25 JULY 2013
CRICOS Provider Codes: QLD – 00219C; NSW – 01315F; VIC – 01624D
Presentations by:
 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.
Professor Scott Bowman
Vice Chancellor and President
Mr Neil Lethlean
Economic Development Manager
Capricorn Enterprise
Mr Nik Babovic
Deputy Vice Chancellor (Industry and
Vocational Education and Training)
Mr Ron Tollasepp
Director, Facilities Management
Facilities Management (DFM) @ CQUniversity
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
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
• Design underway.
• Project to include: Academic Offices, Lecture Theatres
Dental Surgeries & Oral Simulation Laboratories,
Consulting rooms and
other Laboratories.
• Delivery methodology –
Facilities Management @ CQUniversity
Any Questions?
Mr Peter Edwards
Director, Information Technology
Information Systems
ICT Services
ICT Environment
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
ICT Environment
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
Infrastructure Platforms
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)
ICT Supply Opportunities:
 ICT Services Panel
 Printing Services
ICT Services Panel
• 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)
Required Services:
• 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)
How we will go to market:
• 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
Estimated Spend:
• 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)
Multi-function Print Services
Current Challenges
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
What are we looking for?
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
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
Information Technology @ CQUniversity
Any Questions?
Ms Ann-Maree Roughead
Procurement Advice Team Leader
 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.
About Procurement Processes:
 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
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:
Part 1 – Information to Offerors;
Part 2 – Conditions of Offer;
Part 3 – Specification;
Part 4 – Evaluation Process and Criteria;
Part 5 – Conditions of Contract;
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.
Hints and Tips
 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:
Indicative timelines;
Closing Date for Offers;
Closing Date for enquiries;
Site Visit details (mandatory or optional);
Contact Officer details;
 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
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.
Terms and Conditions
 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
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.
Useful Web Links
 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:
 Capricorn Enterprise: http://www.capricornenterprise.com.au
 Department of State Development, Infrastructure and Planning (DSDIP):
 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’.
Procurement @ CQUniversity
Any Questions?

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