Conditions: Quoting and Contract
Quotation - Works
Effective Date: 01 June 2013
Version No. 4.1.03
Issued by
Procurement Policy Unit
This page is left intentionally blank
Table of Contents
Table of Contents
1 Conditions of Quoting 5
1.1 General 5
1.2 Lodgement of Quotations 5
1.3 Respondents to Inform Themselves 7
1.4 Compliance with NT Procurement Code 7
1.5 Enquiries 7
1.6 Site Inspection 8
1.7 Industry Briefing 9
1.8 Signing of Documents 9
1.9 Quotation Validity 10
1.10 Alternative Quotations 10
1.11 Part Offer and Part Acceptance 11
1.12 Taxes, Duties, Fees etc. 11
1.13 Pricing 11
1.14 Competitive Neutrality 11
1.15 Industry Accreditation 11
1.16 Local Development 12
1.17 Indigenous Development Plan 13
1.18 Change to the Conditions of Contract 13
1.19 Impartiality of Requirements 14
1.20 Treatment of Low or Aberrant Prices 14
1.21 Disclosure of Weightings 14
1.22 Quotation Assessment Criteria 15
1.23 Clarification and Additional Information 16
1.24 Negotiation 16
1.25 Performance Report 16
1.26 Privacy Notice 16
1.27 Notification of Acceptance 16
1.28 Debriefing of Respondents 17
1.29 Specific Site Conditions – Royal Darwin Hospital 17
1.30 Specific Site Conditions – Katherine Hospital 17
1.31 Specific Site Conditions – Gove District Hospital 18
1.32 Specific Site Conditions – Tennant Creek Hospital 18
1.33 Specific Site Conditions – Alice Springs Hospital 18
1.34 Specific Site Conditions – Kakadu National Park 19
1.35 Specific Site Conditions – Uluru – Kata Juta National Park 19
1.36 Specific Site Conditions – Workers Accommodation Jabiru 19
1.37 Specific Site Conditions – Groote Eylandt 20
1.38 Specific Site Conditions – Work On Communities 20
1.39 Specific Site Conditions – NT Prisons 20
1.40 Specific Site Conditions – NT Schools 21
1.41 Specific Site Conditions – Access to Parliament House 21
1.42 Specific Site Conditions – NT Police Fire and Emergency Services Assets 21
1.43 Specific Site Conditions – Aerodromes 22
1.44 Specific Site Conditions – Work In Defence Areas 22
1.45 Special Security Conditions 22
1.46 Specified Sub-Contractors 22
2 Conditions of Contract 23
2.1 Interpretation of Terms 23
2.2 Formation of Contract 25
2.3 Nature of Contract 25
2.4 Entire Agreement 26
2.5 General Obligations of the Parties 26
2.6 Principal’s Responsibilities and Obligations 26
2.7 Superintendent and Superintendent's Representative 26
2.8 Directions 26
2.9 Contractor's Responsibilities and Obligations 26
2.10 Contractor's Representative 28
2.11 Power to Dismiss Workers 28
2.12 Status of Contractor 28
2.13 Notices 28
2.14 Site Rules 29
2.15 Confidentiality, Publicity and Media 29
2.16 Industry Accreditation and Standards 29
2.17 Local Development 30
2.18 Indigenous Development Plan 30
2.19 Project Control Plan 30
2.20 Indemnities 31
2.21 Insurances 31
2.22 Time for Commencement 32
2.23 Time for Completion 32
2.24 Invoicing and Payments 32
2.25 Storage of Contractor's Material 33
2.26 Working Hours 33
2.27 Obvious Work 33
2.28 Access to Works and Material 33
2.29 Materials and Workmanship 34
2.30 Proprietary Items 34
2.31 Connection of Services 34
2.32 Safe Work Practices 34
2.33 Precautions in Carrying Out Works 35
2.34 Damage to Services 36
2.35 Care of Work and Cleaning Up 36
2.36 Protection and Provision for Traffic 36
2.37 Protection for Occupants 36
2.38 Protection of Property 36
2.39 Protection of Equipment 36
2.40 Strong Wind Precautions 37
2.41 Custody of Keys – Power and Water Assets 37
2.42 Variations 37
2.43 Defects Liability Period 37
2.44 Assignment 37
2.45 Sub-Contracting 37
2.46 Disputes 38
2.47 Termination 38
2.48 Rights of Principal to Recover Monies 38
2.49 Contractor's Performance Report 39
2.50 Goods and Services Tax 39
2.51 Privacy 40
Quotation – Works Version 4.1.03 - Page 41
Conditions of Quoting
1 Conditions of Quoting
1.1 General
Unless the contrary intention is indicated this RFQ is to be interpreted in the same manner and words have the same meaning as in the Conditions of Contract.
In these Conditions of Quoting the following definitions apply:
'Addendum’ means any document expressly stated to be an Addendum, which is issued by the Principal varying some provision in the original RFQ prior to the stated closing time and date.
'Quotation’ means all documents lodged by the Respondent in response to the RFQ.
'Respondent’ means the person lodging a Quotation in response to the RFQ.
'RFQ’ means the request for quotation inviting offers and includes all annexures, schedules, drawings, attachments and addenda.
1.2 Lodgement of Quotations
For the Quotation to be considered, the Respondent shall complete in full and submit one copy of the documents listed in the section of the Annexure to the Conditions of Quoting and Contract titled “Documents to be Lodged” (ie. all Response Schedules);
a) in English;
b) in the form required; and
c) to be fully received by the stated time and date for closing of the Quotation.
Any Quotation that does not comply with these conditions or which contains provisions not required or allowed by the RFQ may result in the Quotation being declared ineligible for consideration.
Oral Quotations or Quotations submitted electronically (other than via the Quotations and Tenders Online eLodgement Service or by facsimile), shall be declared ineligible for consideration.
The Principal will not be liable for any expense or loss, which may be incurred by any Respondent in the preparation of its Quotation.
Once lodged, the Quotation shall become the property of the Principal.
1.2.1 Closing Time and Date
Quotations will close at the time and on the date stated on the front cover of the RFQ.
1.2.2 Lodged by Hand
Quotations delivered by hand must be lodged in the Quotation and Tender Box specified on the front cover of the RFQ.
Quotations must be enclosed in a sealed envelope and marked with the RFQ Number and closing date.
Quotations delivered by hand to any box other than the Quotation and Tender Box referred to on the front cover of the RFQ may result in the Quotation being declared ineligible for consideration.
1.2.3 Lodged by Post
Quotations must not be lodged by prepaid post. Any Quotation submitted by prepaid post shall be declared ineligible for consideration.
1.2.4 Lodged by Facsimile
Quotations sent by facsimile must be directed to the facsimile number stated on the front cover of the RFQ.
1.2.5 Lodged by Electronic Lodgement
Quotations sent by electronic lodgement must be:
a) submitted using the eLodgement button via the Quotations and Tenders Online eLodgement Service as stated on the front cover of the RFQ; and
b) in the electronic format as specified (ie .arf, .doc, .docx .jpg, .pdf, .rtf, .tif, .txt, .xls, .xlsx .zip).
Quotations lodged in an unspecified electronic format will be invalid and declared ineligible for consideration.
Where select quotations have been sought and access to the RFQ is provided from a link contained in the covering email sent inviting the submission of an offer, Quotations must be submitted electronically using the same link.
The Quotation may be admitted for consideration on the basis that the transmission of the Quotation is acknowledged by the Respondent as being the true and legal version and is completed, submitted and acknowledged by the stated time and date for closing of Quotation.
In choosing to use the eLodgement option, Respondents agree to comply with the conditions of use, on the Quotations and Tenders Online eLodgement Service.
If, for any reason, the electronic Quotation (except pricing schedule[s]) submitted becomes corrupt, illegible, inadequate or incomplete as a result of transmission, storage, etc. a hard copy or a further electronic copy of the Quotation must be provided by the Respondent on request from the Principal. Pricing schedule(s) submitted electronically that become corrupt, illegible, inadequate or incomplete as a result of transmission, storage, etc. will result in the Quotation being declared ineligible for consideration.
1.2.6 Late Quotations
Quotations received (in full or part) after the stated time and date for closing of Quotations are ineligible for consideration.
Notwithstanding the preceding paragraph Respondents may appeal such decisions however:
a) Quotations submitted by a commercial courier service, received after the stated time and date for closing of Quotations may be considered only if it can be established to the satisfaction of the Procurement Review Board that the Quotation was despatched before the stated time and date for closing of Quotations and in the ordinary course of business would not have been received late.
b) Quotations submitted by the Quotations and Tenders Online eLodgement Service may be considered only if it can be established to the satisfaction of the Procurement Review Board that the Quotation was received before the stated time and date for closing of Quotations, as evidenced in the acknowledgment of receipt from the NT Government Tender Lodgement host server.
c) The Procurement Review Board may, but is not obliged to, consider Quotations that appear to its satisfaction to have been submitted prior to the stated time and date for closing where those Quotations were not received before the stated time and date for closing of Quotations because of a fault or failure of Quotations and Tenders eLodgement Service.
d) Times and dates displayed on transmissions from company owned facsimile transmission devices are not acceptable evidence of timely transmission.
1.3 Respondents to Inform Themselves
Respondents, at their own expense, shall inform themselves fully of all circumstances and conditions relating to submitting a Quotation, including compliance with all legislation applicable to the performance of the Works, an inspection of the site if applicable, and shall satisfy themselves as to the correctness and sufficiency of the RFQ documentation.
The NT Government Procurement Framework including the NT Procurement Code is available from the web address:
www.dob.nt.gov.au/dbe/business/tenders-contracts/references/Pages/default.aspx
1.4 Compliance with NT Procurement Code
a) In preparing its Quotation, submitting its Quotation and throughout the quoting period and process the Respondent shall comply with the Northern Territory Procurement Code (‘Code’).
b) A copy of the Code is available at the web address specified in the clause entitled “Respondents to Inform Themselves”.
c) If the Principal:
- has evidence that the Respondent has not complied with the Code; or
- is of the reasonable opinion that the Respondent has not complied with the Code,
the Principal may, at its absolute discretion, deem the Quotation submitted by the Respondent to be ineligible for consideration.
1.5 Enquiries
Should the Respondent
a) have any doubts as to the meaning of any part of the RFQ; or
b) find any discrepancy or error; or
c) find any omission in the RFQ (ie all pages are numbered consecutively and that all drawings, attachments or supplements referred to are also included, etc.);
it shall seek clarification in writing (which may be by means of electronic transmission) from the person specified in the Annexure, as early as possible but in any event before the stated time and date for closing of Quotations.
Where attachments or supplements have been referred to in any section of the RFQ these should be read in conjunction with the section to which they refer.
Any clarification given pursuant to this clause may also be issued to all other prospective Respondents. No explanation or amendment to the RFQ shall be recognised unless in the form of a written addendum issued by the Principal.
It is the sole responsibility of Respondents to ensure that their contact details held by Quotations and Tenders Online Service are correct and up-to-date in order for them to receive any written addendum issued by the Principal.
Any Respondent who believes the RFQ to be discriminatory, restrictive or biased should inform the Director, Contract and Procurement Services in writing to as early as possible, but in any event before the stated time and date for closing of Quotations.
1.6 Site Inspection
Arrangements for a Site inspection are as stated in the Annexure.
Optional – Applicable If Specified In Annexure - Anytime
Prior to submitting a Quotation it is recommended the Respondent inspect the Site.
Optional – Applicable If Specified In Annexure - By Arrangement - Not Mandatory
Prior to submitting a Quotation the Respondent is encouraged to inspect the Site. Inspection of the Site is not mandatory. However permission to visit the Site must be first obtained by contacting the person nominated in the Annexure.
Optional – Applicable If Specified In Annexure - Set Time - Not Mandatory
Prior to submitting a Quotation the Respondent is encouraged to inspect the Site. Inspection of the Site is not mandatory.
The Site Inspection will be held at the location, date and time specified in the Annexure. Any additional information provided at the Site Inspection will be distributed to Respondents by issue of an addendum.
Any subsequent Site Inspections will be solely at the Principal’s discretion and, where subsequent Site Inspections are organised, Respondents will be advised and invited to attend by issue of an addendum.
Optional – Applicable If Specified In Annexure - Set Time - Mandatory
Prior to submitting a Quotation, the Respondent must attend a mandatory Site Inspection. The Site Inspection shall be held at the location, date and time specified in the Annexure.
All prospective Respondents must attend the Site inspection regardless of any previous knowledge or familiarity with the Site. Subsequent or alternative inspections for individual Respondents will not be permitted. Any additional information provided at the Site Inspection will be distributed to Respondents by issue of an addendum.
In addition to attending the Site Inspection the Respondent is required to have the Schedule of Attendance at the Mandatory Site Inspection (‘Schedule’) (which is included in the Response Schedules) signed by the Principal’s Officer conducting the Site inspection. The completed and signed Schedule must be lodged as part of the Respondent’s Quotation. Where the Quotation is lodged electronically via the Quotations and Tenders Online eLodgement Service, the Site Inspection Schedule shall include the signature of Principal’s Officer conducting the Site inspection (ie be a scanned document lodged in .pdf format or similar).
A Respondent may authorise a third party to attend the mandatory Site Inspection as its authorised representative, however, it remains the responsibility of the Respondent to have the Schedule of Attendance at the Mandatory Site Inspection completed and attendance on its behalf noted in the Principal’s record of attendees at the Site Inspection.