Appendix K

Consultancies and advertising and market research

The Archives engages consultants when the expertise required is not available within the organisation, or when the specialist skills required are not available without diverting resources from other higher priority tasks. In accordance with procurement guidelines, consultants are selected by advertisement, panel arrangements or selective tendering.

The main areas for which consultants were engaged during the year were building maintenance works, the design and construction of exhibits, and auditing and reporting tasks.

During 2004–05, 55 new consultancy contracts were entered into involving a total actual expenditure of $0.81 million. In addition, 14 ongoing consultancy contracts were active during the 2004–05 year, involving total actual expenditure of $0.17 million.

Consultancy contracts let for amounts of $10 000 or more during 2004–05

Consultant name	Description	Contract price	Selection process (1)	Justification (2)
Advance FM Pty Ltd	Building Condition Indexes for sites	$20 900	B	A
Cultural Partners Australia	Assess potential demand for the Making Australia Home kit	$10 070	B	B
Environmetrics Pty Ltd	Manage an omnibus survey and provide a detailed report against findings	$15 500	A	B
Exhibition Services	Design and project management for the exhibition Just Add Water: Schemes and Dreams for a Sunburnt Country	$300 000	A	B
Freeman Ryan	Design of Treasures Gallery refurbishment	$20 000	A	B
Freeman Ryan	Production of Treasures/ Entrance Gallery report including furniture design, curatorial and architectural work.	$55 000	A	B
Ganley Pope & Johnson	Design and project management works for fitout to premises at Melville Street, Hobart	$15 290	A	B
Jones Lang Lasalle	Undertake a review of the condition of the Chester Hill repository building	$24 832	A	B
Multimatch Australia Pty Ltd	Review of digitisation workflows and recommendations for redesign	$17 600	A	A
Nectarine	Design and programming of an interactive game about state water management for the exhibition Just Add Water	$40 000	A	B
Nectarine	Design and programming of the central ‘Dreams and schemes’ interactive game for the exhibition Just Add Water	$25 740	A	B
Project Techniques	Architectural design on installation of air lock in Film Vault Chester Hill, NSW	$20 200	B	B
Project Techniques	Architectural design on refurbishment of Preservation/ RHU area Chester Hill, NSW	$10 400	B	B
Quality Management Solutions	People management consultancy	$22 638	B	C
Results Consulting	Review of organisational structures and performance information	$22 000	B	C
Stuartfield House Consulting Group P/L	Review of reference service	$10 000	B	C
Solved at McConchie Pty Ltd	Provide consultancy services for the Recordkeeping Capability Framework project	$88 750	A	B
The Content Group	Provision of a Government Communications Strategy	$25 850	A	A
United Focus	Evaluation of recordkeeping content on National Archives’ websites	$54 830	B	B
Wizard Information Services	Development of information models for the revised NAA Recordkeeping Metadata Standard	$47 530	B	B

(1) Explanation of selection process terms drawn from the Commonwealth Procurement Guidelines (January 2005):

A	Open tender – a procurement procedure in which a request for tender is published inviting all businesses that satisfy the conditions for participation to submit tenders.
B	Select tender – a procurement procedure in which the procuring agency selects which potential suppliers are invited to submit tenders in accordance with the mandatory procurement procedures.
C	Direct sourcing – a procurement process, available only under certain defined circumstances, in which an agency may contact a single potential supplier or suppliers of its choice and for which conditions for direct sourcing apply under the mandatory procurement procedures.
D	Panel – an arrangement under which a number of suppliers, usually selected through a single procurement process, may each supply property or services to an agency as specified in the panel arrangements.

(2) Justification for decision to use a consultancy:

A	Skills currently unavailable within the agency
B	Need for specialised or professional skills
C	Need for independent research or assessment.

Advertising and market research amounts paid by the Archives in 2004–05

Advertising is used to publicise the Archives’ exhibitions and events. No advertising contracts were let in 2004–05. The Archives’ advertising strategies were designed and conceived in-house.

The Archives engages in market research to measure the effectiveness of exhibitions, the level of community knowledge of, and satisfaction with, the Archives and the status of recordkeeping in the Australian Government. In 2004–05 two market research contracts were let by the Archives. These contracts are also reported in the table above.

Market research contracts let by the Archives during 2004–05

Consultant name	Description	Contract price	Selection process (1)	Justification (2)
Cultural Partners Australia	Assess potential demand for the Making Australia Home kit	$10 070	B	B
Environmetrics Pty Ltd	Manage an omnibus survey and provide a detailed report against findings	$15 000	A	A