DISCLOSURE 2526-86525/26-0450 DOCUMENT 7

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APPROVAL TO ENTER INTO AN AGREEMENT

PROC-5000 — FOR THE PROVISION OF PROJECT MANAGEMENT CONTRACT ADMINISTRATOR SERVICES — 1“) redacted: s22(1)(a)(ii) - irrelevant material PARRAMATTA, AND CHATSWOOD PROJECT

1. Purpose

1.1. Your approval is required to adopt the recommendations in the Evaluation Report (Attachment A) relating to the Approach to Market (ATM) PROC-5000 — for the provision of Project Management Contract Administrator Services to deliver the fit-out of:

a) redacted: s22(1)(a)(ii) - irrelevant material

b) Ground Floor, 2-12 Macquarie St, Parramatta NSW 2150,

c) Level 3, 67 Albert Avenue, Chatswood NSW 2067.

1.2. In accordance with the NDIA Accountable Authority Instructions and Financial Authorisations, your approval, as the Financial Delegate, is required to award a contract to:

Table 1: Approach to Market Outcomes Overview

Supplier:	redacted: s47G - business information
Services:	The provision of Project Management Contract Administrator Services —redacted: s22(1)(a)(ii) - irrelevant material Parramatta, and Chatswood Project for the Capital Works Business Area
Decision Reference:	Proposal to Undertake a Procurement - EC24-003850
Record Location:	PROC-5000
Procurement category:	Property, Capital Works
Contract value (initial term):	redacted: s22(1)(a)(ii) - irrelevant material redacted: s47E(d) - certain operations of agencies

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Contract commencement:	24 February 2025 – Contract Commencement 24 September 2025 – Practical Completion (PC) and commencement of Defect Liability Period (DLP)
Expiry:	24 September 2026 (end of DLP)
Initial term:	7 Months
Extensions:	1 x 6 months (time-only) Approval will be sought from the Financial Delegate before any extension options are exercised
Contract Manager’s details:	Lawrence redacted: s22(1)(a)(ii) - irrelevant material Assistant Director Property Capital Works redacted: s22(1)(a)(ii) - irrelevant material lawrence.redacted: s22(1)(a)(ii) - irrelevant material@ndis.gov.au

2. Procurement process and evaluation summary

2.1. Sam Porter, DCEO Enabling Services / Chief Operating Officer approved the Proposal to undertake a Procurement on Friday 6 December 2024. (EC24-003850)

2.2. On Monday 9 December 2024, an Approach To Market (ATM) was sent to three potential suppliers on the Whole of Australian Government (WoAG) Property Services Coordinated Procurement (PSCP) Panel (SON3460620) from the Additional Transactional Services category specific to Capital Works Project Management Services.

2.3. At the closing time of 12:00 noon (Canberra Time), Monday 20 January 2025, two (2) Submissions were received, both were considered fully compliant with the ATM Request Documentation and were evaluated. Details are included in the Evaluation Report.

2.4. The Submissions were assessed from 21 January to 24 January in accordance with the Evaluation Plan with the Evaluation Team identifying:

redacted: s47E(d) - certain operations of agencies

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redacted: s47E(d) - certain operations of agencies

a)

2.5. The Evaluation Report which provides the detailed value for money assessment, risk rating and the recommended outcomes for this procurement process is at Attachment A.

3. Risk rating

3.1. The overall risk rating for entering into an agreement with redacted: s47G - business information
redacted: s22(1)(a)(ii) - irrelevant material is low. The full risk assessment, together with the proposed mitigations, is included in the Evaluation Report at Attachment A.

4. Value for Money

4.1. As detailed in the Evaluation Report, this procurement is considered an effective and efficient use of NDIA resources as:

a) potential suppliers were approached through the WoAG PSCP Panel initiating a competitive and non-discriminatory procurement process, consistent with the policies of the Commonwealth and Agency.

b) the approach proposed by the recommended supplier meets all of the ATM requirements, with no qualifications or caveats placed on the services/proposal, with low risks identified,

c) the pricing offered by the recommended supplier was comparable with the cost from previous projects undertaken with a similar scope of work. In addition, there were no qualifications or caveats placed on the pricing, and no risks were identified.

d) it will use public resources in an efficient, effective, economical, and ethical manner consistent with the policies of the Commonwealth and Agency, the proposed approach encourages appropriate engagement with risk,

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e) it is commensurate with the scale and scope of the business requirement,

f) a procurement specific Evaluation Plan was used to determine how value for money could be achieved through an assessment of the demonstrated technical capabilities, financial costs, and risks associated with each of the submissions, and

g) the Agency does not have the appropriate skills and resources for the delivery of the associated work for project management or construction services and the engagement of a PMCA to deliver this programme of work under a single procurement activity supports economies of scale, optimises resources, and contributes to the overall efficiency to ensure value for money .

4.2. This Approval to enter into an Agreement does not involve payment in advance of goods or services being received (prepayment) under Section 331 of the Finance Policies.

5. AAI Exemption

5.1. Nil.

6. Budget

6.1. The initial estimate for this procurement presented in the Proposal to Undertake a Procurement (PUP) redacted: s47E(d) - certain operations of agencies (GST Inclusive). The RFQ process has established the initial estimate will be exceeded if the proposed arrangement is approved.

Initial term of the arrangement

6.2. The value of the initial term of the proposed arrangement is redacted: s47E(d) - certain operations of agencies (GST inclusive) inclusive of other contingencies as identified in Table 2.

Table 2: Fixed price amount for the initial term

Site	PMCA Costs (including contingencies)		15% NDIA Contingency		Total (including contingencies)
	GST Excl.	GST Incl.	GST Excl.	GST Incl.	GST Incl.
redacted: s22(1)(a)(ii) - irrelevant material Parramatta	redacted: s47E(d) - certain operations of agencies
Chatswood
Total

6.3. In the event the PMCA Services cost is expected to exceed the value of the proposed arrangement, redacted: s47E(d) - certain operations of agencies (GST inclusive), access to the Maximum contingency amount redacted: s47E(d) - certain operations of agencies (GST inclusive) will require approval from the Branch Manager, Corporate, Information and Property Services.

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Maximum value of the arrangement

6.4. The maximum value of the proposed arrangement is redacted: s47E(d) - certain operations of agencies GST inclusive), including options, extensions, renewals, or other mechanisms that may be executed over the life of the arrangement.

Table 3: Maximum value of the arrangement including extension options

Description of Services	Total Price (GST exclusive)	GST Component	Total Price (GST inclusive)
Initial term (10 months) including travel expenses and other contingencies	redacted: s47E(d) - certain operations of agencies
Extension option (6 months) including travel expenses and other contingencies
Maximum financial commitment for the arrangement

Forward year commitment

Table 4: Forward Year Cost Projections (by Financial Year GST Incl.)

2024-25	2025-26	Total
redacted: s47E(d) - certain operations of agencies	redacted: s47E(d) - certain operations of agencies	redacted: s47E(d) - certain operations of agencies

Account details including Cost Centre

Table 5: Account Details

Location	Cost Centre	Product Category	Asset Shell No.
redacted: s22(1)(a)(ii) - irrelevant material
Parramatta	90104 - Property	80131800 — Lease Management Services	AUC_4056112
Chatswood	90104 - Property	80131800 — Lease Management Services	AUC_4056113

7. Advice relating to the procurement process

7.1. Corporate Information and Property Services (CIPS) branch has consulted with:

a) A/g Director, Chris redacted: s22(1)(a)(ii) - irrelevant material Finance Business Partner, to confirm there are sufficient unallocated funds available within the cost centre,

b) ICT, and

c) Security.

8. Deviations from the probity and legal advice given

8.1. No probity or legal advice was sought during this procurement.

9. Parties seeking to influence the outcome

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9.1. No stakeholders have sought to direct aspects or outcomes of this procurement activity.

10. Compliance with relevant NDIA policies and directives

10.1. As required under the NDIA Procurement Policy, Corporate Information and Property Services (CIPS) branch has consulted with Procurement Branch during the completion of this document. The Procurement Business Partner was Stu redacted: s22(1)(a)(ii) - irrelevant material

10.2. This Approval to enter into an Agreement has been prepared in accordance with the NDIA Procurement Policy, NDIA Accountable Authority Instructions and Financial Authorisations, and the NDIA Probity Protocol that requires all Officers to declare conflicts of interest.

10.3. No conflicts of interest were identified in the preparation of this approval to enter into an Agreement.

Name	Lawrence redacted: s22(1)(a)(ii) - irrelevant material
Position Title	Property Capital Works (Procurement Manager)
Signature	redacted: s22(1)(a)(ii) - irrelevant material
Date	14 February 2025

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Branch Manager, Procurement Branch Approval

10.4. I have read this Approval to enter into an Agreement and I:

a) am satisfied the procurement methodology is in accordance with the policies of the Commonwealth and the Agency.

b) confirm I have no known conflicts of interest in providing this approval, and I understand my confidentiality obligations.

Name	Elita redacted: s22(1)(a)(ii) - irrelevant material
Position Title	Branch Manager, Procurement Branch
Decision	Approved
Decision comment	Endorsed
Signature	redacted: s22(1)(a)(ii) - irrelevant material
Date	19 February 2025

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11. Financial Delegate Approval

11.1. I have read this Approval to enter into an Agreement and the Evaluation Report and I:

a) approve the recommendations in the Evaluation Report and this Approval to enter into an Agreement,

b) approve entering into an agreement with redacted: s47G - business information
redacted: s22(1)(a)(ii) - irrelevant material in accordance with the terms in Section 1 of this document, and

c) confirm that this procurement will make efficient, effective, ethical, and economical use of public money.

Decision	Approved
Decision comment

11.2. In making this decision, I confirm that:

a) this decision is within my financial delegations in accordance with the NDIA Accountable Authority Instructions and Financial Authorisations,

b) this decision is in accordance with the policies of the Commonwealth and the NDIA including the CPRs, NDIA Procurement Policy and the NDIA Probity Protocol, and

c) I have no known conflicts of interest in providing this decision, and I understand my confidentiality obligations.

Name	Samuel Porter
Position Title	DCEO Enabling Services / Chief Operating Officer (Financial Delegate)
Signature	redacted: s22(1)(a)(ii) - irrelevant material
Date	21 February 2025

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Attachment A – Evaluation Report

File name: Attachment A - PROC-5000 - Evaluation Report - PMCA Services – redacted: s22(1)(a)(ii) - irrelevant material
Parramatta, and Chatswood
(included in PDMS document package)

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