Schedule 2 – Scope of Work
Contract Number: <<insert>> Contract Description:<<insert>>

FMPM711.17 SCHEDULE 2 – SCOPE OF WORK For more information refer to FMPM711 Procurement Procedure How do I complete the Scope of Work Template Complete or delete the yellow highlighted text fields. Delete all guidance notes highlighted blue. Delete this instruction page. Update the table of contents For any assistance, please contact the Strategic Procurement Group.

ADDITIONAL DOCUMENTATION REQUIREMENTS The following documents are mandatory and must be completed as part of this Tender Package: FMPM711.16 – Schedule 1 Request for Tender FMPM711.18 – Schedule 3 Response Schedule FMPM711.19 – Schedule 4 Proposed Contract The following documents are mandatory and must be completed as part of this Tender Process: FMPM711.13 – Strategic Procurement Plan (>$2m) FMPM711.15 – Tender Evaluation Plan Evaluation Template (select one) FMPM711.29 - Lowest Price Conforming FMPM711.30 - 3 Stage Method FMPM711.31 - Value for Money FMPM711.33 –Tender Recommendation Report FMPM711.34 - Tender Successful Notification FMPM711.35 - Tender Unsuccessful Notification The following documents may be completed as part of this Tender Process: FMPM711.26 – Addendum FMPM711.27 – Best and Final Offer (BAFO) FMPM711.32 – Contract Negotiations FMPM711.36 – Supplier Feedback Form FMPM711.43 – Cancellation of a Procurement Process All documents, including supplier responses must be attached to the requisition.

Table of Contents

1. About James Cook University (JCU)	4

2. Overview	4

3. Background	4

4. Location	4

5. Pricing Structure	5

6. Price Reviews	5

7. Term	5

8. Non-Exclusive Appointment	6

9. Detailed Requirements	6

10. Health, Safety & Training Requirements	6

10.1.	Contractor Management System (CMS)	6

10.2.	Safety Non-Compliance	7

10.3.	Chain of Responsibility	7

11. Environmental Requirements	8

12. Deliverables	8

13. Security	8

14. Timeline	8

15. KPIs and Performance Management	9

16. Reporting and Meetings	10

17. Quality Assurance	10

18. Invoices and Payments	10

19. Relevant Documents Incorporated by Reference into this Scope	11

20. Policies and Procedures	11

UPDATE TABLE OF CONTENTS Before finalising this RFQ template ensure you update the table of contents. Click anywhere in the table Press F9 on your keyboard Select Update Entire Table Select OK

About James Cook University (JCU)

<<NOTE: For consistency in terminology between this document and the contract documents always refer to James Cook University as JCU and the supplier as the Contractor>>

As Australia’s only university established to focus on the issues of Northern Australia and the Tropics worldwide, JCU is dedicated to helping the world’s tropical regions to prosper.

Being ready today for tomorrow at JCU is lived by the ongoing evolution of our teaching and learning resources, research services and accommodation facilities. Our success is built on strong, long-term and productive partnerships with universities, researchers, industry, communities and alumni.

We play a vital role in preparing the professional workforce of Northern Australia, through accredited courses in study areas including medicine, dentistry, pharmacy, physiotherapy, occupational therapy, speech therapy, veterinary sciences, psychology, nursing, sport and exercise science, engineering, law, education and a range of programs in business, science, social sciences and humanities.

JCU’s campuses in Australia and Singapore are supported by a network of study centres, clinical schools and field stations in rural areas of Queensland and the Tropics. They’re designed to be captivating, dynamic and vibrant spaces for students, staff and the wider community to live, work and learn.

Graduates emerge job-ready with guidance from exceptional academics and leading industry professionals. We provide a practical, research-rich learning environment for our students, fostering their professional expertise and intellectual curiosity.

For over 50 years, JCU has helped many thousands of students gain access to the learning opportunities they need to make valuable connections and thrive in a global workforce. We remain fully committed to providing study experiences that are exciting, challenging and rewarding.

Find out more about JCU at jcu.edu.au/about-jcu

Overview

<<NOTE: This overview is a high level statement of what is required:

Construct, design, implementation, installation, maintenance, upgrade or a combination of these;

anticipated demand for the period of the contract;

any goods and/or services the supplier is not required to provide which might otherwise normally be considered part of the requirement;

A full description of each element summarised in the scope should be included in the ‘detailed requirements>>

<<insert overview>>

Background

<<NOTE: Information may include:

the implications for the users implementing the solution;

an outline of the research which has been undertaken;

what options (if any) have been considered;

what options have been dismissed and why;

how the requirement relates to other requirements; and

acquisitions, whether already purchased and implemented or planned for in the future>>

<<insert background>>

Location

<<NOTE: This section of the scope of work can be used to specify the delivery location for the Goods and/or Services to be supplied>>

<<insert location>>

Pricing Structure

<<NOTE: Enter the proposed pricing structure i.e. schedule of rates, lump sum etc.>>

<<insert pricing structure>>

Price Reviews

<<NOTE: on finalising the contract with the successful Contractor this section will need to be reviewed. All reference to “completing Schedule 3” needs to be deleted and depending on what the successful Contractor has submitted as part of their tender response and what JCU has accepted you will need to insert the applicable price review mechanism i.e. CPI Brisbane or other>>

<<NOTE: Delete the option not applicable >>

<<Option 1 – Pre-Qualified Suppliers Panel or Preferred Supplier Arrangement>>

Proposed price review mechanism is to be completed in Schedule 3 –Response Schedule detailing the reference index and proportion of cost.

If no index listed, any price increases throughout the term of the contract shall not exceed CPI Brisbane and must be approved by JCU’s Representative.

On the annual anniversary, the Contractor may submit a price change request with supporting evidence including justification for any rate changes. Notice must be provided to the JCU’s Representative via email at least 28 days prior to the contract annual anniversary date.

If the Contractor fails to submit their rate review within the stipulated time period they may still request a late review. If the rate review is accepted, the new rates will not be backdated to the contract anniversary and will apply from the date nominated by JCU.

<<Option 2 – Construction>>

Proposed price review mechanism is to be completed in Schedule 3 –Response Schedule detailing the reference index and proportion of cost. If no index listed pricing is to be fixed for the term of the Contract.

Term

<<NOTE: Delete the options not applicable>>

<<Option 1 – Pre-Qualified Suppliers Panel>>

The initial period of appointment to the Panel will be for <<insert>> years from Contract award with options for JCU to extend the contract by a further <<insert>> periods of one year each. Options to extend will solely be at JCU’s discretion.

A ’12-monthly refresh’ option has been built into this contract to allow JCU to pre-qualify new Contractors and add them to the panel with the existing Contractors. The contract refresh process will be undertaken by a public Tender as per the JCU Procurement Procedure. If Contractors deviate from the agree standard set within this document and the referred documentations, they can be removed from the panel at JCUs discretion.

<< Option 2 - Preferred Supplier Arrangement>>

The initial Contract period will be for <<insert>> years from Contract award with options for JCU to extend the contract by a further <<insert>> periods of one year each. Options to extend will solely be at JCU’s discretion.

<<Option 3 – Construction>>

Contract commencement no later than <<insert date>>

Practical completion by <<insert date>>

Defects Liability Period <<insert date>>

Non-Exclusive Appointment

Nothing in this Agreement is to be taken to imply that JCU:

May not acquire Goods or Services that are the same as or the same kind as the Goods or Services at any time frame any other person; or

Is obliged to issue any purchase orders to the Contractor or to acquire any minimum volume of Goods or Services from the Contractor.

The Contractor acknowledges and agrees that JCU makes no undertaking, representation, or warranty as to the amount of Goods or Services that may be required by JCU from the Contractor.

Detailed Requirements

<<NOTE: The Detailed Requirements should contain:

a description of the outputs; or

functionality and performance requirements;

detail the performance measures and benchmarks that will be monitored during the period of the contract;

service level agreements (SLAs)

These measures may need further negotiation with the successful Contractor before they become contractual commitments.

Scope of Works can vary significantly in scale and complexity, from a small once-only consultancy to a complex set of requirements intended to cover major outputs of an organisation.

The requirements for goods and services can be similar however there may be specific matters for consideration in the procurement of goods and the procurement of services.

<<insert detailed requirements>>

Health, Safety & Training Requirements

JCU has a legal obligation to ensure safe systems of work are in place and implemented by Contractors including consultants and their workers who perform works on behalf of JCU.

The Contractor is responsible for compliance with all provisions of the Work Health and Safety Act 2011 (in this Clause the Act) and all subordinate legislation within the area so required for the performance of the Contract.

Contractor Management System (CMS)

<<NOTE: Delete section 10.1 if not applicable>>

JCU uses Rapid Global as their CMS for all contracted activities on campus. Prior to the commencement of any works on a JCU site, Contractors will be required to register and successfully meet the requirements of JCU’s CMS if they have not done so for recent and similar works.

The CMS will require the Contractors to upload and insurances (Public Liability, Work Cover QLD, Professional Indemnity - where requested), company licenses (if applicable), and Safe Work Method Statements / risk assessments.

Contractor workers are required to complete a JCU WHS induction prior to arrival at site. JCU WHS Induction via the Rapid Global system will attract a fee of $30 + GST per person per annum and upon payment the individual will be issued with an electronic key enabling the induction process to be completed.

Safety Non-Compliance

If a Contractor or sub-Contractor is observed to be in breach of any health, safety or environmental requirements, all work with regards to that activity may be suspended immediately by the JCU Representative.

The Contractor must be alerted to the matter in writing by the JCU Representative and work cannot recommence until JCU is satisfied by the Contractor that adequate risk controls are in place to avoid risk of injury, damage to property or harm to the environment.

Examples of health, safety and environmental breaches may include non-compliance with relevant State based WHS legislation, local government local laws (where relevant), JCU’s WHS related contract terms and conditions, or not implementing controls as identified in the Contractor’s safe work method statement or nominated safe systems of work.

Non-compliances, including one-off instances or continuous breaches of health, safety and environmental requirements may lead to the termination of a contract and exclusion from further work being awarded at JCU.

Chain of Responsibility

On 1 October 2018, the Heavy Vehicle National Law (HVNL) was amended to provide that every party in the heavy vehicle transport supply chain has a duty to ensure the safety of their transport activities. These changes align Chain of Responsibility (CoR) laws more closely with workplace health and safety laws.

The following activities, business practices and decisions associated with the use of a heavy vehicle on a road are considered part of the supply chain:

Consigning goods.

Scheduling transport.

Packing goods.

Loading/unloading goods.

Managing loading/unloading.

Receiving goods.

Engaging a person to drive a vehicle.

Engaging a person to carry out any activity associated with the use of a vehicle (e.g., maintenance).

Parties in the Supply Chain are required to proactively manage the risks involved in their transport operations, which includes:

Identifying the risks and hazards to safety arising from their transport activities

Considering the harm that could result

Considering the range of ways to eliminate the risk or minimise any damage

Implementing suitable risk control measures

All parties are required to ensure that, as far as reasonably practicable, they eliminate or minimise public risk and not cause, encourage, or provide any incentive (negative or positive) for any other party to breach the CoR laws.

Environmental Requirements

<<NOTE: If the physical environment in which the required products will operate or be located will affect the output, design or performance, the specification must explain those location/ environmental conditions.

Environmental and ergonomic factors may include:

operating and storage conditions;

the need for interchangeability or compatibility with existing equipment, systems, etc.;

availability of energy and other services;

intended users of the product and their ergonomic requirements;

personnel safety aspects; and

servicing or maintenance requirements or limitations.

Also detail any particular environmental requirements (e.g. the recovery and recycling capability of goods after their useful life), and encourage contractors to put forward ideas that are environmentally friendly>>

<<insert environmental requirements or delete if not applicable>>

Deliverables

<<NOTE: the table below can be used to list any specific documentary or other “deliverables” required to be provided by the Contractor in performing this Scope.

The table below is intended to cover ‘tangible’ deliverables other than Goods that the Contractor must physically deliver to JCU in performing this Scope. i.e. contract milestones).

The Contractor is required to comply with the below deliverables:

<<insert deliverables or delete if not applicable>>

Deliverable	Required by / timing
<<insert>>
<<insert>>

Security

<<NOTE: Security means an irrevocable, unconditional undertaking or other such security approved by JCU in order to secure the due and proper performance of all of the obligations of the Contractor under this Agreement.>>

<<insert security or delete if not applicable>>

Timeline

<<NOTE: this section should be used to detail any timeline requirements that relate to the Goods/Services being supplied under this Scope. For instance, this may include:

a programme showing when key activities within this Scope are taking place;

one or more Date(s) for Delivery of the relevant Goods / Services; or

‘hold points’ which stop the Contractor from proceeding further with defined part(s) of the Scope until certain conditions have been met (e.g. until JCU has approved proceeding beyond the hold point).

<<insert timeline or delete if not applicable>>

KPIs and Performance Management

The Key Performance Indicators (KPIs), which are used to measure Contractor’s performance throughout the Contract Term, include, but are not limited to the following:

<<Delete and insert additional KPIs if the below are not relevant. Do not enter KPIs that you are unable to measure and report>>

Service Level	What is Measured	How is it Measured	Frequency of Measurement	Who is Responsible	Performance Target
Project Timelines	Milestone Completion	Comparison of planned project milestones to actual completion dates.	Monthly	Project Management Team	Achieve 95% completion of milestones on or before the planned date.
Price Transparency	Price Accuracy	Comparison of contracted prices to actual invoice amounts	Quarterly	JCU PM and/or Procurement Representative	98%
Reporting	Timeliness and Accuracy of Reporting	The Contractor is required to provide accurate reports and submit on time in	Monthly	Contractor	100%
Customer Satisfaction	Customer Feedback	Feedback forms filled out by customers after receiving goods and/or services	Quarterly	JCU PM and/or Procurement Representative	Maintain a customer satisfaction score of 90% or higher.
Service Response Time	Time taken to respond to service requests.	Duration from the receipt of a service request to the initiation of the resolution process.	Quarterly	JCU PM and/or Procurement Representative	95% of services completed within the agreed-upon
Safety Issue Reporting Rate	Rate of timely and accurate reporting of safety issues.	Number of safety issues reported within a defined period.	Monthly	All JCU employees, with oversight from Safety Officers	Achieve a 100% reporting rate, with all safety issues reported within 24 hours of identification.
Cost Savings Percentage	Percentage reduction in costs achieved through cost-saving initiatives.	Calculation of the difference between projected costs and actual costs, divided by projected costs, expressed as a percentage.	Quarterly	JCU PM and/or Procurement Representative	Achieve a quarterly cost savings percentage of at least 1%, contributing to the overall annual cost reduction goal.

Where the Contractor fails to meet the KPIs or has not complied with the terms and conditions, the following non-performance management procedures apply:

Upon one failure, the Contractor must provide JCU with a list of rectification actions and a timeline for implementing these rectification actions.

For a second or continued failure, the Contractor must provide details of preventative actions and a timeline for implementing the preventative actions. The matter will be escalated to the JCU Manager, Strategic Procurement and the Contractor for resolution.

Where the Contractor fails to meet KPIs 3 times within any 12-month period during the Contract Term, the Contractor will be regarded as having committed a breach of the Contract which cannot be remedied.

Reporting and Meetings

<<NOTE: The table below can be used to identify the frequency, timing, location, format / content, attendees etc. of any Scope-specific regular reporting and meetings required – e.g. KPI reports or regular JCU and Contractor representative meetings to discuss safety and performance issues.>>

The Contractor will be required to attend meetings to assist in the administration of the contractual elements such as performance and operations relating to this contract. JCU will nominate the time, date, place, and mode for which a meeting is conducted. Contractor attendance at meetings shall be at no cost to JCU.

<<insert reporting or meetings or delete if not applicable>>

Report / Meeting (and attendees)	Format	Frequency	Other requirements
<<insert>>
<<insert>>

Quality Assurance

<<NOTE: This section can be used to identify any ‘quality assurance’ requirements and activities for this Scope, for instance:

quality control systems or processes that the Contractor must adhere to;

third party quality assurance;

specific inspection, testing and acceptance activities.

<<insert Quality Assurance or delete if not applicable>>

Invoices and Payments

Invoices – must be submitted to invoices@jcu.edu.au and will be paid within 30 days from invoice receipt date. The following information is required for every invoice:

PDF format – always appearing as an attachment to an email not ever as a link;

1 Invoice per email only;

Please ensure the invoice is billed to James Cook University (no abbreviations accepted);

A valid purchase order number or contract number must be printed on each invoice;

Purchase Details; and

Total dollar amount excluding GST.

JCU operates an automated invoice processing system for invoices only – any documents other than invoices should be send to the Authorised Officer as required. Payment runs occur twice per week on a Tuesday and Thursday. International payments are made on a Wednesday.

All credits must be emailed to accountspayable@jcu.edu.au

All statements must be emailed to accountspayable@jcu.edu.au

Any queries relating to payments must be emailed to accountspayable@jcu.edu.au

Relevant Documents Incorporated by Reference into this Scope

<<NOTE: This Scope of Work may refer to other documents in order to avoid duplicating other material. You must list each document and how to obtain copies if not appended to this Scope of Work. Documents most commonly referred to are:

other specifications;

standards documents;

reference publications;

codes of practice;

Acts of Parliament; and

government directives

By referencing a document, they are legally incorporated into the Scope of Work. If only part of a document is relevant, then refer to that part only.>>

The following documents are incorporated by reference into this Scope:

<<insert relevant documents or delete if not applicable>>

Policies and Procedures

<<NOTE: This list is not exhausted, add any relevant documents to this list>>

The following documents are incorporated by reference into this Scope of Works:

JCU Code of Conduct

JCU Procurement Procedure

Health Management Policy

Smoke-Free Campus Policy

Work, Health and Safety Policy

Asbestos Management and Control Policy

jcu.edu.au