Property and Infrastructure oversee campus planning, building maintenance, and various other services essential for maintaining the University Campuses. These services encompass reactive repairs, maintenance, and small-scale projects within diverse buildings spread across the Ballarat, Western (Horsham, Ararat, and Stawell), and Eastern (Berwick, Churchill, and Morwell) Campuses.

The chosen contractors must collaborate closely with Federation University Representatives to fulfill objectives within the agreed timeframe and with cost-effectiveness. Workmanship must adhere to relevant Australian Standards and the National Construction Code (NCC). Contractors appointed to the panel must possess current commercial licenses, adequate insurance, and complete relevant inductions on the Federation University portal (Rapid Global) before commencing any work on Campuses/Sites. Contractors must ensure staff availability for minor works, maintenance, and small projects during semester breaks, including the Christmas break.

Contractors are obligated to respond comprehensively to all tender questions. Failure to address mandatory questions will disqualify submissions from further evaluation.

The objective is to appoint one contractor per campus to manage Low Value work requests, ensuring that all painting maintenance and minor works are carried out efficiently and at a competitive rate. The successful contractor is expected to receive regular work allocations and develop a collaborative partnership with the University. This alliance aims to support local contractors and optimise the delivery of services across the campuses.

Appointed Contractors must review quote requests via the VendorPanel portal and respond accordingly. Federation University reserves the right to conduct follow-up interviews or request Best and Final Offers.

A Federation University Master Services Agreement, including the Schedule of Rates, will govern the three-year term. Requests for annual rate increases must be submitted in writing before the agreement's anniversary, subject to negotiation and mutual approval.

The University may add additional Contractors to the panel if coverage issues arise, as the agreement is non-exclusive. Submissions will be evaluated by Property and Infrastructure staff, and successful candidates will receive a Standing Purchase Order valid for 6 or 12 months. The agreement spans three years with annual reviews. However, it does not guarantee work allocation, and the University retains the right to select Contractors at its discretion.

Contractors will be asked to select which Campus/s there are tendering for.

Examples of low-value painting work could include:

1. General Maintenance:

o Repainting hallways, stairwells, and corridors that experience high foot traffic

o Touch-ups to address scuffs, chips, or fading on walls and ceilings

o Repainting doors, door frames, and window trims

2. Student Residences:

o Refreshing paint in dorm rooms between student occupancy

o Painting common areas such as lounges, kitchens, and laundry rooms

o Repainting balconies, decks, and exterior areas of student accommodation buildings

3. Campus Facilities:

o Updating paint in lecture halls, classrooms, and offices

o Repainting study areas, libraries, or computer labs

o Exterior touch-ups for minor damage or weathering on small structures like sheds, outdoor seating areas, or signage posts

These types of jobs fall under the low-value category as they are generally small-scale, routine maintenance tasks.

Emergency reactive requests will be invoiced monthly, detailing labour and material charges separately via an excel spreadsheet, for breakdown works not requested via the  portal.

Projects exceeding the Tender Threshold will be excluded from this panel and tendered separately via the portal.

Notification of successful companies will be early 2025, with a contract start date of 26 May 2025.