REGISTRATION BRIEF

FOR

THE REGISTRATION OF INTEREST

FOR

PRINCIPAL CONSULTANT / ARCHITECTURAL SERVICES

Capital Works and Maintenance Programs

2017

TABLE OF CONTENTS

1.	OVERVIEW	3

2.	COMMUNICATION	3

3.	WHO SHOULD REGISTER	4

4.	BACKGROUND	4

5.	THE PRINCIPAL CONSULTANT ROLE AND ENGAGEMENT	5

6.	REVIEWING THE PRINCIPAL CONSULTANTS REGISTER	6

7.	CONSULTANTS CURRENTLY REGISTERED WITH UNISA	7

8.	SELECTION CRITERIA	7

9.	HOW TO REGISTER AND WHAT TO INCLUDE IN YOUR REGISTRATION	7

10.	REGISTRATION BRIEF – TERMS AND CONDITIONS	9

Attachment A – Registration Form	10

Attachment B – Organisational Information	11

Attachment C – Evaluation Criteria	13

Attachment D – Non-Disclosure Agreement	22

Attachment E – Schedule of Information Supplied with Registration	27

OVERVIEW

The University of South Australia, Facilities Management Unit has developed this registration of interest for suitably qualified Consultancy Services and or Architectural Organisations, including sole practitioners, to provide Principal Consultant and Architectural services for its capital works and maintenance programs across all University Campuses over a three year period.

Selected organisations will be included on a Register of Principal Consultants from which the University will appoint Principal Consultants for each project as it is initiated.

All organisations who wish to be considered for inclusion on the Principal Consultants Register must complete the registration brief in the prescribed form and manner.

Organisations are invited to lodge their registration brief against the requirements, terms and conditions specified within this Registration Brief.

The Registration Brief sets out the nature of services sought, the selection criteria and process for inclusion on the Register of Principal Consultants and what is to be included in each registration.

The University requires comprehensive registrations which respond in detail to the request for information outlined in this Brief, as selection for inclusion on the Principal Consultants Register is intended to be based solely on the submitted registration.

COMMUNICATION

The process for The Registration Brief is being managed by the Facilities Management Unit on behalf of the University of South Australia.

All enquiries in relation to the registration brief are to be directed to The Facilities Management Unit, University of South Australia, telephone

08 8302 1646.

Lodging Of Registrations Of Interest:

All registrations are to be lodged in a sealed envelope in the prescribed form along with nominated support documentation as follows:

Marked:	Principal Consultants Register

to:	Project Officer: Business Services Group

Facilities Management Unit

University of South Australia

GPO Box 2471

ADELAIDE, SA 5000

WHO SHOULD REGISTER

This Registration process is open to all Consultancy Services and or Architectural Organisations, including sole practitioners, who wish to be considered for selection to provide Consultancy Services and or Architectural Services to the University of South Australia capital works and maintenance programs.

BACKGROUND

Facilities Management Unit:

The Facilities Management Unit provides effective planning, development and maintenance of the physical resources in accordance with the corporate aims of the University and in line with relevant legislation. The annual capital works and maintenance budget ranges from $30M - $40M which includes in-progress capital projects of up to $30M.

Environment:

The University is the largest of the three Universities in South Australia with approximately 21,000 equivalent full time students on 5 campuses:

City East Magill	City West Mawson Lakes
Regional Engagement Centres (Whyalla & Mt Gambier)

Facilities Management Unit, Nature and Scope:

The Facilities Management Unit provides effective planning, development and maintenance of the physical resources in accordance with the corporate aims of the University and in line with relevant legislation. The average capital works and maintenance expenditure for 2017-2019 is approximately $90M.

The Facilities Management Unit has assigned a Project Manager from within the Unit to each Campus. The assigned Project Manager is responsible for the delivery of the Campus Capital Works Program. For each project the Project Manager is responsible for the delivery of documented project outcomes, the appointment and management of the Consultancy Services and or Principal Consultants and ensuring adherence to University Policies and Procedures.

THE PRINCIPAL CONSULTANT ROLE AND ENGAGEMENT

For the majority of University Projects, the Facilities Management Unit appoints an Architect as the Principal Consultant for each project as it is initiated, however in addition to this role the University may also appoint representatives from other Consultancy Services to participate in nominated projects. The range of consultancy services may include but are not restricted to: Disability Access, Quantity Surveyors, and Engineering Services.

The Principal Consultant is required to assemble an appropriate consultant team which includes the necessary expertise for the particular project, and develop the project Design Brief based on an initial Brief prepared by the Facilities Management Unit. The early appointment of Architectural Services for each project allows the Architect to develop a definitive Design Brief and present workable plans and options for consideration and selection by the client.

Under the direction of the Facilities Management Unit Project Manager, the Principal Consultant is responsible for the administration and management of technical issues and the consultant team through the design, documentation and construction phases of the project.

The specific expertise requirements and detailed responsibilities for Principal Consultants are unique to each project and set out in each project brief. These details along with scope of services, personnel assigned to the team and fees are negotiated on an individual and per project basis.

As each project is initiated, the Facilities Management Unit selects and appoints a Principal Consultant and or other Consultancy Services as required from those included on the Principal Consultants Register.

Each time an organisation is engaged by the Facilities Management Unit, the terms and conditions of engagement will include and be guided by:

The invitation to prepare a proposal based on the specific brief and requirements of the project.

Australian Standard – AS 4122 – 2000 “General Conditions of Contract for Engagement of Consultants”

Particular requirements such as fee structure, assigned personnel, consultant team and quality assurance plans.

REVIEWING THE PRINCIPAL CONSULTANTS REGISTER

The process to review information located on the Principal Consultants Register aims to:

Attract consultants as widely as possible registered in South Australia.

Ensure the best appropriate consultants are available for selection by the Facilities Management Unit to assist in the delivery of projects and programs.

Review information provided by consultants currently listed on the Principal Consultants Register.

Review performance of consultants utilised on Facilities Management Unit projects.

Provide an open opportunity for new consultants to be included on the Register of Principal Consultants on a needs basis or as determined by the Facilities Management Unit.

Provide an open and transparent process of registration.

The adopted process includes the following steps:

Issue a letter to interested parties or nominees advising them of the Registration Brief and inviting them to register if they wish to be eligible for possible selection as Principal Consultants for future projects and programs.

On the request from interested organisations issue the Registration Brief at the discretion of the Facilities Management Unit.

The Facilities Management Unit will assess the completed Registration Brief against the selection criteria, and outlined specialisations.

All registrants will be advised in writing of their placement on the Register.

CONSULTANTS CURRENTLY REGISTERED WITH UNISA

If considerable changes have occurred since your registration was approved, it is advised that you update your registration accordingly.

If you wish to be considered in the future for selection to provide Consultancy Services and or Architectural Services, you MUST register in the prescribed manner and form as outlined in this Brief.

SELECTION CRITERIA

Selection for inclusion on the Register of Principal Consultants will be based on the organisation fulfilling all four of the following criteria:

Registered interest in providing services in accordance with the requirements set out in this Brief.

Demonstrated corporate strength, stability and professionalism of the organisation.

Demonstrated capacity and strength of Consultancy and or Architectural personnel to provide a range and continuity of services including that of Principal Consultant.

Demonstrated technical and successful experience in undertaking and managing projects for the new construction and/or refurbishment of buildings and sites for educational establishments or other similar projects.

HOW TO REGISTER AND WHAT TO INCLUDE IN YOUR REGISTRATION

Prescribed form of registration:

Your registration is to be in writing using the Registration Form (Attachment A), Organisational Information form (Attachment B), Evaluation Criteria (Attachment C), and Schedule of Information Supplied With Registration (Attachment D) packaged together with written or hard copy supporting documentation that you wish to provide.

Prescribed manner of registration:

Registrations are to be lodged in a sealed envelope.

Marked:	Principal Consultants Register

Facilities Management Unit

University of South Australia

At:	Facilities Management Unit

University of South Australia

GPO Box 2471

ADELAIDE, SA 5000

In assessing each registration, the following documentation meets the “demonstrated” requirement for each CRITERION:

The information submitted is to be succinct and sufficient only for the assessment of registrants for inclusion on the Register. More detailed information will be requested at the time of seeking offers for individual projects, should an organisation be short-listed.

Register interest in providing services.

Registration Brief lodged in the prescribed manner and form.

Demonstrated corporate strength, stability and professionalism of the organisation.

Evidence of registration as an Architectural Practitioner or nominated Consultancy Service provider in South Australia.

Brief history of the organisation.

Organisation structure / branch offices / head office details.

Personnel organisation chart.

Brief overview of design philosophies and or service philosophy in the provision of consultancy services.

List of Principals / Partners / Associates.

The position of the organisation in relation to OHS&W, Equal Opportunity and Affirmative Action Policies.

Quality assurance standards and procedures.

Approach and design philosophies for Architectural services in relation to environmental and sustainable development principles.

Demonstrated capacity and strength of Consultancy Services and or Architectural personnel to provide a range and continuity of Consultancy and or Architectural services including that of Principal Consultant.

List of in-house consultancy and or architectural services offered and key competencies.

CV’s / career profiles of key personnel including experience in the role of Principal Consultant.

4.	Demonstrated technical and successful experience in undertaking and managing projects for the new construction and/or refurbishment of buildings and sites for educational establishments or other similar projects.

Describe and list recent relevant projects of a similar nature to those included in this Brief (new construction and/or refurbishment of buildings and sites for educational establishments) highlighting the key personnel and specific roles undertaken and/or services provided, including that of Principal Consultant and client references from three projects.

List key strengths or specialisations of the organisation providing documented recognition of these strengths.

REGISTRATION BRIEF – TERMS AND CONDITIONS

The number of consultancy services and or architectural organisations to be included on the Principal Consultants Register is not limited.

The University reserves the right to expand the Register at any time.

The University reserves the right to conduct separate Registrations of Interest and appoint consultants not included on the Register for any project.

Once formed, the Register will be employed as the principal source for engaging consultancy services and or architectural services.

Inclusion on the Register does not necessarily guarantee to any organisation any level of work in the future with the University.

Each Registration must be completed at the time of lodgement. Failure to include all vital information in the Registration may result in the organisation being excluded from the Register.

Australian Standard – AS4121 – 1994 “Code of Ethics and Procedures for the Selection of Consultants” has been adopted for this Registration.

The Register will be used exclusively by the University for the short-listing of appropriate consultants to assist in the delivery of the University capital works and maintenance programs.

Open and fair competition must be sought when procuring services. Contractors must advise if they are aware of any potential conflict of interest arising from personal or professional relationships with a Uni SA staff member.

Attachment A – Registration Form

Registration of Interest for the Provision of

Principal Consultants / Architectural Services

REGISTRATION FORM

Consultants Organisation Name
Address	Street: ______________________________________ Suburb: __________________ Post Code: _______
Postal Address	Street: ______________________________________ Suburb: __________________ Post Code: _______
Phone
Fax
Email
Website
Contact Name
Position Held

I / We acknowledge and agree that the University of South Australia can use and record the information contained within this Registration Brief.

Signed: __________________________	Date: ___________________

Name: ___________________________

Attachment B – Organisational Information

Registration of Interest for the Capital Works and Maintenance Programmes

Principal Consultant / Architectural Services

ORGANISATIONAL INFORMATION

Organisational Name
Australian Business Number (A.B.N.)
Member of: ________________________________________
Membership No: _____________	Expiry Date: ___________
Memberships and Affiliations	Member of: ________________________________________
Membership No: _____________	Expiry Date: ___________
Member of: ________________________________________
Membership No: _____________	Expiry Date: ___________
Insurance Details:	Do you have Insurance? Public Liability (minimum $20M) Yes / No Professional Indemnity Insurance (Minimum $10M) Yes / No Other: _____________________ Yes / No NB: Please provide documented evidence of all insurance cover(s)
What is the name of the Insurance Company? ______________________________________ ______________________________________ ______________________________________
What is the sum insured? ______________________________________ ______________________________________ ______________________________________
Insurance Details (Continued):	Current policy expiry date? ______/______/______ ______/______/______ ______/______/______

WorkCover Insurance:	Do you have insurance for WorkCover? Yes / No
What is your WorkCover registration number? _____________
Current Expiry Date: ______/______/______

I / We acknowledge and agree that the Universities can use and record information contained within Organisational Information as part of the registration process.

Signed: ________________________________ Date: ____________________

Name: _____________________________

Attachment C – Evaluation Criteria

Evaluation Criteria

Principal Consultants / Architectural Services

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

All sections of this document MUST be completed in full. Please attach additional documentation as necessary.

1. Demonstrated Corporate strength, stability and professionalism of the organisation in providing services in accordance with the requirements set out in this brief

a) Evidence of registration as an architectural practitioner in South Australia with RAIA
See attached documents: Evidence of registration with RAIA

b) Describe your company policy which ensures that staff skills are up-to-date.

c) Brief History of Organisation

d) Organisational structure / branch offices / head office details
See attached documents: Organisational structure Branch office details Head office details

e) Personnel Organisation Chart
See attached documents: Personnel organisation structure

f) Brief Overview of design philosophies

g) List of Principals / Partners / Associates

h) The position of the organisation in relation to OHS&W, Equal Opportunity and Affirmative Action polices
See attached documents: OHS&W Policy Additional Information:

i) Quality assurance standards and procedures
See attached documents: QA Certificate (if applicable) Additional Information:

j) Approach and design philosophies in relation to environmental and sustainable development principles

2. Demonstrated capacity and strength of Architectural personnel to provide a range and continuity of Architectural services including that of Principal Consultant

a) List of in-house architectural services offered and key competencies (Please tick):
i) Principal Consultant / Project Management
ii) Architectural / Urban Planning
iii) Architectural Design
iv) Interior Design
v) Landscape Design
vi) Facility Planning
vii) Facilities Management
viii) Asset Management
ix) New Buildings
x) Building Additions / Alterations (Refurbishment)
xi) Site Development
xii) Site Redevelopment
xiii) Education Facility Experience
xiv) Sustainable Development Design
xv) Heritage experience

b) CV’s / career profiles of key personnel including experience in the role of Principal
See attached documents: CVs Additional Information

3. Demonstrated technical and successful experience in undertaking and managing projects for the new construction and/or refurbishment of buildings and sites for educational establishments or other similar projects

The following project competencies will be evaluated. Principal Consultants are not required to meet all project competencies listed.
New Buildings > $30M
New Buildings up to $30M
Additions and Alterations $0-$1M
Additions and Alterations $1-$5M
Master planning
Libraries
Sports and recreation
Offices Administration – Commercial
Laboratories
Teaching and Meeting Facilities
Hospitality Facilities
Peer Assessment Awards

a) Describe and list recent relevant projects of a similar nature to those included in this Brief (new construction and/or refurbishment of buildings and sites for educational establishments) highlighting the key personnel and specific roles undertaken and/or services provided, including that of Principal Consultant and client references from three projects.
See attached documents: References (3)
Relevant Projects:

b) List key strengths or specialisations of the organisation providing documented recognition of these strengths.
See attached documents: Recognition of strengths / specialisations Key strengths/specialisations:

Attachment D – Non-Disclosure Agreement

UNIVERSITY OF SOUTH AUSTRALIA NON-DISCLOSURE AGREEMENT

BETWEEN:	University of South Australia (ABN: 37 191 313 308), a body corporate by virtue of the University of South Australia Act, 1990, as amended, of North Terrace Adelaide SA 5000 (‘University’)

AND:	The party named in Item 1 of the Schedule (‘Recipient’)

In Relation to the engagement of the Recipient to provide the Services to the University ('Purpose').

RECITALS

A.	The Recipient seeks to be considered by the University to provide the Services during the course of which Confidential Information may be disclosed to the Recipient.

B	The Recipient agrees to keep secret and confidential the University’s Confidential Information in accordance with the terms of this agreement.

DEFINITIONS

'Confidential Information' means, regardless of the form of disclosure or the medium used to store it, all confidential information of the University, or information treated by the University as confidential and of which the Recipient first becomes aware, either before or after the date of this agreement, through disclosure by the University to the Recipient during the performance of the Services or otherwise through the Recipient's involvement with the University and includes without limitation:

the information described in Item 3 of the Schedule;

the business, services, operations, strategic plans or products (including financial information, client or technical data or know-how) of the University , its related entities and associates;

all other information that the University discloses (whether orally, in writing or in any other form) to the Recipient in relation to the Purpose; and

all information, notes and copies generated by the Recipient based on the University’s Confidential Information.

'Services' means the services provided by the Recipient to the University, including the services described in Item 2 of the Schedule.

DUTY OF CONFIDENCE

1.	In return for being given access to the Confidential Information, the Recipient agrees that all Confidential Information disclosed to it:

(i)	will be kept strictly confidential and used only for the Purpose;

(ii)	will remain the absolute and exclusive property of the University;

(iii)	will not disclose to any person other than to those of the Recipient’s employees:

who have a need to know for the Purpose; and

who have first been directed and have undertaken orally or in writing to keep it confidential and to use it only for the Purpose (‘Undertaking’)

(iv)	will not, copy it or any part of it other than as strictly necessary for the Purpose and must mark any such copy ‘Confidential – University of South Australia’.

2.	The Recipient’s duty of confidence does not extend to such of the Confidential Information as the Recipient can prove:

(i)	was previously known by the Recipient;

(ii)	was in the public domain, even though not previously known by the Recipient;

(iii)	comes into the public domain subsequently, otherwise than as a result of a breach of this Agreement;

(iv)	is acquired from a third party having no obligation of confidentiality to the University;

(v)	is independently developed by the Recipient without reliance on or use of the Confidential Information; or

(vi)	is required by law to be disclosed.

3.	The Recipient must:

(i)	ensure there is no unauthorised copying, use or disclosure of the Confidential Information (whether that disclosure is oral, in writing or in any other form);

(ii)	immediately notify the University if it becomes aware that any of the Confidential Information has been copied, used or disclosed without authority or is required to be disclosed by law;

(iii)	immediately stop using the Confidential Information and return to the University (or destroy it at the University’s option) all extracts and copies of the Confidential Information (in any medium) at the University’s request or upon completion of the Purpose; and

(iii)	fulfil its obligations under this Agreement indefinitely until such time as the Confidential Information is lawfully released into the public domain.

4.	The Recipient indemnifies and keeps indemnified the University against all loss and damage the University sustains or incurs as a result, whether directly or indirectly, of any breach by the Recipient of this Agreement.

5.	If the Recipient claims the obligation of confidentiality under this Agreement does not apply to any information, the burden of proving applicability of any such exception is that of the Recipient.

6.	Nothing contained in this Agreement shall be construed as granting or conferring any right by licence, expressly or impliedly, to the Recipient in connection with the Confidential Information. Neither party represents that by entering into this Agreement that party will enter into any other arrangement in relation to the Purpose or any Confidential Information.

7.	This Agreement may be signed in counterparts.

8.	In the event of a breach by the Recipient of any provision of this Agreement, the University shall, in additional to any other remedy available to it in respect of such breach, be entitled to injunctive relief, the Recipient acknowledges that damages alone are an inadequate remedy.

9.	This Agreement is governed by the laws of the State of South Australia and each party submits to the jurisdiction of the courts of South Australia.

EXECUTION

EXECUTED as an agreement this	day of	2017

Signed on behalf of	)
the University of South Australia	)
in accordance with the	)
Vice-Chancellor's authorisations	)
and in the presence of:	)

WITNESS:	THE UNIVERSITY REPRESENTATIVE:

(signature)	(signature)

(print name)	(print name)

(capacity)	(capacity)

Signed on behalf of the Recipient	)

and in the presence of:	)

WITNESS:	RECIPIENT REPRESENTATIVE:

(signature)	(signature)

(print name)	(print name)

(capacity)	(capacity)

SCHEDULE

Item 1	Contractor

Name	[Insert name]
ABN	[insert ABN]
Address	[insert address]
Contact name	[contact name]
Mobile	[insert mobile]
Email	[insert email]

Item 2	Services

[insert here a description of the Services to be provided by the Contractor]

Item 3	Confidential Information

[insert here a description of the Confidential Information to be provided to the Contractor, if there is nothing specific insert “All Confidential Information provided to the Contractor in connection with the Services.”]

Attachment E – Schedule of Information Supplied with Registration

Registration of Interest for the Provision of

Principal Consultants / Architectural Services

SCHEDULE OF INFORMATION

SUPPLIED WITH REGISTRATION

Organisational Name
Type of Consultancy Service

ITEM No.	ITEM	SUPPLIED
1	Evidence of Registration as an Architectural Practitioner or other consultancy service provider in South Australia.	YES / NO
2	Brief History of the Organisation	YES / NO
3	Organisation Structure / Branch Offices / Head Office Details	YES / NO
4	Personnel Organisation Chart	YES / NO
5	Brief Overview of Design Philosophies	YES / NO
6	List of Principals / Partners / Associates	YES / NO
7	The position of the organisation in relation to OH&S, Equal Opportunity and Affirmative Action Policies. Please provide copy of OHS&W Policy.	YES / NO
8	Quality Assurance Standards and Procedures Please provide copy of QA Certificate if applicable	YES / NO
9	Approach and Design Philosophies in Relation to Environmental and Sustainable Development	YES / NO
10	List of In-house Architectural Services Offered and Key Competencies	YES / NO
11	CV’s / Career Profiles of Key Personnel Including Experience in the Role of Principal Consultant	YES / NO
12	Describe and list recent relevant projects of a similar nature to those included in this Brief (new construction and/or refurbishment of buildings and sites for educational establishments) highlighting the key personnel and specific roles undertaken and/or services provided, including that of Principal Consultant and client references from three projects.	YES / NO
13	List key strengths or specialisations of the organisation providing documented recognition of these strengths.	YES / NO

Signed: __________________________	Date: ___________________

Name: ___________________________