The lead agency is responsible for managing the procurement processes for delivering the project, and the services required to operate the building.
During the procurement process we expect the lead agency to make procurement decisions with input from the participating agencies at pre-agreed times.
The lead agency will:
Participating agencies will:
It is intended that participating agencies will receive most of their workplace related goods and services through the lead agency contracts. However, if one of the participating agencies is a non-government entity it may be possible for them to access one or more government collaborative contract for the goods and services.
It is worth noting that discretion to access government collaborative contracts is only granted in exceptional circumstances. If a lead agency or participating agency thinks this might relate to an entity in the co-location, for more information on the discretionary process email us.
There are key project activities that you may need input from your agency’s procurement team on. These all have timing considerations - each agency will need to factor in the timing required for:
If you’d like to discuss appropriate timings based on your particular circumstances, contact your internal procurement advisor in the first instance. Otherwise you can email us.
Timing will be dependent on the available building stock of the region’s market, advertising requirements and the procurement approach undertaken. Keep in mind if you aren’t adopting an opt out (Rule 12 (3e), you'll need to follow the advertising timeframes set out in the Rules (Approaching to market Rules 35 to 45). Agencies should confirm timings with their property team and procurement team based on the project.
Agencies signed up to the property consultancy services common capability contract (CCC) can run secondary procurement processes for each service. Agencies not part of the CCC will need to comply with the Rules and internal procurement policy for each service. Timing will depend on your agency’s procurement process appropriate for the anticipated spend.
Architecture and design services
Building services, mechanical, hydraulic and electrical engineering services
Civil, structural and geo-technical engineering services
Fire engineering services
Agencies signed up to the Marketplace can run secondary procurement processes for each service.
Separate processes may need to be run for each consultant, but can be run concurrently. Timings will depend on the procurement process chosen, the anticipated spend and project circumstances.
Timing will be dependent on the level of assistance required and the estimated spend.
Consider using All-of-Government (AoG) contracts, common capability contracts, or syndicated solutions if they’re available for the goods or services you need for your co-location. If you’re unsure whether there’s a government panel in place, check the contracts page for details of current and upcoming contracts.
Where the lead agency has existing contracts for various services, these may be able to be used for the co-location. Keep in mind that the participating agencies may also have contracts in place for operational services, such as printing solutions.
The products and services you’ll likely need to operate a co-location site include: