• Working with BMW

    Consultants engaged to undertake work on Department of Finance, Building Management and Works' (BMW) projects need to be aware of the expectations of quality, necessary requirements and preferences applicable to working on BMW projects. The below information aims to increase consultants awareness of these requirements.

    Roles and responsibilities of consultants

    BMW has recently undertaken a review of the communication protocols, roles, and responsibilities of lead consultants and project managers in the tendering process.  This process has not sought to introduce extra requirements for either party, but to provide clarity and ensure consistent implementation of the default responsibilities of either party in most circumstances.
     
    The following general guidance on the role of the lead consultant and project manager is provided:

    • To ensure appropriate standards of probity are maintained and to support consistent communication with respondents, BMW has promoted the use of a single point of contact during various stages of the tender process.
      • The lead consultant should be the single point of contact for respondents during the tender advertising period of a single stage procurement.  Support for contractual enquiries to be provided by the BMW project manager.
      • If a two-stage tendering process is used, the BMW project manager will be the single point of contact for the Expression of Interest stage, and the lead consultant the single point of contact for stage two.
      • The BMW project manager is the single contact point for respondents throughout tender evaluation, requests for clarifications and negotiations. Support for technical matters to be provided by the lead consultant.
    • Lead consultants act as non-voting technical advisors on tender evaluation panels.
    • A new Lead Consultant Probity Declaration has been introduced; this document does not introduce any new obligations. It simply reiterates the current contractual obligations of the lead consultant and references the requirements of BMW's three procurement policies particularly in relation to probity and accountability throughout the tender process. This declaration should be completed as soon as the lead consultant has been appointed.
    • BMW is currently developing a template for lead consultants to use as guidance on appropriate content and structure in the preparation of tender evaluation reports for BMW.

    What do I need to do as part of the Design Review process?

    Design reviews take a whole of life approach to reduce maintenance and operational costs. BMW reviews design for all projects over $1 million.

    Undertaken at key stages of the design process, including project definition, schematic and design development stages: the reviews assess building quality issues including durability, sustainability, maintenance, building performance and operation, functionality and fitness for purpose.

    The BMW design review process involves the consultant:

    • submitting a copy of designs, documents and any other relevant information from the BMW project manager
    • receiving the completed design review report from the BMW project manager with a list of design queries
    • responding to these queries within five business days

    Responding promptly and actively participating in the design review process, will positively assist the consultant’s performance report.

    Why does BMW undertake documentation reviews?

    BMW undertakes documentation reviews for all projects over $1 million.

    Documentation reviews are done at pre-tender stage, concurrent with the preparation of the pre-tender estimate or bill of quantities. This is to review the quality and completeness of tender documentation, ensuring it is to an appropriate standard for tendering and construction and aligned across all disciplines.

    Consultants are required to issue documentation to the BMW project manager a minimum of two weeks before the final submission of tender documents. This allows for the documentation to be amended before the issue of tender documents, reducing the risk of addenda during tender and variations during construction.

    The BMW project manager will issue a report to the consultant with a list of queries. Consultants are required to respond to these queries within five business days. Where significant issues are identified in the documentation, particularly for coordination between different disciplines, members of the consultant team may attend a workshop with the lead consultant, the BMW project manager and the BMW review officer. Prompt responses and positive participation in the documentation review process will be considered as part of the Consultant Performance Report.

    Please note: BMW documentation reviews are not intended to diminish a consultant’s responsibility for providing complete, accurate and thoroughly checked documents.

    For further information, please contact BMW's Building Research and Technical Services team:

    Email: BMWDesign.Reviews@finance.wa.gov.au

    Can BMW assist me with Sustainability and Green Star reviews?

    BMW can assist consultants and project teams with project-specific design and sustainability issues including:

    • determining and reviewing sustainability initiatives and targets for projects
    • advising on market-based rating tools such as Green Star
    • identifying sustainability initiatives for specific projects; and
    • providing research and technical support.

    For further information or to request any of these services, please contact BMW's Building Research and Technical Services:

    Email: BMWDesign.Reviews@finance.wa.gov.au

    Please refer also to the Green Building Council Australia website http://new.gbca.org.au/green-star/ for additional information on sustainability.

    Does BMW conduct Post Occupancy Valuations?

    BMW may undertake post occupancy evaluations (POEs) for built projects at a client agency’s request. POEs are generally undertaken a minimum of 12-24 months from occupancy to allow for any rectifications to be addressed and building occupants to adjust to their new building. POEs include site investigations, review of design and documentation, surveying building occupants and interviewing key operational and maintenance personnel. Design and operational issues identified in these evaluations are used as ‘lessons learned’ to inform future policy, project scoping, briefs and advice.

    For further information or to request any of these services, please contact BMW's Building Research and Technical Services:

    Email: BMWDesign.Reviews@finance.wa.gov.au

    Is my performance as a consultant assessed?

    Yes, consultant performance reporting involves monitoring and documenting the quality of a consultant’s performance against the commission requirements. This establishes a common understanding of a consultant’s performance and promotes superior value for money outcomes.

    BMW has introduced a new consultant performance reporting framework to assess the performance of consultants directly engaged on BMW projects.

    Consultant performance reports identify areas where a consultant has performed well and where improvement may be required. They will be used throughout BMW to:

    • evaluate a consultancy firm’s capability for membership to BMW’s professional panels
    • evaluate tender submissions and expressions of interest
    • support BMW project managers in the pro-active management of the contract to ensure a consultant’s performance is understood
    • provide consultants with information to improve their performance on current and future contracts and to meet due process obligations.

    The revised consultant performance reporting process may benefit consultants who consistently demonstrate superior performance as this information may be used in project specific tender evaluations.

    This reporting requirement applies to contracts for all forms of procurement in the construction industry, for example asset planning; construct only; design and construct; design development and construct; build/own/operate, transfer and individual contracts for construction management. It does not apply to contractor engagement (contractors awarded construction contracts). Contractors have their own specific performance reporting framework and consultants may be asked to provide input into the contractor performance reporting process.

    For information on how BMW manages instances of particularly poor performance please refer to the Supplier Demerit Scheme. For further information on the consultant performance reporting framework, please contact procurement services at:

    Email: BMWProcurementServices@finance.wa.gov.au

    What about the Building Act and permit requirements?

    The Building Act 2011 provides a comprehensive building control system for WA and sets standards for building and demolition work, including permit requirements. The Act binds the Crown or State and its various agencies.

    Building or demolition work as defined in the Building Act 2011 requires a permit unless specifically exempted by the Building Regulation. It is an offence to carry out building, demolition work or occupy a new building without a valid permit. The primary building standard for building work is the National Construction Code (NCC/BCA).

    Permit application process

    BMW has authority to issue permits for Government building projects procured and managed by BMW and Strategic Projects. It does this under delegation from the Building Commission under the Minister for Commerce.

    A certified application for building permit (BA1) is accompanied by a Certificate of Design Compliance (CDC BA3). A certified application can be made for any class of building and gives certainty of approval and reduced approval times. An application for Occupancy Permit is accompanied by a Certificate of Construction Compliance (CCC BA17). Both of these certificates of compliance are issued by a registered independent building certifier and confirm essentially that the design and or completed building works comply with the NCC and any other relevant standards prescribed.

    The BMW Permit Authority has a regulatory ten business days to review and issue building, demolition or occupancy permits from lodgement of a complete, certified application. Certification that the project design documentation complies with the NCC and other relevant legislation is required by BMW before a project goes to tender. Generally for most projects the Lead Consultant/Architect will prepare the design drawings and engage a Building Certifier from the BMW Panel to provide a certification service as necessary.

    For Consultants requiring further information please contact your BMW Project Representative or BMW Building Permit Authority:

    Email: permits@finance.wa.gov.au
    Phone: (08) 6551 1914

    Please also see the following webpage for further information on permits:

    http://www.commerce.wa.gov.au/building-commission/building-approvals

    Building Records

    Building Management and Works maintains hard copy and electronic drawings associated with government buildings:

    • manages access to drawing records
    • sets standards for Computer Aided Drafting and Design (CADD) and Building Information Modelling (BIM)

    For further information on Building Records, please refer to our frequently asked questions or contact the manager building records:

    Email address: Building.Records@finance.wa.gov.au
    Phone number: (08) 6551 1808

    Delivery of as-constructed drawings, operation manuals and warranties

    For guidance on the responsibilities of various parties in providing as-constructed drawings, please see the 'Delivery of as-constructed drawings flow chart' (PDF 138 kB) ( MS Word doc 272kB).

    Heritage drawings

    BMW retains a catalogue of government infrastructure heritage drawings for the purpose of building maintenance, repair and research, dating back to the early 1900s. These drawings can be accessed through a Freedom of Information request. Alternatively, if they are related to maintenance, an email request should be sent to the manager of building records:

    Email Address: Building.Records@finance.wa.gov.au
    Phone Number: (08) 6551 1808

    Signage Guidelines Capital Works

    The Signage Guidelines Capital Works has been produced to ensure that signage is used consistently across all Western Australian State Government capital works projects, in order to achieve a uniform visual 'branding'. The BMW structural details must be used in the construction of these signs. All signs must be approved before erection. For information or artwork templates, please contact the manager building records:

    Email Address: Building.Records@finance.wa.gov.au
    Phone Number: (08) 6551 1808

    The Submission Form is to be completed and submitted with all signage design requests and approval submissions.

    What is the Percent for Art Scheme?

    The Percent for Art Scheme is a Government strategy whereby artworks are commissioned for Western Australia's civic buildings and major infrastructure projects. Since 1989, the Department of Finance, Building Management and Works (BMW) and the Department of Culture and the Arts (DCA) have collaborated to develop and implement the Scheme.

    New Government buildings and major additions with an estimated value greater than $2 million must include a Percent for Art component. Projects below $2 million may incorporate a Percent for Art component at the discretion of the Agency. The Percent for Art Scheme requires an allocation of up to one percent of the estimated construction cost of these projects to commission public artworks.

    Art Coordination Services Panel

    Art coordinators manage the public artwork procurement in liaison with the BMW project manager. In December 2011, BMW introduced a new Art Coordination Services Panel for projects with an art budget of less than $5 million. To be selected for this panel, art coordinators need to respond to a Request for Proposal which is advertised periodically.

    For further information on any of these services, see the Percent for Art page or please contact the Percent for Art manager:

    Email: Percent.for.Art@finance.wa.gov.au
    Phone: (08) 6551 1804

    Percent for Art Commission at the National Anzac Centre - photo Bo Wong 2015

    Percent for Art commission at the National Anzac Centre - photo Bo Wong 2015