education.vic.gov.au

School operations

Planned Maintenance Program

Guidelines for funding allocations over $50,000

The information in this section applies to schools that receive over $50,000 in Planned Maintenance Program (PMP) funding.

Schools may choose a Victorian School Building Authority (VSBA)-led approach or a school-led approach to acquit the school’s funding allocation.

Acquittal of funding

School-led

Schools that receive between $50,001 to $200,000 in PMP funding and choose the school-led option will be responsible for the acquittal of the funds and completion of maintenance works at the school.

All schools that receive over $200,000 of PMP funding will have their project VSBA-led without the choice for a school led project.

The VSBA provides a PMP budget template for schools in this category. The template helps the VSBA to ensure funding is spent for its intended purpose and that all projects comply with relevant government procurement requirements.

Schools in this category are also required to provide a copy of the school’s SAMS plan, marked up to reflect the scope of the works taking place.

The PMP is not a reimbursement grant, and for all school led project quotes for works not completed are required. Schools are required to submit:

  • where any one supplier is undertaking work less than $50,000 (GST inclusive): at least one quote is sought, and
  • where any one supplier is undertaking work over $50,000 (GST inclusive): a minimum of 3 quotes must be sought

Schools can get help from their regional provision and planning officer to complete the template. This template establishes how the school will use their PMP funding and acquit the project. The acquittal process is detailed below.

  • School activities

    • Download the school’s PMP template by logging into the Condition assessment portalExternal Link using the school’s login details and typing the school’s name into the search bar under the heading that says, ‘Maintenance Plan’.
    • Obtain quotes from individual trades and/or a head contractor to address incomplete tasks listed on the school’s maintenance schedule (these tasks correspond with those in the school’s school maintenance plan (SMP)).
    • Populate the budget template with the relevant information including quoted costs and contact details of suppliers.
    • If your school is able to address the scheduled works for less than the estimated cost, the school can use remaining funding to complete other maintenance issues identified during its RFE or high priority school identified maintenance.
    • Once completed, upload the relevant documentation (PMP budget template, marked-up SAMS and relevant quotes) and submit it to the Condition Assessment portal.
    • Log in to this portal using the school’s login details and click on the ‘Submit your Online School Plan’ option in the menu bar on the left of the page to upload the documents in the correct place.

    Approval process

    • Region reviews and endorses Stage 1
    • VSBA Project Delivery team reviews and approves Stage 1

    School grant payments

    30% off allocated funding is paid to the school once Stage 1 is APPROVED

  • Activities by school

    • The school prepares a construction contract for each builder/tradesman.
    • Construction contracts can be downloaded from the Condition assessment portalExternal Link using the school’s login details and are also provided to the school by VSBA via email when Stage 1 approval is provided. Guidance on how to fill out each contract is also included in this email from VSBA.
    • The builders/tradesman signs contracts (school does not sign until Stage 2 approval is received).
    • The school uploads Contracts onto the Condition Assessment portal for review and approval by VSBA.

    Approval process

    • VSBA Project Delivery team reviews and approves Stage 2.
    • The school can now sign contracts and instruct the builders to commence construction works at the school.

    School grant payments

    50% off allocated funding is paid to the school once Stage 2 is APPROVED

  • Activities by school

    • Once all works have been completed and all funds have been expended, the school completes the Project acquittal form.
    • The Project Acquittal Form can be downloaded from the Condition assessment portalExternal Link using the school’s login details and are also provided to the school by VSBA via email when Stage 2 approval is provided.
    • The school uploads Project acquittal form onto the Condition assessment portal for review by VSBA.

    Approval process

    VSBA Project Delivery team reviews and processes Stage 3

    School grant payments

    20% off allocated funding is paid to the school once Stage 3 is submitted

VSBA-led

Schools that receive between $50,001 to $200,000 of PMP funding can elect for their project to be VSBA-led. Schools that choose this option will be assigned a dedicated VSBA Project Officer as their point of contact who will work with the school throughout the entire delivery process.

All schools that are allocated over $200,000 will have their project VSBA-led.

This process for a VSBA-led project is detailed below.

  • Milestone activities

    The VSBA engages an architect to prepare a scope of works in consultation with the school.

  • Milestone activities

    • The architect prepares documentation to go out to tender for head builders (listed on the Construction Suppliers Register).
    • The architect evaluates the tender submissions and prices received and makes a recommendation to the VSBA and the school regarding the preferred builder.
    • The VSBA signs contracts with the successful builder.
  • Milestone activities

    The architect manages the builder throughout the construction phase and the VSBA is responsible for the administrative components of the project (completing relevant paperwork and paying invoices and so on).

  • Milestone activities

    Once construction works have been completed there is a 6-month defects liability period where the builder is contractually obliged to rectify any issues that arise as a result of their workmanship. Once this period has ended the project is complete.

Guidelines applying to schools that receive over $50,000 in Planned Maintenance Program (PMP) funding

Reviewed 29 September 2022

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