The Australian Standard for Defence Contracting (ASDEFCON) suite of tendering and contracting templates provides a set of proforma documents for use by procurement officers when drafting solicitation documents and contracts for the acquisition of goods and services by Defence.
Most templates include: a covering letter to tenderers, conditions of tender with response volumes, a draft contract and where appropriate, a draft statement of work (SOW). Associated handbooks and related training are available for some templates.
Please note specific questions about completing tenders or specific tender requirements should be directed to the request for tender (RFT) contact officer identified in the conditions of tender.
The ASDEFCON suite of tendering and contracting templates seek to:
- Engender professionalism of Defence staff by providing tools and guidance for the ongoing development of procurement skills.
- Support the reprioritising of Defence contracting activities by facilitating RFT and contract development and management.
- Standardise and benchmark Defence's business practices and procedures by providing tools that:
- Support Commonwealth and Defence policies.
- Reflect 'best practice'.
- Provide a framework for obtaining value for money and ensuring accountability.
- Improve relationships with industry through the engagement of industry in the development and enhancement of the tendering and contracting templates.
- Lead contracting reform in Defence by taking into account the use of contracting options and strategies that reward performance.
Selection and Tailoring of ASDEFCON Templates
Each ASDEFCON template is tailored to meet a different procurement need and profile, depending on the size, complexity and nature of the procurement activity. The Contract Template Selection and Tailoring Guide (the Guide) is available to assist with the selection of an appropriate contracting template and also outlines the process for tailoring the selected template. The Guide contains decision matrices and detailed descriptions of each template. The Guide also considers non-ASDEFCON contracting templates.
ASDEFCON Suite of Tendering and Contracting Templates
- ASDEFCON (Strategic Materiel)
- ASDEFCON (Complex Materiel) Volume 2
- ASDEFCON (Complex Materiel) Volume 1
- ASDEFCON (Support)
- ASDEFCON (Support Short)
- ASDEFCON Linkages Modules
- ASDEFCON (Services)
- ASDEFCON (Standing Offer for Services)
- ASDEFCON (Standing Offer for Goods)
- ASDEFCON (Standing Offer for Goods and Maintenance Services)
- ASDEFCON (Shortform Goods)
- ASDEFCON (Shortform Services)
- Request for Quotation (Form AC565) and Purchase Order and Contract (Form SP020)
- ASDEFCON (Request for Information)
- Template Letter for Release of Draft Documents to Industry
- ASDEFCON (Invitation to Register)
- ASDEFCON (Request for Proposal)
- ASDEFCON Defence Asset Templates
- Government Furnished Facilities Licence
- ASDEFCON Toolbar, Style Set and User Guide
Defence Policies Referenced in ASDEFCON Templates
The ASDEFCON templates make reference to a number of Defence policies, with which tenderers are advised to familiarise themselves, and to which contractors are to comply. Defence periodically updates the below list and advises those concerned to rely on their own inquiries to confirm currency.
This list is effective as at 15 October 2019
- Defence Instruction Administrative Policy
- DI(G) PERS 15-1 Australian Defence Force alcohol policy
- DI(G) PERS 25-7 Gifts, Hospitality and Sponsorship
- Incident Reporting and Management Manual
- Integrity Policy Manual
- Chapter 3 of the Complaints and Alternative Resolutions Manual
- Defence and the Private sector - An Ethical Relationship
If you have any suggested improvements or comments on the commercial aspects of the templates (e.g. conditions of tender or conditions of contract) please email: procurement.ASDEFCON@defence.gov.au
If you have any suggested improvements or comments on the statements of work aspects of the templates please email: ASDEFCONSOW.Support@defence.gov.au
If you wish to participate in the ASDEFCON and Defence Procurement Review, please refer to ASDEFCON and Defence Procurement Review
The Minister for Defence Industry engaged with the Australian Defence industry which identified a number of opportunities to improve Defence engagement with industry and to build a more resilient Defence industrial base.
A key opportunity identified is that it may be timely for the Department of Defence (Defence) to conduct a review of the Australian Standard for Defence Contracting (ASDEFCON) suite of tendering and contracting templates and relevant procurement processes and practices to support these objectives.
Some of the opportunities for Defence procurement contracting processes and practices identified by the survey responses include:
- simplifying and streamlining the ASDEFCON contracting templates;
- removing complexity and onerous flow down obligations that lead to additional cost and risk to the suppliers;
- developing subcontracting templates for industry to use;
- expanding Defence commercial acumen within its procurement practices;
- mandating Defence payment terms through the supply chain and considering partial payments of milestones to facilitate cash flow to industry, including small to medium enterprises (SMEs); and
- relaxing some barriers to industry’s (particularly SMEs) participation in Defence’s supply chain.
On 26 August 2020 the Minister for Defence Industry wrote to the Department of Defence requesting the review be undertaken.
Previous media releases
The Minister for Defence Industry, the Honourable Melissa Price MP announced:
- that ASDEFCON will undergo a review, on 18 September 2020, Strengthening how defence does business with Australian industry
- the five pillars approach to supporting defence industry, on 24 September 2020, including the ASDEFCON review and Leading the development of a sovereign industrial defence capability
The Minister for Defence Industry has publically released the Terms of Reference for the review. The media release is available here
The Minister for Defence Industry has released the Terms of Reference for the review.
ASDEFCON Template History
The first template in the ASDEFCON suite of templates was issued in 2002. Further templates in the ASDEFCON suite were subsequently released and the templates have been continually updated and are publically available here.
Why Your Contribution is Important
While the ASDEFCON suite of templates have been continually updated since 2002, the Department of Defence wishes to ensure that they remain relevant, contemporary and represent best practice. This is your opportunity to influence the content, direction and continual improvement of the ASDEFCON suite of templates and Defence’s procurement processes.
Template Scope Boundary
The focus for this review is the ASDEFCON suite of templates and related processes. The Department of Defence uses a range of other templates such as the Defence Suite of Facilities Contracts templates, the Commonwealth Contracting Suite and the Information and Communications Technology (ICT) products and services related templates managed by the Digital Transformation Agency (these were previously managed by the Department of Finance and known as SourceIT).
These other non-ASDEFCON templates are not within the review scope. Contracts based on the templates are also not within the review scope.
How to Contribute
The ASDEFCON and Defence Procurement Review survey has now closed, but you can still provide input to the review if you wish by emailing ASDEFCON.email@example.com.
Your contribution is important to the continued development of the ASDEFCON suite of templates and Defence’s procurement processes.
For reference purposes, the full list of ASDEFCON and Defence Procurement Review survey questions are available.
Input to the review is open to industry, Defence and other Government agencies. Industry does not have to be in contract with Defence to be able to contribute.
A report on the review is due to be provided to Government by the end of Q2 2021.
The survey has now closed.
Frequently Asked Questions
How do I contribute to the ASDEFCON review? See survey under “How to Contribute”.
I do not have a contract with Defence. Can I contribute? Yes, contributions are open to all stakeholders, including SMEs that do not contract with Defence at all.
What is the schedule? See “Schedule”.
Does my input need to be processed via any industry associations? No.
Will there be any briefings? None are planned, but subject to COVID-19 restrictions, they may be held.
Can I meet to discuss input? This will be driven by the schedule and will be subject to COVID-19 restrictions, if held.
What happen next? The findings of the review will be used to influence further development of the ASDEFCON suite of templates and Defence’s procurement processes. This could include:
- amendments to existing templates or processes;
- development of new templates or processes;
- removal of existing templates or processes.