Capital Works Management Framework compliance checklist

Objective: To assist departments in meeting the requirements of the Capital Works Management Framework
This checklist will assist departments to self-assess their compliance with the Capital Works Management Framework (CWMF) and can help departments
to develop improvement strategies for meeting the requirements.
Departments can adopt this checklist as is, or amend it to suit their individual circumstances, subject to all applicable requirements being covered. Records
which support assessments should be retained to allow for any future audit.
Details of non-compliance should be recorded, and an action plan developed by the agency to address areas of non-compliance. The action plan should
include a list of remedial actions with the officer responsible and the timeframe for implementation of each action.

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/A

1.0 Project initiation

1.1 The project has been initiated to support the planning for service The link between business strategy and the
delivery strategies to match the outcomes required by Government need for the project should be clearly identified
with the current and projected needs of the community. The project and substantiated in accordance with the
has been initiated in accordance with relevant Government policy Financial Accountability Handbook and the
(CWMF section 3.0). Project Assessment Framework administered
by Queensland Treasury.

2.0 Project development

2.1 The project has been developed based on a systematic Further information is available in the Project
evaluation of options (at project feasibility and business case stages) Assessment Framework guideline: Business
in accordance with relevant Government policy (CWMF section 4.0). Case Development.
2.1.1 The project feasibility stage, involving the comparative Refer to the Project Assessment Framework.
evaluation of the ‘build’ and ‘non-build’ scenarios relating to the
project, clearly confirm the need for the building project (CWMF
section 4.1.1 through the production of a business case).
 Capital Works Management Framework compliance checklist

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/
A
2.2 Program formulation
2.2.1 The project has been included in the capital acquisition plans Note the date of the most recent assessment
as part of the program formulation stage. Agency program or planned future assessment.
formulation procedures identify a clear requirement for consultation
with the Department of Housing and Public Works (DHPW) to
identify the program alignment with the Government strategy for the
centralised workload smoothing and program management for
medium and lower value projects (CWMF section 4.2, Policy
requirement 1).
2.2.2 Agency program formulation procedures identify a clear Note the date of the most recent assessment
requirement for consultation with DHPW regarding the proposed or planned future assessment.
project estimates, escalation, cash flows and urgency for each
project (as per details provided in Attachment 4 of the CWMF policy Also refer to CWMF policy advice notes:
document). Estimate Categories and Confidence Levels,
and Programming and Cash Flow
Consultation must also take place with DHPW during the project Considerations when Budgeting for
definition stage of the capital works management process (CWMF Government Building Projects.
section. 4.2, Policy requirement 2).
2.2.3 The department ensures that project records for all building Note the date of the most recent assessment
projects with total allocations exceeding $1,000,000 are created and or planned future assessment.
maintained in the Prequalification (PQC) System (CWMF section
4.2, Policy requirement 3). Project records should include, apart from
project budget and location details, details of
planned tender call, contract award and
practical completion dates.
 Capital Works Management Framework compliance checklist

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/
A
2.2.4 Capital works program: Notification to suppliers Also refer to the CWMF policy advice note
Contract Cost Estimates: The need for
The department supports the ‘online project search’ through the realistic cost estimates and tender durations.
Prequalification (PQC) System and publishes Queensland
Government tenders along with forward procurement pipelines.
The ‘online project search’ facility provides information of likely and
confirmed government building project opportunities available to
private sector across Queensland.

3.0 Project implementation

3.1 An effective project procurement strategy involving the use of Also refer to the CWMF guideline,
standard contract developed by DHPW. Alterations to standard Procurement Strategy and Contract
contracts should not occur without prior consultation and agreement Selection.
with DHPW’s Contract Services unit (CWMF section 5.1.2, Policy
requirement 4). Note the date of the most recent assessment
or planned future assessment.

3.2 Selection of contracts for all High Risk/Significant (HRS) projects High Risk/Significant (HRS) building projects
has been undertaken in consultation and agreement with DHPW are those where failure to achieve project
(CWMF section 5.1.2, Policy requirement 5). objectives would critically affect the delivery
of services to the community or impact on
aspects of industry development (for a full
definition, see Attachment 5 of the CWMF
policy document).
Note the date of the most recent assessment
or planned future assessment.
 Capital Works Management Framework compliance checklist

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/
A
3.3 The Prequalification (PQC) System has been used to engage Note the date of the most recent assessment
building consultants and contractors1 based on prescribed risk and or planned future assessment.
financial thresholds (CWMF section 5.1.3, Policy requirement 6).
3.4 For any commission expected to exceed $100,000, the Note the date of the most recent assessment
requirement for consultation with DHPW in preparing a select list of or planned future assessment.
building consultants has been met (CWMF section 5.1.3, Policy
requirement 7).
3.5 The requirement for DHPW to prepare the select list of building Note the date of the most recent assessment
contractors, where the list is required for a government building or planned future assessment.
project expected to exceed $1,000,000 in consultation with your
department has been met (CWMF section 5.1.3, Policy requirement
8).

3.6 For all government building projects exceeding $1,000,000 in Note the date of the most recent assessment
value, a financial capacity assessment of the preferred tenderer has or planned future assessment.
been undertaken (CWMF section 5.1.3, Policy requirement 9).

1
The PQC System and/or standard forms of contract issued under the CWMF are only required to be applied to projects where a Queensland Government department is the Principal. It is not
appropriate for other types of entities (including local governments, universities, government owned corporations, statutory bodies, etc.) to be granted direct access to information about eligible
tenderers from the PQC System.
 Capital Works Management Framework compliance checklist

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/
A

CWMF requirement
(and reference to the CWMF policy document)
3.7 A tender evaluation plan for High Risk/Significant (HRS) projects
has been prepared. Consultation has been undertaken with DHPW
on the proposed evaluation criteria and weightings to be used in the
selection of contractors and consultants prior to calling tenders
(CWMF section 5.1.3, Policy requirement 10).
4.0 Design and construction
4.1 A legislative compliance strategy for each government building
project commensurate with the level of risk and cost of the project
has been developed and implemented (CWMF section 5.1.4, Policy
requirement 11).
4.2 Agency project management processes, consistent with CWMF
assessment against building regulations, have been implemented
(CWMF section 5.1.4, Policy requirement 12).
Capital Works Management Framework compliance checklist
Met? Comments Further information
Yes/No/N/
A
Note the date of the most recent assessment
or planned future assessment.
Also refer to CWMF guidelines, Contractor
PQC Tendering and Selection Process;
Consultant PQC: Invitation and Selection
Process; and CWMF policy advice notes,
Advancing Government Priorities through
the use of non-price criteria on government
building projects and Construction Tender
Evaluation: Best Value Not Lowest Price.
Note the date of the most recent assessment
or planned future assessment.
Also refer to the CWMF guideline Building
Regulatory Requirements
Note the date of the most recent assessment
or planned future assessment.
 Capital Works Management Framework compliance checklist

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/
A
4.3 Consultant and contractor performance reporting during and at Note the date of the most recent assessment
the end of the commission or contract, consistent with the CWMF, or planned future assessment.
have been undertaken (CWMF section 5.1.4, Policy requirement
13).

4.4 Consultant and contractor financial and management risk Note the date:
monitoring and reporting to the PQC Registrar (CWMF section
5.1.4, Policy requirement 14)  that any contractual, legal or
administrative action involving a
consultant or contractor came to the
attention of the department
 that the PQC Registrar was informed
4.5. Reporting on workforce management compliance by respective Reporting applies to the:
administering agencies (CWMF section 5.1.4, Policy requirement
15)  Department of Employment, Small
Business and Training
 Department of Justice and Attorney-
General
 Skills Queensland

4.6 Reporting any major disputation, litigation and insolvency to

DHPW’s Contract Services (CWMF section 5.1.4, Policy
requirement 16)
 Capital Works Management Framework compliance checklist

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/
A
 Capital Works Management Framework compliance checklist

CWMF requirement Met? Comments Further information

(and reference to the CWMF policy document) Yes/No/N/
A

5.0 Handover
5.1 Commissioning and handover processes have been reviewed to Note the date of the most recent assessment
ensure their adequacy to facilitate proper management of the or describe what other process is used to
building (CWMF section 5.1.5, Policy requirement 17). ensure that:
 commissioning is adequately planned
 training of maintenance service
providers, where appropriate, is
undertaken
 key project documentation is produced,
handed over to the appropriate officer for
recording on a departmental register,
and kept available for access by the
officers responsible for operating and
maintaining the facility.

Also refer to the CWMF guideline Handover:

Guidance for Commissioning and Handover
Associated with Government Building
Projects.

6.0 Project review

6.1 Agency building performance review procedures, consistent with Note the date that the procedures were last
the CWMF, have been issued (CWMF section 5.2.1, Policy reviewed.
requirement 18).
Also refer to the CWMF guideline, Project
Review