUMBER] [INSERT CONTRACT] [Insert relevant photographs / illustrations for Project.] • [Important: • The following slides are a template and only a guide. The slides will need to be checked and adjusted to make sure they match the Tender Documents. The slides also provide examples which will need to be tailored specifically for the relevant Tender Documents and project. • Viewing this PowerPoint presentation in ‘normal’ view will show notes on how to complete this slide pack for the different delivery models (ie HC-1 / MCC-1 / DSC-1 / MW-2).]

2. Industry Briefing Agenda Welcome and Introductions [Insert Project Director] • Probity Brief • Project Overview • Legal Brief • Site Inspection

3. Defence and Project Team • Defence Representatives are: • [Insert e.g Project Director] • [Insert e.g Senior Project Officer] • [Insert Project Manager / Contract Administrator] • [Insert e.g Legal adviser] • [Insert e.g Probity adviser] Welcome and Introductions

4. Safety Brief • Emergency exits • Evacuation muster points • Rest rooms • Mobile phones / photographs / copies of presentations Welcome and Introductions

5. ] • Probity Brief [Insert name of Probity adviser]

6. All industry briefings are conducted for the purpose of providing background information only. The Tenderer must not in any way rely upon any industry briefing for the purposes of preparing, amending or negotiating its Tender or entry into any contract with the Commonwealth. • Probity Brief

7. Defence, as for all Commonwealth agencies, wants to conduct this procurement in a way that achieves the best VFM outcome and in a way that meets the highest standards of probity. At this stage of the procurement, probity issues are often about “information management”. Accordingly, Defence is keen to ensure that you all have a fair and equitable opportunity to access to the same, consistent information in a way that enables you to fairly compete and lodge a VFM submission. • Probity Brief

8. Probity Brief In order to manage that: • There is a single point of contact – the Contact Officer described in the RFT/ITRTender Particulars – [name]. • All inquiries or questions or other communications arising out of the RFT must be directed to, and only to, the Contact Officer. • During this briefing and during any question and answer opportunities direct your question to the presenter only – please do not “corral” Project team members or one-on-one conversations. This will help avoid the risk of you obtaining incomplete or inaccurate information, as well as avoiding unfairness to others who don’t get additional information.

9. Probity Brief • Please direct your questions to the presenter in a clear way that enables everyone to hear it – if there is any doubt, the presenter will repeat the question when giving an answer. • If any question cannot be fully and accurately answered during the briefing and site tour, the question will be taken on notice and a reply distributed to all Tenderers in writing later, either as an Addendum or Information Document, depending on its effect.

10. ] • Project Overview [Insert name of PM/CA]

11. [Insert Project Name] • [Insert photograph/diagram of Project - e.g aerial photograph of facility.] • Project Overview

12. [Insert Project Name] • Project Overview • [Insert a list of Project Overview topics on this slide. e.g. • Project Background • Site security / access • Program • Commissioning and Handover Plan • Ecologically Sustainable Development (ESD) and Whole-of-Life (WOL) Plan] • [Insert a slide for each topic.]

13. Project Background • Project Overview • [Insert key points for Project background on this slide. e.g. • Scope of Works/Services (include any options) • Purpose of Works/Services] • [Insert relevant diagrams]

14. Site security / access • Project Overview • Tenderers are required to obtain, pay for, and maintain security clearances for life of contract. • [Insert other key points for Site security / access on this slide.]

15. Program • Project Overview [Example of program activities for Head Contract]

16. ] • Tender Documents [Insert name of legal adviser]

17. Overview • Tender Documents • Information Documents • Conforming Tender • Non-conforming Tender • Administrative arrangements • Evaluation Criteria • Tender Schedules Tender Documents

18. DELETE SLIDE AS REQUIRED Structure Tender Documents (Head Contract / Medium Works) • Tender Documents – HC / MW Only Disclaimer and Confidentiality Agreement Part 4 Tender Schedules Part 1 Tender Conditions Part 3 Tender Form and Statutory Declaration Works Description (Head Contract only) Other documents Part 2 Tender Particulars Part 5 Contract Schedule A – Workload and Proposed Resources Schedule B – Plans Schedule C – Previous Performance Schedule D – Program Schedule E – Tenderer’s Security and Insurance Details Schedule F – Miscellaneous Contract Particulars Schedule G – Tenderer’s Commercial-in-Confidence Information Schedule H – Quality Schedule I – Information Security Schedule J – Indigenous Procurement Policy Schedule K – Building Code 2016 Schedule L – Contract Price Schedule M – Alternative Proposals Annexure 1 – Estate Information Annexure 2 – Special Conditions Annexure 3 – Works Description Annexure 4 – Indigenous Procurement Plan [Note: Works Description and Indigenous Procurement Plan are for Head Contract only. Amend / insert Annexures as required]

19. DELETE SLIDE AS REQUIRED Structure Tender Documents (Managing Contractor Contract) • Tender Documents – MCC Only Disclaimer and Confidentiality Agreement Part 4 Tender Schedules Part 1 Tender Conditions Part 3 Tender Form and Statutory Declaration Other documents Part 2 Tender Particulars Part 5 Contract Schedule A – Workload and Proposed Resources Schedule B – Detailed Contractor’s Activities Proposal (DCAP) and Plans Schedule C – Previous Performance Schedule D – Program Schedule E – Tenderer’s Security and Insurance Details Schedule F – Miscellaneous Contract Particulars Schedule G – Tenderer’s Commercial-in-Confidence Information Schedule H – Quality Schedule I – Information Security Schedule J – Indigenous Procurement Policy Schedule K –Building Code 2016 Schedule L –Remuneration, Outline Cost Plan, Outline Incentive and KPIs Schedule M –Alternative Proposals Annexure 1 – Estate Information Annexure 2 – Special Conditions Annexure 3 – Design Documentation Annexure 4 – DCAP Annexure 5 – Indigenous Procurement Plan [Note: amend / insert Annexures as required]

20. DELETE SLIDE AS REQUIRED Structure Tender Documents (Design Services Contract) • Tender Documents – DSC Only Schedule A – Workload and Proposed Resources Schedule B – Detailed Consultant’s Activities Proposal (DCAP) and Plans Schedule C – Previous Performance Schedule D – Program Schedule E – Tenderer’s Insurance Details Schedule F – Miscellaneous Contract Particulars Schedule G – Tenderer’s Commercial-in-Confidence Information Schedule H – Quality Schedule I – Information Security Schedule J – Building Code 2016 Schedule K – Fee Schedule L – Alternative Proposals Disclaimer and Confidentiality Agreement Part 4 Tender Schedules Part 1 Tender Conditions Part 3 Tender Form and Statutory Declaration Other documents Part 2 Tender Particulars Part 5 Contract Annexure 1 – Estate Information Annexure 2 – Special Conditions Annexure 3 – Brief Annexure 4 – DCAP [Note: amend / insert Annexures as required]

21. Information Documents • Information Documents form two categories (TC:6(a)): • Information Documents listed in the Disclaimer and Confidentiality Agreement (immediately available); and • Information Documents issued to the Tenderer prior to [Insert ATM Close Date and ATM Close Time]. • Not part of the Tender Documents and will not form part of the Contract in Part 5 (TC:6(a)(iii)). • Provided for ‘information only’ of the Tenderer. Tender Documents

22. Conforming Tender Tender must be lodged (TC:3.1(a)): Tender Documents in the tender box located at: Defence Mail Services Queanbeyan Annex 6 14-22 Wycombe Street QUEANBEYAN NSW 2620 before the ATM Close Date and ATM Close Time: [Insert time] (ACT local time) on [Insert date]

23. DELETE SLIDE AS REQUIRED Conforming Tender – minimum form and content TC:3.1 Tender Documents – HC / MW / MCC Only Tender Validity Building Code 2016 Contract acceptance

24. DELETE SLIDE AS REQUIRED Conforming Tender – minimum form and content TC:3.1 Tender Documents – DSC Only Tender Validity Building Code 2016 Contract acceptance

25. DELETE SLIDE AS REQUIRED Conforming Tender – minimum form and content TC:3.1 Tender Documents – HC / MCC Only Indigenous Policy

26. Conforming Tender – conditions for participation TC:3.1 Tender Documents Building Code 2016 Eligible Additional conditions

27. Non-conforming Tender Tender Documents

28. Administrative arrangements • In the Tender Form and Statutory Declaration, the Tenderer is requested to: • confirm that it has allowed for all requirements in all addenda • provide details regarding the Tenderer’s identity and structure (including Joint Bids) • Not a minimum form and content requirement. Tender Documents

29. DELETE SLIDE AS REQUIRED Administrative arrangements Tender Documents – HC / MW Only Complete and execute: Tender Form and Statutory Declaration In separate sealed packages, endorsed on the outside, provide the information requested in: Tender Schedule M (Contract Price) + Tender Schedule N (Alternative Proposals) The Tenderer is requested to lodge: Tender FormandStatutory Declaration + Tender Schedules (A to L)

30. DELETE SLIDE AS REQUIRED Administrative arrangements Tender Documents – MCC Only Complete and execute: Tender Form and Statutory Declaration In separate sealed packages, endorsed on the outside, provide the information requested in: Tender Schedule M (Remuneration, Outline Cost Plan, Outline Incentive and KPIs) + Tender Schedule N (Alternative Proposals) The Tenderer is requested to lodge: Tender FormandStatutory Declaration + Tender Schedules (A to L)

31. DELETE SLIDE AS REQUIRED Administrative arrangements Tender Documents – DSC Only Complete and execute: Tender Form and Statutory Declaration In separate sealed packages, provide the information requested in: Tender Schedule K (Fee) + Tender Schedule L (Alternative Proposals) The Tender is requested to lodge: Tender FormandStatutory Declaration + Tender Schedules (A to J)

32. DELETE SLIDE AS REQUIRED Administrative arrangements Tender Documents – Hard Copy Lodgement • Copies • [Insert] hard unbound copies • [Insert] hard bound copies (one marked ‘Original’ each other copy marked “Copy”) • one electronic copy • No USB or ‘thumb drive’, iPads, tablets or other similar electronic devices. • Endorsed • Endorsed on the outside with the words specified in the Tender Particulars • Weight and Dimensions • Sealed packages • Not exceeding 16Kg • 400mm x 500mm in any two lineal dimensions

33. DELETE SLIDE AS REQUIRED Administrative arrangements Tender Documents – Electronic Submissions (email) • Format • Provide your Proposal in a format that is compatible with Defence’s network requirements, the consequences could result in an exclusion if the Proposal is sent in a non-conforming format that Defence cannot access. • File Names • Ensure that the proposal contains files names which incorporate: • AZ Number/ Project Identifying Number • Project Name • Consultant's Name • References to each part of the Consultant's proposal • Fee Proposal and Alternative Proposals are to be separate files • Size • Limit the file size of your Proposal to ensure that it makes it through the Defence Firewall. Generally files 5MB and under are suitable for receipt via email. • Split your Proposal as required.

34. DELETE SLIDE AS REQUIRED Tender Schedules Tender Documents – HC / MW Only

35. DELETE SLIDE AS REQUIRED Tender Documents – HC / MW Only

36. DELETE SLIDE AS REQUIRED Tender Schedules Tender Documents – MCC Only

37. DELETE SLIDE AS REQUIRED Tender Documents – MCC Only

38. DELETE SLIDE AS REQUIRED Tender Schedules Tender Documents – DSC Only

39. DELETE SLIDE AS REQUIRED Tender Documents – DSC Only

40. Other Tender Conditions Tender Documents • Questions / amendments (TC:2.2) • Procedure before and after ATM Close Date and ATM Close Time (TC:7) • Notification and debrief (TC:9) • Costs and claims (TC:10) • Joint bids (TC:11) • Information security – confidential information and sensitive and classified information (TC:18 and 19)

41. Other Special Conditions Tender Documents • [Insert any relevant special conditions stated in the Tender Particulars. If there are no special conditions please delete this slide.]

42. Thank you • Questions? [Insert name of PD]