This page will assist you in accessing any relevant Ventia information, documents or forms you may need while conducting works on the Defence Base Services (DBS) contract.

This page serves as a valuable resource for individuals seeking access to pertinent Ventia policies and procedures required for working on Defence Bases across Australia. 

By providing easy access to these documents, it ensures that individuals can navigate and adhere to the necessary guidelines and regulations while carrying out their work.

Whether it's understanding safety protocols, environmental standards, or compliance measures, this page aims to streamline the process and empower individuals with the information they need to work efficiently and effectively on these sites.

This section focuses on providing a relevant information for new subcontractor and a reference point for existing subcontractors.  

Onboarding

1, Rapid Global Registration and Compliancy

2. Online Subcontractor or Supplier Form

3. Completed and returned onboarding documents

4. Receive Vendor Number from the Onboarding Team 

Subcontractors must remain vigilant and ensure they are competent, qualified and, where necessary, hold appropriate permits, licenses, certificates, and accreditation to perform the work they are required to perform in a safe and competent manner. 

 

Ventia’s Subcontractor Management Team is responsible for verifying documentation uploaded by the Subcontractor. 

The minimum requirements for company level compliance are:

- Public Liability Insurance ($20M)

- Workcover Registration Certificate (per state) or Personal Income Protection (Sole Trader) 

- Professional Indemnity Insurance (if providing professional services) ($10M)

- Motor Vehicle Insurance

- Valid ABN and GST registered

- Subcontractor is responsible to notify any changes with the business (ABN change, banking details) to ditonboarding@ventia.com , the subbie lead and/or site supervisors.

 

Other requirements for company level compliance may include:

- ISO Accreditations

- Industry specific Licenses (e.g., Building, Plumbing, Gas, Electrical, Asbestos, etc.) 

- Safety Management Plans

- SWMS

- Safe Operating Procedures

- Risk Assessments

- Any other documents requested by Ventia

Insurances and Licenses

The following tables set out the Mandatory Insurance Policies that all subcontractors / suppliers must have in place before they commence any work for Ventia or its subsidiaries. 

In addition to the Mandatory Insurance Policies, when a subcontract / supply agreement is drafted the insurance requirements of the head contract which Ventia has entered into must be reviewed and all relevant insurance conditions passed down and included in the subcontract / supply agreement. This may mean that the subcontractor / supplier is required to have additional policies (for example Contract Works insurance) or additional conditions included (for example higher policy limits).

All subcontractors and their workers much upload all required licenses for their nominated industry in Rapid Global. These licenses may include but are not limited to:

- Building 

- Plumbing 

- Gas Fitting 

- Electrical 

- Asbestos Removal 

- Working at Heights 

- Heavy Vehicle 

- High Voltage 

- High Risk Work

- White Card

- Any other industry specific licenses as required

More Resources

Ventia allows Subcontractors to utilise Tier 2 Subcontracting with the following considerations: 

- All Tier 2 Subcontractors must be approved by Ventia before works commence

- To obtain approval, the below template must be uploaded to Rapid Global with all the relevant details entered

- The Subcontractor remains entirely responsible for the Services despite any subcontracting of them. 

- Insurance levels are required to match the minimum requirements of the subcontractor 

- All 2nd Tier subcontractor employees need to be registered in Rapid Global Inductees section and complete their General & Security MAAT training

 

If you have further questions about Tier 2 subcontracting, please contact your Regional Subcontractor Lead. 

After acknowledging a work order, it is imperative that the subcontractors contact the site and attend as soon as possible and within the relevant response time for the priority classification. Once on site, in the first instance, the subcontractor is required to ‘Make Safe’. Make safe means to ensure that any immediate risk of injury or incident that might impinge on the health and safety, security and capability of users of the Facilities is removed by means of temporary or permanent rectification, notification and/or obstruction.

Extension of Time (EOT) may be applied in some circumstances when a reactive job (SM01) cannot be completed within the specified Service Level Agreement (SLA) time, for reasons beyond the control of Ventia and its Subcontractors. 

No extension of time will be accepted for planned and statutory maintenance without the prior approval of the scheduler and regional asset manager (RAM).  Contractors are required to communicate planned maintenance extension of time requests to the Infrastructure Services Manager (ISM) and regional asset manager (RAM) for prior review and approval.

For further information, reason codes and instructions, please see EOT & Make Safe Quick Reference Guide below.

Non-Conformance Report (NCR) 

All subcontractors are obliged to inform Ventia immediately upon becoming aware of any non-conformance. The NCR process is required to formalise, record and authorise changes to the maintenance strategies, which will enable Ventia to comply with their contractual obligations. NCRs are only to be raised for statutory maintenance when an activity is unable to be completed by the task’s due date as per the tolerance stipulated in the relevant Australian Standard. An NCR is not required for routine and legitimate work order management activities (e.g., cancellation of duplicate work order, or cancellation of work order for an asset that has been removes, etc), or assets under project works. 

For a subcontractor to initiate the NCR process, the subcontractor is to place the work order ‘ON HOLD’ with the appropriate reason code and receive advice from Ventia supervisor/Infrastructure Services Manager (ISM). The subcontractor may be consulted regarding Corrective Actions arising from the NCR. 

It is required that all subcontractors of Ventia adhere to our Probity Standard. Probity is the strict adherence to ethical behaviour based on honesty. Maintenance of probity is in addition to any obligation of confidentiality. It may be a contractual requirement of the Contractor to enter into a Confidentiality Agreement before work commences on the Project. In some cases, it may be required that this document be completed during the tendering stage of negotiations with a subcontractor or supplier. 

Ventia and its subcontractors must ensure that all copies of confidential documents are managed in accordance with their confidentiality agreement. This includes no disclosure, reproduction and safe management of any Confidential Information that has been entered into a computer, database or other electronic means of data or information storage. Any contract records and correspondence are not to be stored on laptops or local drives.

If you have any questions or queries about confidentiality management, please contact your Regional Subcontractor Lead. 

Ventia is committed to managing all aspects of its Operations and Supply Chains in pursuit of the eradication of all forms of Modern Slavery including slavery, servitude, forced marriage, deceptive recruiting, trafficking in persons, debt bondage as defined in the Australian Modern Slavery Act 2018 and other relevant laws and regulations.

If the supplier will provide Ventia with any of the below goods and services, they are required to complete the Modern Slavery Self-Assessment form when onboarded:

 

- Personal Protective Equipment and Workwear Promotional Items

- Promotional Items

- Cleaning Services

- Cleaning Equipment

- Technology services and equipment

- Fresh fruit, vegetables, and seafood

 

If you require the form template, please reach out to your Regional Subcontractor Lead. 

You may also refer to Ventia’s Modern Slavery Statement below.

What is RCTI?

The Recipient Created Tax Invoice (RCTI) process allows a supplier’s Tax Invoice to be automatically created by Ventia, based on the purchase order and claim details, upon the acceptance of the claim.

The invoice generated is referred to as a Recipient Created Tax Invoice (RCTI), which is an ATO compliant document, detailing the items delivered or the service charges due to the supplier. An RCTI Supplier is NOT required to submit an invoice to Ventia accounts department for processing.

 

How Does it work?

When a Claim is entered and approved in Ventia's system, a RCTI is automatically generated and sent to the supplier via email. The invoice will contain a Supplier Reference number, the Ventia PO number, the line item and description, quantity, price and GST to be paid.

Please see the attached factsheet for more information. 

Ventia has a comprehensive audit program for it’s subcontractors. The primary purpose of the program is to ensure regulatory requirements, Ventia certification/standards are adhered to, and our Defence contract obligations are complied with. This will allow us to deliver the highest quality and safest service to our client.

Audits are initiated by the issue of an audit notice

Contacts

Click the links below to get in touch with your representative:

State contacts

 

Other contacts