[insert logo]
PART 3
RESPONDENT’S OFFER FORM
To be used for Request for Quotation for Goods/Services/Goods and Services
Request for Quotation(RFQ) / ENTER PROJECT TITLE HEREClosing Time: / ENTER TIME, TIME ZONE, DAY, MONTH, YEAR
RFQ Number: / ENTER NUMBER
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The Procurement Guide 2013
C3 Request for Quotation Respondent’s Offer Form
1 RESPONDENT’S OFFER FORM
To: The Chief Executive Officer
[Insert Council name]
[Insert Council address]
PLEASE COMPLETE THIS FORM IN BLOCK LETTERS
FULL NAME/S OF RESPONDENT:STREET ADDRESS OF RESPONDENT:
(For service of notices)
ABN OF RESPONDENT:
ACN OF RESPONDENT:
TELEPHONE NO. OF RESPONDENT:
FACSCIMILE NO. OF RESPONDENT:
(For service of notices)
POSTAL ADDRESS OF RESPONDENT:
(For service of notices)
EMAIL ADDRESS OF RESPONDENT:
NATURAL PERSON AUTHORISED TO REPRESENT THE RESPONDENT:
(If the Respondent is a corporation)
In response to RFQ (Insert number and Project/ RFQ Title)
The Respondent offers to supply the Goods/Services/Goods and Servicesdetailed in:
(a)the Request for Quotation and in particular the Specification; and
(b)the addenda issued after the date of issue of the Request for Quotation as listed below,
in accordance with the Contract and the representations of the Respondent contained in this Offer and all attachments to this Offer.
ADDENDUM NO. / ADDENDUM DATE / SUBJECT OF ADDENDUM
This Offer Form is dated the day of 20
COMPLETE AND USE THIS EXECUTION CLAUSE IF THE RESPONDENT IS A CORPORATION:
THE COMMON SEAL of ……………………….)…………………………ACN …………………...)
is affixed in accordance with)
its constitution in the)
presence of:)
......
Secretary/DirectorDirector
......
Name of Secretary/Director (print)Name of Director (print)
......
Witness
......
Name of Witness (print)
COMPLETE AND USE THIS EXECUTION CLAUSE IF THE RESPONDENT IS A CORPORATION BUT DOES NOT EXECUTE UNDER A COMMON SEAL:
EXECUTED by …………………………………..)…………………………ACN …………………...)
by being signed by ………………………………)
……………………………………………………..)
a Director, and …………………………………..)
……………………………………………………..)
, a Director/the Secretary in accordance with )
section 127 of the Corporations Act 2001 in )
the presence of:)
......
WitnessDirector
......
Name of Witness (print)Name of Director (print)
......
WitnessDirector/Secretary
......
Name of Witness (print)Name of Director/Secretary (print)
COMPLETE AND USE THIS EXECUTION CLAUSE IF THE RESPONDENT IS A CORPORATION, DOES NOT EXECUTE UNDER A COMMON SEAL AND HAS A SOLE DIRECTOR/SECRETARY:
EXECUTED by …………………………………..)…………………………ACN …………………...)
by being signed by ………………………………)
……………………………………………………..)
the sole Director/Secretary in accordance with)
section 127 of the Corporations Act 2001 in )
the presence of:)
......
WitnessSole Director/Secretary
......
Name of Witness (print)Name of Sole Director/Secretary (print)
COMPLETE AND USE THIS EXECUTION CLAUSE IF THE RESPONDENT IS AN INDIVIDUAL:
SIGNED by))
...... )
Print Name)
in the presence of:)......
Signature
......
Witness
......
Name of Witness (print)
COMPLETE AND USE THIS EXECUTION CLAUSE IF THE RESPONDENT IS A PARTNERSHIP OF INDIVIDUALS (every partner must sign – add more spaces if necessary)
SIGNED by))
...... )
Print Name)
in the presence of:)......
Signature
......
Witness
......
Name of Witness (print)
SIGNED by)
)
...... )
Print Name)
in the presence of:)......
Signature
......
Witness
......
Name of Witness (print)
2 CHECKLIST
The following checklist has been provided to assist the Respondent with completion and submission of its Offer. Where it is necessary to provide additional information please ensure that all documents are clearly marked with the relevant attachment title to assist the evaluation panel with their assessment. All attachments must be clearly marked with the relevant paragraph number (e.g. “2.1 – Organisational Profile”).
All pages within Part 3 must be completed and returned to the Principal as they form part of the Respondent’s Offer.
2.1Organisational profile
Attach a copy of the Respondent’s organisation structure and provide background information on the Respondent and label it “2.1 – Organisational Profile”. / “Organisational Profile” / Tick if attached
If corporations are involved, attach their current ASIC company extracts search including latest annual return and label it “2.1 – ASIC Company Extracts”. / “ASIC Company Extracts” / Tick if attached
2.2Referees
Attach details of the Respondents’ referees, and label it “2.2 – Referees”. The Respondent should give examples of work provided for its referees where possible. / “Referees” / Tick if attached
2.3Agents
Is the Respondent acting as an agent for another party? / Yes / NoIf Yes, attach details (including name and address) of the Respondent’s principal and label it “2.3 – Agents”. / “Agents” / Tick if attached
2.4Trusts
Is the Respondent acting as a trustee of a trust? / Yes / NoIf Yes, in an attachment labelled “2.4 – Trusts”:
(a)give the name of the trust and include a copy of the trust deed (and all related documents);and
(b) provide the names and addresses of all beneficiaries of the trust. / “Trusts” / Tick if attached
2.5Subcontractors
Does the Respondent intend to subcontract any of the obligations of the Contractor under the Contract? / Yes / NoIf Yes, in an attachment labelled “2.5 – Subcontractors” provide details of the subcontractor(s) including:
(a)the name, address and the number of people employed; and
(b)the obligations that will be subcontracted. / “Subcontractors” / Tick if attached
2.6Conflict of interest
Will any actual or potential conflict of interest in the performance of the Respondents’ obligations under the Contract exist if the Respondent is awarded the Contract, or are any such conflicts of interest likely to arise during the Contract? / Yes / NoIf Yes, please supply in an attachment details of any actual or potential conflict of interest and the way in which any conflict will be dealt with and label it “2.6 – Conflict of Interest”. / “Conflict of Interest” / Tick if attached
2.7Financial position
Is the Respondent presently able to pay all its debts in full as and when they fall due? / Yes / NoIs the Respondent currently engaged in litigation as a result of which it may be liable for $50,000.00 or more? / Yes / No
If the Respondent is awarded the Contract, will it be able to fulfil the obligations of the Contractor under the Contract from its own resources or from resources readily available to it and remain able to pay all of its debts in full as and when they fall due? / Yes / No
In order to demonstrate the Respondent’s financial ability to undertake the Contract, in an attachment labelled “2.7 – Financial Position” include a profit and loss statement and the latest financial return for the Respondent and each of the other proposed contracting entities, together with a list of financial referees from its bank and/or accountant. / “Financial Position” / Tick if attached
2.8Quality assurance
The quality assurance for this Request for Quotation is: [insert requirement].Does the Respondent have any documented quality assurance or quality assurance systems? / Yes / No
If the Respondent proposes to subcontract, does its subcontractor have a “third party” quality management system in place? / Yes / No
Supply evidence or details of the Respondent’s quality assurance position and where relevant of its supplier’s or subcontractor’s position, in an attachment labelled “2.8 – Quality Assurance”. / “Quality Assurance” / Tick if attached
2.9Insurance coverage
The insurance requirements for this Request for Quotation are stipulated in the General Conditions of Contract. Respondents are to supply evidence of their insurance coverage (including copies of certificates of currency) for every type of insurance specified below in an attachment labelled “2.9 – Insurance Coverage”. / “Insurance Coverage” / Tick if attached
Type / Value ($)
Public Liability
Product Liability
Professional Indemnity
Workers Compensation
2.10GOODS AND SERVICES TAX
Is the Tenderer registered or required to be registered under the GST Act? / Yes / No- 1 -
The Procurement Guide 2013
C3 Request for Quotation Respondent’s Offer Form
3 SELECTION CRITERIA
3.1COMPLIANCE CRITERIA
Please select with a yes or no whether the Respondent has complied with the following compliance criteria:
Description of Compliance Criteria(a)Compliance with the Specification contained in the Request for Quotation. / Yes / No
(b)Compliance with the terms and conditions of the Request for Quotation. / Yes / No
(c)Compliance with attendance at any mandatory briefing or site inspection. / Yes / No
(d)Compliance with the Quality Assurance requirement for this Request for Quotation. / Yes / No
(e)Compliance with lodgement of this Offer by the Closing Time. / Yes / No
(f)Compliance with and completion of Item 3.3 Price Information. / Yes / No
3.2Qualitative Criteria
Before responding to the following qualitative criteria, Respondents must note the following:
- All information relevant to the Respondents’ answers to each criterion must be contained within its Offer;
- Respondents are to assume that the evaluation panel has no previous knowledge of the Respondent’s organisation, its activities or experience;
- Respondents must provide full details for any claims, statements or examples used to address the qualitative criteria; and
- Respondents must address each issue outlined within a qualitative criterion.
A)Relevant Experience
Describe the Respondent’s experience in completing /supplying requirements similar to the requirements stated in the Specification and the Request for Quotation. Respondents must, as a minimum, address the following information in an attachment and label it “3.2 – Relevant Experience”:
(a)Provide details of similar work; and
(b)Detail the scope of the Respondent’s involvement including details of outcomes; and
(c)Provide details of issues that arose during the project and how these were managed; and
(d)Demonstrate sound judgement and discretion; and
(e)Demonstrate competency and proven track record of achieving outcomes. / Weighting
<___%>
“Relevant Experience” / Tick if attached
B)Key Personnel skills and experience
Respondents should provide as a minimum in an attachment labelled “3.2 – Key Personnel” information of proposed personnel to be allocated to this project, including:
(a)Their role in the performance of the Contract; and
(b)Curriculum vitae; and
(c)Membership of any professional or business association; and
(d)Qualifications, with particular emphasis on experience of personnel in projects with a similar requirement; and
(e)Any additional relevant information. / Weighting
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“Key Personnel” / Tick if attached
C)Respondents’ Resources
Respondents should demonstrate their ability to supply and sustain the necessary:
(a)Plant, equipment and materials; and
(b)Any contingency measures or back up of resources including personnel (where applicable).
As a minimum, Respondents should provide a current commitment schedule and plant/equipment schedule in an attachment and label it “3.2 – Respondents’ Resources”. / Weighting
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“Respondents’ Resources” / Tick if attached
D)Demonstrated Understanding
Respondents should detail the process they intend to use to achieve compliance with the requirements of the Specification, including:
(a)A project schedule/timeline (where applicable); and
(b)The process for the delivery of the requirements of the Specification; and
(c)Training processes (if required); and
(d)A demonstrated understanding of the scope of work.
Supply details and provide an outline of the Respondent’s proposed methodology in an attachment labelled “3.2 – Demonstrated Understanding”. / Weighting
<___%>
“Demonstrated Understanding” / Tick if attached
3.3price information
Is the Respondent prepared to allow a discount for prompt settlement of accounts? / Yes / NoIf the Respondent is offering different discounts for different periods, or other discounts such as volume discounts, detail them in an attachment labelled “3.3 – Discounts”. / “Discounts” / Tick if attached
Contract Price Basis [If Council requires fixed prices state “The Contract Price is fixed” and omit Option A and Option B]
OPTION AIs the Respondent prepared to offer a fixed price? / Yes / No
OPTION B [delete if Council requires fixed prices]
Does the Respondent agree to the price variation mechanism provided for in the General Conditions of Contract. / Yes / No
If No, please indicate how the Respondent’s proposed price variation mechanism differs from the price variation mechanism provided for in the General Conditions of Contract. Supply details and label it “3.3A – Price Variation Mechanism”. / “Price Variation Mechanism” / Tick if attached
Price Schedule
To ensure consistency in evaluation of Offers it is essential that the correct format of the Price Schedule is included in the Offer. There are many different formats of Price Schedule. Goods and Services Tax (GST) inclusive prices should be requested. It is useful to request a breakdown of GST inclusive prices, that is, a total price including GST, a price excluding GST and the GST component of the price.
EXAMPLE 1 — SCHEDULE OF RATES—GOODSA Schedule of Rates is used when there is a recurrent requirement for the same item but the exact quantity to be purchased is unknown. Where possible the estimated quantity should be specified (for example, the total of the purchases in the previous year) but the Request for Quotation should include a disclaimer that the Contractor is not assured of any particular volume of sales. Where the likely use is significant, seek volume discounts for larger individual Orders. Prices requested should be inclusive of GST.
Item Description / Unit / Estimated Usage(P.A) / Manufacturers Name/Item Code/Model No / Place of Origin
(Regional preference policy) / Price
Offered per unit
(ex GST) / GST
Component / Price Offered per unit
(inc GST)
Photocopy paper,
white, A4, 80gsm / Ream / 2000
TV Receiver,
Colour, 48cm, with remote control / Each / 10
The Principal offers no guarantee of the quantity of Goods that will be Ordered. (Delete if not applicable).
EXAMPLE 2 — SCHEDULE OF RATES—SERVICES[Many Services will require that additional information is sought from Respondents. Some of this can be conveniently included in the Price Schedule, for example, for Services in the nature of a consultancy, the name and the role which is to be played by the key consultants is naturally associated with the respective rates of the key consultants and this information can be included in the Price Schedule. In this form of Price Schedule, the Principal bears the risk.]
Line No / Service Description / Unit / Estimated Usage / Place of Origin(Regional preference policy) / Price Offered per unit (ex GST) / GST Component / Price Offered per unit
(inc GST)
1 / Cleaning of community hall (in accordance with site plan attached / per clean / 36 cleans
per year
2 / Printing of Council Service directory, 42 pages, 4 colour
(as per sample attached) / per
500 / 8,500 per year
3 / Consultancy survey community attitudes to hot weather / per hour / unknown
The Principal offers no guarantee of the quantity of Services that will be Ordered. (Delete if not applicable).
EXAMPLE 3— LUMP SUM —GOODSThis example is the same as the example for a Schedule of Rates except that the estimated quantity of Goods to be supplied is fixed and the price becomes a total price offered for the supply of the Goods. A Lump Sum Schedule is appropriate if the quantity of Goods required to be supplied can be identified with certainty. In that scenario, it is usually possible to obtain an all inclusive fixed price and there should be no scope for variation of the price. In this form of pricing, the Contractor bears the risk. Prices requested should be inclusive of GST.
Item Description / Unit / QuantityRequired
(P.A.) / Manufacturers Name/Item Code/Model No / Place of Origin
(Regional preference policy) / Price
Offered
(ex GST) / GST
Component / Price Offered
(inc GST)
Photocopy paper,
white, A4, 80gsm / Ream / 2000
TV Receiver,
Colour, 48cm, with remote control / Each / 10
EXAMPLE 4 — LUMP SUM—SERVICES
This schedule is similar to the Schedule of Rates for the supply of Services. This schedule is appropriate for the supply of Services if the scope of the Services to be supplied can be identified with certainty so that Respondents are able to quantify the cost of supplying the Services accurately. If a Respondent is able to accurately assess the cost of supplying the Services then there is less scope for the Respondent to factor contingencies into the offered price. When seeking a lump sum price, it is not essential to obtain a breakdown of the price, however, it may provide information which is helpful for the evaluation of Offers. Prices requested should be inclusive of GST.
Line No / Service Description / Unit / Place of Origin(Regional preference policy) / Price Offered
(ex GST) / GST Component / Price Offered
(inc GST)
1 / Cleaning of community hall (in accordance with site plan attached / per clean
2 / Printing of Council Service directory, 42 pages, 4 colour
(as per sample attached) / per 500
3 / Consultancy survey community attitudes to hot weather / per hour
Version Date: / 12/08/2013
Revision Number: / 2013.01
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