Part 1 Tendering Conditions - frankston.vic.gov.au · Web viewResponses are to be answered in the...

Request for Tender

Southgateway Reserve Playground

Contract No. 2018/19-003

Part CC1. Instructions

C2. Tender Form (Returnable)

Tendering Form – Part C 1

1. Instructions

Prospective Tenderers are to complete the document contained within Part C2 detailing their offer to Council and submit it to Council in accordance with the Tendering Conditions.

Note:

Council has chosen to set out this document in a particular way, taking into account the evaluation process.

Do not alter the layout of this document and confine your responses to each particular issue in the sequence given.

Responses are to be answered in the form provided not elsewhere in your submission.

All documents must be submitted in PDF or Microsoft Office Format (Word) only. References to a Dropbox, Cloud or any other third party links will not be accepted.

You must only lodge the Tender Offer and supporting material in the electronic Tender box (Tender Box) in accordance with the Tender conditions, (Refer Part A). Tender Offers submitted to Council officers or Council sites will not be accepted.

Council’s electronic Tender Box may experience a high traffic volume load leading up to the nominated Tender close date and time. It is your responsibility to ensure you allow enough time to upload and commit your response. It is advisable when submitting your Tender offer not leaving it to the last moment, as disappointment may be encountered if your Tender submission has not fully completed its upload by the nominated closing date and time. Your Tender submission must be fully accepted at the Frankston City Council electronic Tender Box, not when it has been sent. File transfers still in progress at the exact closing time will not be accepted.

Each document forming the Tender Offer must not be greater than 20 Mb in size.

You must not withdraw the Tender Offer once lodged for a period of 60 days.


2. Tender Form

2.1 Tenderer’s Details

Contract No: 2018/19-003

Contract Name: Southgateway Reserve Playground

Dated this day of 2018

Full Company Name

Trading Name

Registered Office /

Business Address

Mailing Address

A.B.N.

A.C.N.

Contact Person

Office Telephone

Mobile Telephone

Email Address

Note:Council cannot enter into a contract with a Trust as it is a non-legal entity. It is however able to enter into a contract with a company or individual. The ABN / ACN listed above should not contain the trust ABN / ACN.


2.2 Lump Sum Price (Australian Dollars)

For the carrying out of the services/works under the Contract, the Lump Sum Tender price is:

Amount (excl. GST) $

GST Amount $

Grand Total Amount (incl. GST) $

Grand Total Amount (incl. GST amount in words)

NOTE: This is a Lump Sum Contract and therefore includes all disbursements including but not limited to printing, photocopying, postage, travel time and costs.

The Contract Sum payable by Council is not subject to rise and fall in the costs of labour, materials or any other items and is subject to variation only in accordance with the Contract.

2.3 Bill of Quantities

This BILL OF QUANTITIES is provided only as a guide to assist Tenderers in submitting a price. TENDERERS ARE REMINDED THAT THIS IS A LUMP SUM FIXED PRICED CONTRACT.

Note that the quantities shown have been taken out with all due care by the Frankston City Council; however no responsibility is accepted for their ultimate accuracy.

The Tenderer is expected to take out their quantities for each item. This Bill of Quantities is NOT a fully detailed plant, labour, materials and activity list of the works as expressed on the construction drawings and associated detailed project and authority specifications, relevant Acts, Regulations and Codes. The submitted Lump Sum to perform the works shall include all the costs that the Tenderer would incur to perform the construction as proposed and collate those costs relevant to the items of this schedule. The Tenderer is expected to take out their own quantities for each item. If the Tenderer believes that there are activities and or expenses that are inappropriate to any of the scheduled items, then the Tenderer shall utilise "ADDITIONAL ITEMS", expressing a brief detail and the Tendered cost.

TENDERERS ARE REMINDED THAT THIS IS A LUMP SUM FIXED PRICED CONTRACT.

ENSURE THAT GST IS NOT INCLUDED IN THE RATE FOR EACH LINE ITEM.



Schedule of Quantities

Southgateway Reserve Playground*Please refer to specifications and plans for full descriptions of the following schedule of items. While all care has been taken in compiling these quantities, it is the responsibility of the Tenderer to verify all quantities. If the Tenderer disagrees with any of the quantities supplied, draw attention to same in the tender letter and the tender price shall be based on the Schedule of Quantities as it exists and not on an amended schedule. Any schedule so altered or not completed in its entirety and lodged with the tender shall result in the tender being deemed non-conforming and may be rejected.

Item Quantity Unit Description Rate Cost

1 Preliminaries

1.1 1 Item

OH&S: Safe Work Method Statement (or JSA) provided to project manager. Underground service detection must be carried out by appointed contractor.

1.2 1 Item Site Set out: Set-out for approval by project manager.

1.3 1 ItemTemporary Fencing: Site fencing to be erected and maintained by the contractor for the duration of the works.

2 Demolition & Site Preparation

2.1 1 Item

Demolish Existing Playground: Demolish existing play structures, swings, edging and seats. Includes removal and backfill of footings. Remove waste off-site.

2.2 84 m2 Demolish Existing Gravel Path: Demolish existing gravel path.

2.3 34 m2 Demolish Existing Concrete Path: Demolish existing concrete path.

2.4 12 m2Demolish Existing Asphalt Path: Demolish existing asphalt path. Including removal off site.

2.5 1 ItemRemove Existing Softfall Mulch: Remove existing softfall mulch. Stockpile on site for future use as garden mulch.

2.6 2 ItemRemove Existing Picnic Tables: Remove existing picnic tables, including concrete pads. Dispose of waste off site.

2.7 1 Item Remove Existing Gate: Remove existing gate. Dispose of waste off site.

2.8 4 Item Remove Existing Stumps: Remove existing tree stumps and dispose of waste.

2.9 2097 m2 Bulk Trimming: Remove and stockpile site topsoil to meet required design levels.

Item Quantity Unit Description Rate Cost

3 Site Drainage

3.1 104 Lm

Ag Pipe Subsurface Drainage: Supply and install 90mm slotted agricultural pipe in gravel trench and connect to junction pit. Ensure drainage meets Australian Standards.UPVC Subsurface Drainage: Supply and install

2.4 Cost Savings

Please detail any cost savings that could be made to the proposed Contract including details of material, quality, quantity changes and the finance and/or time savings that could be made.

2.5 Value Add

Please advise any Value Added Work(s)/Service(s) the Tenderer would like to offer.


2.6 Customers & Staff

2.6.1 How would a customer complaint about an employee be handled?

2.6.2 How would a customer complaint about the quality of work be handled?

2.6.3 What methods and processes are used to ensure staff adhere to the Contract conditions?

2.6.4 Does the Tenderer have an Equal Employment Opportunity Policy?


2.7 Trading History

2.7.1 Please provide a brief history of the Tenderer, including description of primary business.

2.7.2 Please state the ownership of the Tenderer and List other financial interests held by the Tenderer.

2.7.3 How many years has the Tenderer been in the business under its current business name?

2.7.4 How many years’ experience has the Tenderer had in the type of service / works it would be required to provide under the Contract?

2.7.5 Please list any trade or professional associations that the Tenderer is a member of?

2.7.6 Have any civil court or tribunal judgements been obtained against the Tenderer in the past 7 years? If so, provide details.


2.8 Performance on Similar Projects & Referees

2.8.1 The Tenderer shall submit details describing its previous relevant experience and achievements in performing similar or comparable work, together with names of clients or authorities for which work was undertaken, including telephone numbers of contact persons and the date when such work was carried out.

This Request for Tender requires a minimum of 3 references. There is a preference for the referees to be from a Council or government agency, or where the work completed is similar in nature to that requested in this Tender. Referees must be from outside Frankston City Council.

Referees should be advised that a member of the evaluation team may contact them with regard to this Tender and have given their express permission.

Project 1 & Referee Details

Contract Name:

Location:

Description of Work Performed:

Client’s Name:

Total Contract Value $

Contract Start Date:

Contract Finish Date

Contact Details of Client’s Representative:

Name:

Position:

Address:

Phone Number:

Email address:



Contract Name:

Location:


Client’s Name:





Name:

Position:

Address:

Phone Number:

Email address:



Contract Name:

Location:


Client’s Name:





Name:

Position:

Address:

Phone Number:

Email address:

* Add tables as necessary

Note : Council will treat the contact persons set out above as the Tenderer’s referees and may contact any or all of the nominated personnel, or any other relevant person representing the nominated organisation. Any information provided by the referees will be treated as having been given as commercial in confidence.


2.9 Methodology, Timeframes & Ability to Meet Technical Requirements

2.9.1 Please provide intended methodology for the carrying out of this Contract.

This should include:

Contract commencement date, completion date and duration.

(Duration cannot exceed 12 Months from possession of site to issuing practical completion).

2.9.2 Please attach a Project Plan including activities and timelines for the completion of the Project. Please mark appropriate box below.

Attached ☐ Yes ☐ No


2.9.3 Please provide evidence of this type of methodology utilised on other Contracts.

2.9.4 The commencement and completion dates of all the required works/service and trades on site.

2.9.5 Identify any staging or early works.


2.9.6 Identify critical path activities.

2.9.7 Any float in the Programme.

2.9.8 Authority approval process.

2.9.9 Industrial RDOs and Public holidays.


2.9.10 Working days (Calendar).

2.9.11 Include a 15 day allowance for inclement weather.

2.9.12 Confirm earliest possible start date.

2.9.13 Please advise the steps the Tenderer will take to ensure that supplies are delivered as required and there will be no work stoppages due to lack of materials.


2.9.14 Please advise the steps the Tenderer will take to ensure that the Contractor and sub-contractors will adhere to the Contract Conditions, that the work will be to the highest standard and there will be no work stoppages due to lack of labour.

2.9.15 Please advise the steps the Tenderer will take to ensure that the Contract throughout runs to the scheduled time lines and within budget.

2.9.16 Frankston City Council has a goal of zero variance contracts. How will the Tenderer work collaboratively with Council to ensure this?

2.9.17 What do you consider to be the key issues with management of the Contract and how this will be managed?


2.9.18 Please advise how the Tenderer will work with the Council Contract Supervisor to ensure Council is fully informed in regard to the contract progress, including management of Requests for Information.

2.9.19 Please advise how the Tenderer will communicate and collaborate with the Design team with/through Councils Contract Supervisor.

2.9.20 Please advise the process to ensure all the requirements and deliverables within Part B, Specifications (and Appendices) are met.

2.9.21 Please advise how do you manage stakeholders having competing priorities.


2.10 Current Commitments and Available Resources to Complete Project

2.10.1 Please list all projects the Tenderer will be managing within the same time frame as this Tendered Project.

Project 1Name.Work Value.Start Date.End Date.Scope.



** Tenderers are requested to add projects as necessary.

2.10.2 Project Completion

Please advise how you will ensure that the Project will be completed on time.


2.10.3 Tenderers Resources

Please state the resources that will be allocated to the performance of the Project.

Detail below the nominated members of the Project Team.

Team Member 1

Name.

Position.

Years in Industry.Project Experience and Expertise.

Qualifications/Professional Membership.

Team Member 2

Name.

Position.



Team Member 3

Name.

Position.




Team Member 4

Name.

Position.



** Add as necessary


2.10.4 Sub-contractors

Will any sub-contractors be engaged by the organisation in the completion of this Tender?Please mark appropriate box below.

☐ Yes ☐ No

If “Yes”, please complete the table below for each contractor to be engaged.

Sub-Contractor 1Business Name.Project RolesandResponsibilities.Previous Project Engagement ofSub-Contractor.Previous Project$ Value of Work.



Sub-Contractor 4Business Name.Project RolesandResponsibilities.Previous Project Engagement ofSub-Contractor.Previous Project$ Value of Work.** Add as necessary


2.11 Environmental Management System

2.11.1 Policy and Management

YES NO

Does the Tenderer have a written organisation environmental policy? ☐ ☐Does the Tenderer have an environmental management system certified by a recognised independent authority? (If yes, provide details.) ☐ ☐

Does the Tenderer have an organisation environmental management system manual or plan? (If yes, provide a copy of contents page[s].) ☐ ☐

Is the Tenderer’s environmental management system integrated with systems for quality assurance and OH&S? ☐ ☐

Are environmental responsibilities clearly identified for all levels of staff? (If yes, provide details.) ☐ ☐


2.11.2 Environmental Work Practices and Procedures

YES NO

Has the Tenderer prepared environmental procedures or specific environmental instructions relevant to its operations? (If yes, provide a summary listing of procedures or instructions.)

☐ ☐

Is there a documented incident investigation procedure? (If yes, provide a copy of a standard incident report form.) ☐ ☐

Are there procedures for maintaining, inspecting and assessing the environmental aspects of the company’s operations by the Tenderer? (If yes, provide details.)

☐ ☐

Does the Tenderer have procedures to identify legal requirements in relation to the environmental aspects of its activities? (If yes, provide brief outline.)

☐ ☐

Has the Tenderer established documented environmental objectives and targets? (If yes, provide a list.) ☐ ☐


2.11.3 Implementation and Operations of Environmental System

YES NO

Are the responsibilities and authorities clearly defined, documented and communicated? (If yes, describe how this is carried out.) ☐ ☐

Is the performance of the environmental management system regularly reported to top management for review? (Please describe the process.) ☐ ☐

Does the Tenderer have an emergency response procedure to identify and respond to accidents and emergency situations? (If yes, provide details of frequency of review, testing, etc.)

☐ ☐

2.11.4 Environmental Training

YES NO

Describe how environmental awareness and competence training is conducted by the Tenderer.

Is a record maintained of all training and induction programs undertaken for employees by the Tenderer? (If yes, provide examples of environmental training records.)

☐ ☐


2.11.5 Environmental Consultation

YES NO

Are Toolbox Meetings held on a regular basis? ☐ ☐Are employees involved in decision making over environmental matters? (If yes, please provide details.) ☐ ☐

2.11.6 Checking and Corrective Action

YES NO

Has the Tenderer established a documented procedure to monitor and measure the environmental impact of its operations? (If yes, provide details.)

☐ ☐

Are non-conformance and corrective and preventative actions reports used by the Tenderer? ☐ ☐

Has the Tenderer established procedures for the keeping of environmental records? ☐ ☐

Does the Tenderer conduct regular internal audits of its environmental management system? (Please supply details of a recent audit.) ☐ ☐

Does the top management conduct a “management review” on a regular basis? ☐ ☐


2.11.7 Environmental Performance Monitoring

YES NO

Is there a system for recording and analysing environmental performance statistics? (If yes, provide details.) ☐ ☐

Are employees regularly provided with information on the Tenderer’s environmental performance? (If yes, provide details.) ☐ ☐

Has the Tenderer ever been convicted of an environmental pollution offence? (If yes, provide details.) ☐ ☐


2.12 Occupational Health and Safety (OHS) Policy and Management

2.12.1 Occupational Health and Safety (OHS) Policy and Management

YES NO

Does the Tenderer have a written health and safety policy? (If yes, a copy of the policy may be requested for verification.) ☐ ☐

Does the Tenderer have an OHS Management System certified by a recognised independent authority (e.g. SafetyMAP)? ☐ ☐

Does the Tenderer have a documented OHS Management System? (If yes, a copy of the contents page(s) may be requested for verification.) ☐ ☐

Are health and safety responsibilities formally identified for all levels of staff? (If yes, provide details.) ☐ ☐

2.12.2 Safe Work Practices and Procedures

YES NO

Has the Tenderer prepared safe operating procedures or specific Safety instructions relevant to its operations? (SWMS) (If yes, a list of procedures/instructions may be requested for verification.)

☐ ☐

Does the Tenderer have any Permit to Work systems? (If yes, a summary list of permits may be requested for verification.) ☐ ☐

Does the Tenderer have a documented incident investigation procedure? (If yes, a copy of an incident report form may be requested for verification.)

☐ ☐

2.12.3 Plant

YES NO

Does the Tenderer have procedures for maintaining, inspecting and assessing the hazards of plant operated/owned by the Tenderer? ☐ ☐

Does the Tenderer have procedures to ensure that all plant is registered and operators licensed? ☐ ☐


2.12.4 Hazardous Substances

YES NO

Does the Tenderer have procedures for storing, handling and disposing of hazardous substances? ☐ ☐

2.12.5 Manual Handling

YES NO

Does the Tenderer have procedures for identifying, assessing and controlling risks associated with manual handling? ☐ ☐

2.12.6 Health and Safety Training

YES NO

Describe how health and safety training is conducted by the Tenderer.

Does the Tenderer maintain a record of all training and induction programs undertaken for employees? ☐ ☐

2.12.7 Health and Safety Workplace Inspection

YES NO

Does the Tenderer undertake regular health and safety inspections at worksites? ☐ ☐

Does the Tenderer use standard inspection checklists to conduct workplace health and safety inspections? ☐ ☐

Does the Tenderer have procedures by which employees can report hazards at workplaces? ☐ ☐


2.12.8 Health and Safety Consultation

YES NO

Does the Tenderer have a workplace health and safety committee? ☐ ☐Does the Tenderer involve employees in decision making over health and safety matters? ☐ ☐

Does the Tenderer have employee elected health and safety representatives? ☐ ☐

2.12.9 Health and Safety Performance Monitoring

YES NO

Does the Tenderer have a system for recording and analysing health and safety performance statistics? ☐ ☐

Are employees regularly provided with information on company health and safety performance? ☐ ☐

Has the Tenderer ever been convicted of an occupational health and safety offence in the last 5 years? (If yes, provide date and details of offence.) ☐ ☐

2.12.10 OHS Record

Provide details of Lost Time Injuries (LTI) using the following table format:

1 Jan – 31 Dec 2015 1 Jan – 31 Dec 2016 1 Jan – 31 Dec 2017

LTI total hours

Number of Hours Worked in the Period

LTIFR

= LTI's in the Period x 1,000,000 / Number of Hours Worked in the Period

Lost Time Injury Frequency Rate (LTIFR) are the number of injuries per million hours worked.


2.13 Local Content

Frankston City Council has made a commitment to growing its local economy (for further detail regarding this please refer to the Frankston Industry Participation Plan (FIPP) www.frankston.vic.gov.au/business ).

Prospective Tenderers are requested to provide detail with regards to, local employment opportunities, local goods and services and skills and technology that could be anticipated as part of their Tender submission.

There are a range of Council services available to all Tenderers to assist with addressing local content.

a) Employment Creation Opportunities

Please provide detail of the anticipated employment opportunities created in the Frankston City municipality as a result of your Tender. Please also specify if you will be hiring or employing apprentices and/or trainees (Express the number of jobs by Equivalent Full Time (EFT)).

To assist Apprentices & Trainees are defined as:

Apprentices & Trainees – Are those employees engaged in a State or Federal Government approved apprenticeship or traineeship (approved by the Department of Education, Employment and Work place Relations of the Department of Education and Early Childhood Development).

b) Local and Imported Content

Please detail below in Table 1 the anticipated local and imported content as a percentage of your overall contract price. Please note that this is an estimate (only) and should focus on key inputs into the contract.

To assist ‘Local and Local Content’ is defined as:

Local – covers businesses located in Frankston City (Frankston, Frankston North, Carrum Downs, Langwarrin, Seaford, Skye, Sandhurst and Karingal).

Local Content – products sourced from a business located in Frankston City. It does not refer to the origin of the product. Example: timber purchased from a timber yard in Seaford is considered local content even though the product origin is Tasmania.


http://www.frankston.vic.gov.au/business

Table 1 – Local and Imported Content as percentage (%) of Contract Price:

Locally Sourced Content

Item Supplier/s % Description

e.g. Granite XYZ Quarry Langwarrin 10% Stone

Imported Content (not local)

Item Supplier/s % Description

e.g. Piping Smith & Sons Plumbing Chelsea

2%

Plumbing

TOTAL:

c) Skill and Technology Transfer

New and innovative skills, methods or technologies can contribute significantly to a local industry. Without disclosing intellectual property or trade secrets, briefly describe if and how you intend to utilise innovative skills or technology in the completion of this project.

To assist ‘Technology and Skills Transfer’ is defined as:

Technology/Skills Transfer – relates to new machinery, equipment, processes and skills used on a project.


2.14 Tenderer’s Financial Interest

The information listed here will authorise the Council to seek information, if required, from the Tenderer’s principal bankers.

Bank Details

Bank Name:

Branch:

Address:

Contact Person:

Telephone Number:

2.15 Financial Report

All Tenderers must submit financial statements incorporating the profit and loss statement and balance sheet of the organisation for each of the preceding two completed financial years if requested by Council. Please note the Tendering Conditions.

2.16 Insurance Details

What insurance policies does your company currently maintain? Please mark appropriate box(es) below.

Professional Indemnity Insurance

Minimum level of cover required for consultant type services.

☐ $5,000,000

Public Liability Insurance

Minimum level of cover required for all Works and Service Contracts.

☐ $20,000,000

Workers Compensation Insurance

☐ Workers Compensation, in the form of WorkCover or self-insurance arrangements in accordance with the Workplace Injury Rehabilitation and Compensation Act or evidence of alternative forms of cover.

Other(Please specify.)


2.17 Quality Assurance System Quality Assurance System

2.17.1 What Quality Assurance System is currently applied in your company and accredited through third party certification? Please mark appropriate box below and complete the information required.

☐ AS/NZS ISO 9001:

Date of Certificate of Conformity

Company Quality or Procedures Manual

(Provide description)

Date of Accreditation

Expiry Date

☐ No Accredited Quality Assurance System

Comments

2.17.2 Please advise the Accredited Quality System which the Principal Company is intending to use for this Project.

2.17.3 Please advise the intended Best Practice Procedures and System to Manage the Construction and Design.


2.18 Non – Conformance Statement

The Tenderer must state whether its Tender is a Conforming Tender or a Non-Conforming Tender by marking the appropriate box below.

This Tender is a

**Conforming Tender** **Non-Conforming Tender**

☐ ☐

Where the Tenderer is unwilling to accept certain Specification and/or General Conditions of Contract subject to conditions, the non-acceptance or partial-acceptance must be clearly and expressly stated below. It is not sufficient that the statement appear only as part of an attachment to the Tender or be included in a general statement of the Tenderer’s usual operating conditions.

Council is prepared to contemplate minor variations or departures from the Specifications and General Conditions of Contract. However, Tenderers should note that significant or substantive variations or departures from the documents will not be viewed favourably (in particular changes to the liability clauses) unless the Tenderer is able to demonstrate to the satisfaction of Council the necessity for such variations or departures. It should be noted that it is Council’s policy to view any clauses limiting the liability of the Contractor as a serious non-conformance and can result in the non-conforming Tender being automatically rejected.

Contractual Issue (non-conformance)

Relevant

Clause Reference

Proposal

(e.g. insert clause to replace it with, or deletion of clause etc.)

Council will not accept any preferred Tenderer bringing up issues with the Contract Agreement or Specification clauses in the negotiation period that do not appear in the list provided in this Request for Tender.

If no list is provided in the Tender, it will be assumed that the Contract will be signed without delay by the Tenderer should Council nominate them as the preferred party.


2.19 Addendums Issued

Please list all Addendums, additional information and correspondence (if any) that the Tenderer received from Council prior to the Tender closing time and date.

1

2

3

4

5

2.20 Conflict of Interest

If the Tenderer has a conflict of interest (or any potential for a conflict of interest) concerning this Request for Tender, details of that conflict or potential conflict are as follows:

2.21 Additional Information

Please attach or enter any additional information the Tenderer considers is required to enable evaluation against the evaluation criteria.


2.22 Declaration

Having examined the Tender Conditions, the Specifications, any Drawings and the General Conditions of Contract together with any schedules and all other documents and information relating to this Contract for the performance of the Works and submitting the Tender Response Form, we offer to carry out those Works in accordance with the terms and conditions of the Contract documents for the price and the rates stated in the Tender Form.

This document together with Council’s written acceptance thereof shall constitute a legally binding Contract between us. If Council requires a formal agreement to be signed, then we will sign and return such an agreement within 21 days of our receipt of such a document.

We understand that you are not bound to accept the lowest or any Tender you may receive and you will not pay any expenses incurred by us in preparing and submitting this Tender.

Signed by or on behalf of the Tenderer

Signature:

Name:

Title:

Date:

END OF TENDER FORM


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