CRICOS Provider Codes: QLD – 00219C; NSW – 01315F; VIC – 01624D

 Professor Scott Bowman, Vice Chancellor and President, CQUniversity
 Neil Lethlean, Economic Development Manager, Capricorn Enterprise
 Mr Nik Babovic, Deputy Vice Chancellor (Industry and Vocational Education and
Training), CQUniversity
 Mr Ron Tollasepp, Director Facilities Management, CQUniversity
 Mr Peter Edwards, Director Information Technology, CQUniversity
 Ms Ann-Maree Roughead, Procurement Advice Team Leader, CQUniversity
Presentations will be followed by networking and light refreshments.

• Facilities Operations and Maintenance
• Property Management & Estate Planning
• Space Planning & Management
• Asset Management
• Compliance, Energy, Sustainability and Environment
• Project Planning and Delivery

DFM engage a range of suppliers through different methodologies:
• Ad-hoc, unplanned, urgent tasks
• Planned works and services (Purchase Orders)
• Standing contracts (1 – 5 years) (> $8 million/year)
• Schedule of rates
• Consultant contracts
• Construction contracts– (updated suite of contracts using Australian Standards contracts)

Major Contracts:
• Freight – currently out to market
• Fire systems – end 2013
• Electricity – end 2014
• Security - 2014
Panel Arrangements
• In the future we will be looking to establish panel arrangements for areas such as: consultants, trades groups, minor works contractors.

Major Projects
• Mackay Engineering
• Mackay City Campus Refurbishment
• Rockhampton Allied Health
• Contractors for these projects must comply with
Federal Government funding requirements.
• All to be completed by end of 2015.

Mackay Engineering Project
• Located on our growing campus, this new facility is to provide local engineering capability that compliments the Mackay Trade Training Centre, specialising in Mechatronics.
• Planning to be delivered under a
Managing Contractor arrangement.
• Building Size estimated - 2,700 sqm
• Includes laboratories, teaching spaces, office accommodation and break out spaces.

Mackay City Campus Project
• This project is to refurbish and upgrade existing facilities on the Mackay City TAFE Campus.
• This is to allow a mix of VET and Higher Education programs to be delivered.
• Final concept and scope to be developed.
• Campus to remain operational.
• Block C & J main focus.

Rockhampton Allied Health Project
• This project will provide facilities to compliment the
Allied Health capabilities recently developed at
Rockhampton.
• Design underway.
• Project to include: Academic Offices, Lecture Theatres
Dental Surgeries & Oral Simulation Laboratories,
Consulting rooms and other Laboratories.
• Delivery methodology – traditional.

Teaching
Tech
Support
Service
Desk
Client
Services
Desktop
Services

ICT is the responsibility of ITD
(Information Technology Directorate)
Data Centres
X 2: Both are located in Rockhampton
ICT People
Mackay, Rockhampton, Gladstone, Bundaberg, Brisbane, Sydney and Melbourne

Recent Infrastructure renewal projects:
• Core datacentre and campus routers – Cisco Nexus 7000 routers
• Video Conferencing bridges – Cisco Telepresence MSE 8000
• Storage (SAN) – HP 3PAR
• Blade Server upgrades – HP Flex-fabric
• Load Balancer – F5 Big-IP
• High Performance Computing – SGI
Next 12 months
• Intelligent Firewall
• Virtual Desktop

• Cisco for Network, Video and VoIP
• HP for Storage and blade servers
• AMX for Audio Visual control
• Microsoft Windows 7 for managed desktop environment
• Apple MAC OS X desktop and laptop (specialist requirements)
• Apple iOS for mobile devices (iPhone and iPad)




:
• Identify potential suppliers and provide more suppliers with an opportunity to do business with CQUniversity
• Streamline procurement of services for small engagements
• Augment CQUniversity ICT staff as follows:
• specialist expertise for specific projects
• during peak periods (e.g. events and semester start-up)

• Data/AV cabling
• Audio Visual Installation and Support
• Cisco Networking, VOIP, Unified Communications and Video
• Desktop Support, Service Desk Support
• Systems Engineering (WINTEL, Unix, Exchange/Office365, Server
Virtualisation - VMWare)
• SharePoint Developer and Site Administration
• Database Administration (Oracle, MS-SQL)
• Virtual Desktop (Citrix and VMWare)

• Open Offer Process
• Suppliers will be asked to provide:
• details of available skills and rates (per hour/day/week) at each
CQUniversity location
• Quality assurance processes
• Reference sites
• Selection for panel will be based on the information provided and company capability
• The panel agreement will be via a Deed of Agreement*
* the University is obliged to use GITC providers, however it will engage non-GITC vendors for low value/low risk services

• Under a Standing Offer Arrangement (SOA), CQUniversity cannot commit to a set dollar figure, however typical engagements expected in the foreseeable future include:
• ICT Specialist support (typically 1 to 4 weeks)
• Small one-off installations at locations where CQUniversity does not have the required skillset (e.g. a network switch, a projector, a wireless access point)
• Tech support at locations where CQUniversity does not have the required skillset
• Back-fill for staff during leave
• Augmentation of exiting CQUniversity teams during peaks in demand (operational or project peaks)

The university has proposed to centralise printer procurement to address the following challenges:
• We have more printers than we need
• Distribution of multi-function and desktop printers not balanced with student and staff locations
• Inconsistent mix of old and new printers across all campuses
• Large number of desktop printers
• Poorly utilised and understood advanced printing and scanning features
• Inadequate platform for integration with document management
• Poor utilisation reporting

CQUniversity is looking to establish a partnership for transitioning to centralised management of print services.
A multi-phased approach is proposed:
1. Expression of Interest
2. Pilot Phase / Proof of Concept
3. Establish Standing Offer Arrangement (SOA)
4. Implementation/Rollout

Solution Range: from Preferred Supplier to Whole of University Managed Service
Scope: Staff and Student Printing – (Staff printing is the priority)
Submissions: Include rates for typical models, services and approach to transitioning existing printing environment
Local: Suppliers need to consider partnerships with local suppliers for supply and services.

• Savings through reducing printer/copier fleet
• More effective devices fit for purpose
• Lowest possible per-page pricing
• Simplified whole printer fleet management
• “Follow Me” printing and secure print release
• Simple / standardise devices
• Reduce paper consumption and become environmentally sustainable

August - Expression of Interest (Open)
September – Assessment and shortlisting

 CQUniversity is a Statutory Body of the Queensland Government, which means that we comply with applicable portions of the Queensland Procurement Policy.
o Disclosure of prescribed contract details for all contracts $10,000 and over, via e-Tender or Queensland Government website.
o For Information & Communications Technology (ICT) contracts, CQUniversity currently utilises the Government Information Technology Contracting (GITC)
Framework. CQUniversity prefers to contract with ICT suppliers who hold relevant GITC accreditation.

 CQUniversity determines the process to be undertaken for each procurement activity based on the associated value and risk.
 A number of market approaches may be used, including: o Open Offer Process: a procurement method where all interested suppliers may submit an offer; o Limited Offer Process: a procurement method where CQUniversity invites a supplier/s of its choice to offer; o Selective Offer Process: a procurement method where suppliers that have met pre-established criteria are invited to offer.
 CQUniversity processes/terminology include: o Request for Quote (RFQ); o Comprehensive Request for Quote (RFQ); o Invitation to Offer (ITO), commonly known as a ‘tender’; o Expression of Interest (EOI).

Request for Quote (RFQ):
 Generally used for low value/low risk procurement.
 Primarily evaluated around: o Fitness for purpose; o Lead time; and o Price (where applicable, price will include total cost of ownership e.g. ongoing maintenance and consumable costs included)
 The evaluation may also including the following, as applicable: o Company information including Licensing, Accreditations, Insurances, etc; o Legislative compliance; o Warranty; o Other applicable issues and requirements.
 Compliance with CQUniversity Terms and Conditions is expected.
 Contract is usually awarded via a Purchase Order, Professional Services
Agreement or construction specific contract, as applicable.

Comprehensive Request for Quote (RFQ):
 Generally used for moderate value/low-moderate risk procurement.
 In addition to evaluation for RFQ, the following may also be included, as applicable: o Demonstrated experience; o Referees; o Sub-Contractor details (if any); o Work Health & Safety statistics and processes; o Sustainability; o Key Personnel.
 Compliance with CQUniversity Terms and Conditions is preferred and will form part of the evaluation.
 Contract is usually awarded via a Purchase Order, Professional Services Agreement or construction specific contract, as applicable.

Invitation to Offer (ITO):
 Generally used for high value/high risk procurement.
 The ITO document will be formed by six Parts, as follows: o Part 1 – Information to Offerors; o Part 2 – Conditions of Offer; o Part 3 – Specification; o Part 4 – Evaluation Process and Criteria; o Part 5 – Conditions of Contract; o Part 6 – Response Forms (NB – usually provided separately in MS Word format to allow Offerors to complete.)
 Contract is usually awarded via a Letter of Acceptance.

 Register on Queensland Government e-Tender to receive alerts for nominated categories and to download/upload documents. Most CQUniversity ITO and comprehensive RFQ processes are conducted via e-Tender. CQUniversity may or may not advertise elsewhere.
 Review Part 1 (Information for Offerors) as soon as possible. This part includes key information about the ITO process, including: o Indicative timelines; o Closing Date for Offers; o Closing Date for enquiries; o Site Visit details (mandatory or optional); o Contact Officer details; o Etc.
 Check for Site Visit opportunities. If the Site Visit is Mandatory, you must attend to be eligible to submit an Offer.

Hints and Tips (cont’d)
 If any queries throughout the process, contact the nominated Contact Officer as soon as possible. Enquiries from Offerors are not usually accepted unless received at least 5 days prior to Closing Date for Offers.
 If your Offer is based on any assumptions, ensure these are notated within your
Offer. Preferably, submit an enquiry.
 Ensure your Offer is submitted by the relevant Closing Date and Time. Technical difficulties can occur, so to ensure your Offer is received in time we recommend to submit as early as possible. CQUniversity will not accept a Late Offer, unless due to exceptional circumstances. This is at the sole discretion of CQUniversity.
 We encourage Offerors to seek feedback following finalisation of procurement processes. We will not provide information regarding pricing or other Offers received, however, we will provide you with information regarding your Offer to assist with improving future Offers to CQUniversity.
 If CQUniversity is seeking feedback in relation to a procurement process, we encourage you to respond. Feedback provided will not prejudice future opportunities.

Hints and Tips (cont’d)
 Responding to Evaluation Criteria: o Do not rely on information provided or received previously. Evaluation of
Offers will only include information contained within the Offer. Assume that
CQUniversity knows nothing about your business – even if you have contracted with us previously.
o More information does not necessarily equate to a better Offer. Ensure that the information provided is relevant, appropriate, clear, concise and directly answers the question or request.
o Complete the Response Forms. Provide answers within the forms, however, if that is not possible, attach separately and ensure clearly referenced in both documents. Take care to answer all questions and consider the requirements detailed within the Specification.
o Mandatory Criteria – ensure responses to Mandatory Criteria (if required) are clear and concise. These are usually evaluated on a yes/no basis.
o Only include price information where indicated in the invitation document.

 CQUniversity utilises standard Terms and Conditions, generally as follows: o CQUniversity Terms and Conditions of Purchase Order
 For goods and/or services of low value and or low risk o Queensland Government Conditions of Contract
 For goods and/or services of higher value and/or risk o Queensland Government GITC Framework
 For ICT goods and/or services of higher value and/or risk o Australian Standards contracting documents (CQUniversity amended)
 For Construction contracts, as applicable o CQUniversity Professional Services Agreement
 For Professional Services
 CQUniversity is currently undertaking a review of Terms and Conditions. It is anticipated that sample documents will be available via the website within two months.

Terms and Conditions (cont’d)
 Suppliers who comply with CQUniversity Terms and Conditions may be given preference over those who do not. This will be included in the evaluation process.
 CQUniversity requires a minimum of $10,000,000 cover on all Insurances, unless otherwise stated. Significant contracts may require higher and more complex levels of cover.
 CQUniversity’s standard Payment Terms are 30 days from date of invoice, unless otherwise stated.

 CQUniversity: http://www.cqu.edu.au
 CQUniversity procurement information for suppliers: http://www.cqu.edu.au/aboutus/directorates/procurement-advisory-team
 Queensland Government e-Tender: https://secure.publicworks.qld.gov.au/etender/index.do
 Queensland Government GITC Framework: http://www.hpw.qld.gov.au/supplydisposal/GovernmentProcurement/GITCFramework/Pages/def ault.aspx
 Capricorn Enterprise: http://www.capricornenterprise.com.au
 Department of State Development, Infrastructure and Planning (DSDIP): http://www.dsdip.qld.gov.au
 Queensland Government Business and Industry Portal: http://www.business.qld.gov.au/business
 Industry Capability Network (ICN) Gateway: http://gateway.icn.org.au
NB This presentation will be made available at: http://www.cqu.edu.au/aboutus/directorates/procurement-advisory-team/procurement-at-cquniversity . To access websites using above links – right mouse click on hyperlink, then select ‘Open Hyperlink’.