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 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 tender 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 work could include:

Adhesive Fixes for Lifting Tiles

• Reapplying adhesive to small sections of lifting or peeling vinyl tiles or planks.

Re-gluing Loose Carpet or Vinyl Edges

• Reapplying adhesive to lose or curling edges of carpet tiles or vinyl flooring to prevent tripping hazards.

Minor Carpet Patch Repair

• Repairing a small tear, burn, or worn-out section of carpet in a classroom or office.

• Simple patch jobs that do not require replacing the entire carpet.

Small Area Re-carpeting

• Replacing carpet in a confined area, such as a single office or small study room.

Removal and Replacement of Damaged or Outdated Tiles

• Careful removal of cracked, stained, or outdated tiles without affecting surrounding areas.

• Disposal of old tiles in an eco-friendly manner.

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 tender portal.

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