Project Title
Request No.
Closing Date
Contract Description
On Behalf Of The
Principal
Tender Briefing / Site Inspection
Contact Persons
The relevant contact persons in relation to this Request are shown below.
The Respondent must not contact any other person within Government or any consultant engaged in relation to this Request to discuss this Request.
SCOPE OF WORK/SPECIFICATION ENQUIRIES:
Name:Telephone: / 08
Facsimile: / 08
E-mail:
TENDER, CONTRACTUAL OR POLICY (APART FROM BUY LOCAL POLICY) ENQUIRIES:
Name:Telephone: / 08
Facsimile: / 08
E-mail:
BUY LOCAL POLICY AND LOCAL CONTENT ISSUES ENQUIRIES:
Name: / Local Content UnitTelephone: / 08 9222 5555
Facsimile: / 08 9222 5601
E-mail: /
ADVICE ON DELIVERING TENDERS:
Name: / Dumas House Tenders Office (if applicable)Telephone: / 08 9222 5550
Facsimile: / 08 9222 5666
Lodgement Of Tender
Date:Day, Month,2004 (Western Standard Time)
Time:Before 2.30pm Western Standard Time
Place:Department of Treasury and Finance (DTF)
Dumas House Tenders Office
2 Havelock Street [6th Floor]
West Perth WA 6005
Fax: 08 9222 5666
ELECTRONIC LODGEMENT
Electronic Tender Lodgement is available for this Request.
Online at:
WARNING– HAND DELIVERED TENDER SUBMISSIONS
In an effort to increase security at Dumas House all tenderers hand delivering tenders to the Dumas House Tenders Office will need to provide some identification in the form of a driver’s license or business card to the security desk on the ground floor.
It is therefore advisable to allow plenty of time for any possible hold-ups you may encounter at Dumas House, as you will need a few minutes to show your identification to the security desk before being allowed up to the 6th floor Tenders Office.
Any tender delivered to the 6th floor Tenders Office after the time stated above will be deemed a late tender and will not be considered [refer clause 1.8.4].
Table Of Contents
1PART A – (name of agency) REQUEST
1.1CONTRACT REQUIREMENTS IN BRIEF
1.2THE TENDER
1.3ADDITIONAL DOCUMENTS
1.4SELECTION PROCESS
1.5SELECTION CRITERIA
1.6state supply commission and GOVERNMENT POLICIES THAT AFFECT SELECTION
1.7PRICE
1.8CONDITIONS OF TENDER
2PART B – SPECIFICATION
2.1BACKGROUND
2.2SCOPE OF WORK
2.3GENERAL CONDITIONS OF CONTRACT
2.4SPECIAL CONDITIONS OF CONTRACT
3PART C – TENDERER’S OFFER
3.1OFFER FORM
3.2TYPE OF OFFER
3.3RESPONSE TO SELECTION CRITERIA
3.4PRICE INFORMATION
3.5TENDER CHECKLIST
Appendix A – Imported Content Impost Questionnaire
Appendix B – Regional Price Preferences (remove if metro contract delivery point)
RFT/ RFP XXXXdraft/finalPage 1of44
DTF Version 230505
PART A / READ AND KEEP THIS PART / PART A1PART A – (name of agency) REQUEST
1.1CONTRACT REQUIREMENTS IN BRIEF
Insert a concise statement of contract requirements
The contract is for an initial period of X years. There are X one year contract extension options available at the absolute discretion of the Principal.
A full statement of the goods/services required under the proposed contract appears in the Specification – Part B.
Any queries in relation to this Request should be directed to the appropriate nominated person listed on the inside cover of this document.
1.2THE TENDER
This tender has three sections:
(a)Part A – (name of Agency) Request (read and keep this section);
(b)Part B – Specification (read and keep this section); and
(c)Part C – Tenderer’s Offer (complete and return this section).
1.3ADDITIONAL DOCUMENTS
Unless otherwise stated, the following documents can be viewed and down loaded from the Department of Treasury and Finance On-line at under Government Procurement - Publications or are available from the Department of Treasury and Finance, Dumas House Tenders Office.
(a)General Conditions of Contract; and
(b)The Guide to Tendering with Western Australian Government Agencies For Goods and Services (1st edition August 2004) – Best Practice.
1.4SELECTION PROCESS
This is a Request For Proposal (RFP) / Request For Tender (RFT).
Refer to The Guide for a description of the relevant process.
The following evaluation methodology will be used in respect of this Request for Tender:
(a)Tenders are checked for completeness and compliance. Tenders that do not contain all information requested (eg completed offer form and attachments) may be excluded from evaluation;
(b)Tenders are assessed against the selection criteria. Contract costs are evaluated, e.g. tendered prices and other relevant whole-of life costs are considered; and
(c)The most suitable Tenderers may be short-listed and may also be required to clarify the offer, make a presentation, demonstrate the product/solution offered and/or open premises for inspection. Referees may also be contacted prior to the selection of the successful Tenderer.
A Contract may then be awarded to the Tenderer that represents the best value for money to the State.
1.5SELECTION CRITERIA
The Contract may be awarded to the Tenderer/s who best demonstrate the ability to provide quality products (goods or services) at a competitive price. The tendered prices will be assessed with the following qualitative and compliance criteria to determine the best value for money outcome for the State as a whole, considering price, economic, environmental and social benefits in addition to the requirements of the Department.
This means that, although price is considered, the offer containing the lowest price will not necessarily be accepted, nor will the offer ranked the highest on the qualitative, or non-price, criteria.
In assessing offers, all information requested in this Request, and any relevant additional information available to the (name of agency) or provided by Tenderers in response to this Request, will be taken into account. A scoring system will be used as part of the assessment of the qualitative criteria set out below. Unless otherwise stated, a response to one of these criteria which provides all the information requested will be assessed as satisfactory and will, in the first instance, attract an average score.
The extent to which the response demonstrates greater or lesser satisfaction of each of these criteria will result in a score greater or less than the average. The aggregate score of each tender will be used as one of the factors in the final assessment of the qualitative criteria and in the overall assessment of value for money.
1.5.1COMPLIANCE CRITERIA
The compliance criteria for this Tender are shown at Part C Section 3.3.1.
These criteria will not be point scored. Each tender will be assessed on a Yes/No basis as to whether the criterion is satisfactorily met. An assessment of “No” against any criterion may eliminate the Tenderer from consideration.
Note: A tender may not need to comply with every detail of every requirement – where the (name of agency) is satisfied with the level of compliance, the assessment will be “Yes”.
1.5.2QUALITATIVE CRITERIA
The qualitative criteria for this Tender are shown at Part C Section 3.3.2.
State whether each criterion has equal weighting.
1.5.3PRICE CONSIDERATIONS
The tendered price will be considered along with related factors affecting the total cost to the customer, e.g. the lifetime operating costs of goods or the Customer’s contract management costs may also be considered in assessing the best value for money outcome.
1.5.4OTHER CONSIDERATIONS
It is essential that Tenderers address all the above criteria. The responses will be used to select the successful Tenderer and failure to provide the specified information may result in elimination from further consideration.
1.6state supply commission and GOVERNMENT POLICIES THAT AFFECT SELECTION
The following Policies affect this selection:
(a)Value for Money;
(b)Buy Local Policy;
(c)Australian and New Zealand Government Procurement Agreement;
(d)Open and Effective Competition;
(e)Assuring Quality;
(f)Integrity, Ethics and Probity;
(g)Other Government Policies and Agreements Impacting on Procurement;
(h)Environmental Procurement;
(i)Conduct of Procurement by Private Sector Providers;
(j)Common-use Arrangements; and
(k)Priority Access Policy (refer below).
The above policies, excluding the Priority Access Policy, may be viewed on the State Supply Commission Website at or obtained from the State Supply Commission – phone (08) 9222 5700.
1.6.1VALUE FOR MONEY AND THE BUY LOCAL POLICY
1.6.1.1VALUE FOR MONEY
Value for money is a key Government policy objective to ensure that when purchasing goods or services, government agencies achieve the best possible outcome, for every dollar spent, by assessing the costs and benefits to government and the community, rather than simply selecting the lowest purchase price.
In assessing the costs and benefits to government and the community, Buy Local Policy considerations, as outlined below, are taken into account.
1.6.1.2BUY LOCAL POLICY (JULY 2002)
The Buy Local Policy aims to maximise supply opportunities for competitive local Western Australian businesses when bidding for State government contracts. The Buy Local Policy is focused upon achieving a value for money outcome for government.
This will be achieved by focusing on the best outcome for the State as a whole considering price, economic, environmental and social benefits, in addition to the requirements of individual departments.
In achieving this value for money outcome (by assessing the costs and benefits to government and the community) the Buy Local Policy involves an examination of the following issues as they relate to tender submissions:
(a)the source of the goods, materials and services – the benefits of those businesses that manufacture or assemble products in Western Australia as distinct from simply distributing goods made elsewhere;
(b)the degree to which local suppliers and subcontractors are used in the delivery of the contract outcomes;
(c)industry development initiatives;
(d)skills development initiatives;
(e)creation and/or retention of jobs in Western Australia;
(f)innovation and research;
(g)encouraging bids from tenderers who are Indigenous or have in place or are prepared to consider implementing employment strategies and programs for Indigenous people; and
(h)net benefits to the State including the benefits of maintaining an ongoing, innovative and competitive local business environment.
Tenderers should note that Buy Local is a qualitative criterion for this Request, as shown in Section XXXX In addition to addressing each component of that criterion, tenderers should also provide any other relevant material, based on the above information, that will help demonstrate how their submission represents the best value for money outcome for the State as a whole considering price, economic, environmental and social benefits, in addition to the requirements of the (name of agency).
Further information on the Buy Local Policy and its application is available from:
The State Supply Commission
Phone:08 9222 5700
Website:
Email:
Tenderers are also advised that the Local Content Unit, Department of Industry and Resources can provide advice on:
- Clarification of tender terminology;
- Format of the tender response; and
- Interpretation of government purchasing policies including the Buy Local Policy.
(refer front cover, Contact Persons, for details.)
1.6.2PRIORITY ACCESS POLICY
The Priority Access Policy is a State Government policy that aims to create a strong training culture through the registration of contractors and employers who demonstrate a commitment to training. The policy is administered by the Department of Education and Training. Registration as a Priority Access employer under the Policy is carried out by the Department of Education and Training. A registration certificate and number is issued to successful applicants.
Tenderers should note that the Priority Access Policy applies to all government goods and services contracts valued at $500,000 or more. Failure to be registered as a Priority Access Employer, or to undertake to be registered if selected as the preferred tenderer, may result in your organisation’s tender not being considered further for evaluation purposes.
For information and assistance regarding Priority Access registration please contact:
Priority Access Project Officer
Level 2/151 Royal Street
East Perth WA 6004
Telephone: (08) 9264 4839
Facsimile: (08) 9264 4853
Email:
Web Page:
1.7PRICE
Tenderers should be aware that many Customers are using Purchasing Cards (“P Cards”) for payment. No additional surcharges will be allowed to the tendered price for Purchasing Card payments.
Unless otherwise indicated, prices Tendered shall include delivery, unloading, packing, marking and all applicable levies, duties, taxes and charges. Any charge not stated in the Tender as being additional will not be allowed as a charge for any transaction under any resultant Contract.
1.8CONDITIONS OF TENDER
1.8.1NUMBER OF COPIES OF TENDER SUBMISSION REQUIRED
1.8.1.1HAND DELIVERED OR POST LODGEMENT
Tenderers shall provide FOUR (4)signed copies of the offer (one to be marked “ORIGINAL” and bound, the others to be marked “COPIES”). Any brochures or pamphlets must be attached to both the original and the copies.
1.8.1.2ELECTRONIC LODGEMENT
If submitting by Electronic Tender Lodgement Service you only need to submit ONE (1) electronic copy of the offer. All electronic documents should include respondents name in electronic document file title.
1.8.1.3FACSIMILE LODGEMENT
If submitting by facsimile you only need to submit ONE (1) complete copy of the offer.
1.8.2COST OF TENDERING
The (name of agency), or any other Government Agency associated with this Tender, will not be liable for any payment to a Tenderer:
(a)For any costs, losses or expenses incurred by a Tenderer in preparing their Tender; or
(b)In respect of any discussions, enquiries or requests for details or information made by or on behalf of the (name of agency) after the submission of Tenders.
1.8.3EXCHANGE OF INFORMATION BETWEEN GOVERNMENT AGENCIES
By tendering for this Contract, the Tenderer authorises the (name of agency) to make available, to the extent permitted by law, on request to any Government Agency, information including, but not limited to, information dealing with the Tenderer’s performance during any subsequent contract.
During the course of the Contract, the Contractor’s performance may be monitored and assessed. This information may be taken into account by Government Agencies in relation to other Government tenders.
As part of the evaluation of Tenders, the (name of agency) may take into account any information about the Tenderer that the (name of agency) receives from any source.
1.8.4LATE TENDERS
Any Tender lodged in the nominated Tender box after 2:30p.m. on the day nominated in the Tender or any Tender lodged electronically and not received in full by the nominated time and date constitutes a late Tender.
Late Tenders will be excluded from consideration unless the Tenderer provides explicit and conclusive evidence of mishandling by the (name of agency) or by an Official Service.
1.8.4.1CRITERION FOR ADMITTANCE OF LATE TENDERS
(a)Late Tenders shall be admitted to evaluation if it can be shown, by reference to the criteria set out in clause 1.8.4, that they were mishandled by the (name of agency) or by an official postal or telecommunications service. Mishandling is defined as:
(i)Mishandling by the (name of agency):
A late Tender shall be deemed to have been mishandled by the (name of agency) if it was received and endorsed prior to the Tender closing time at the office's registry or facsimile facility but not transferred to the Tender box by closing time.
(ii)Mishandling by Official Service:
A late Tender shall be deemed to have been mishandled by an Official Service if it was accepted by the Service, properly addressed, by the times specified below for delivery or transmission to the nominated Tender box but not delivered to the Tender box by the closing time and date;
- postal deliveries from Australia: At least 48 hours prior to the deadline for lodgement of offers;
- postal deliveries from overseas countries including New Zealand: At least 96 hours prior to the deadline for lodgement of offers;
- electronic transmission: At least 1 hour prior to the deadline for the lodgement of offers.
(b)Evidence.
In determining a late Tender, the (name of agency) shall rely only on the following evidence:
(i)Mishandling by the (name of agency):
The date/time imprint impressed on the Tender documents by the (name of agency) telecommunications equipment or the personal endorsement of the officer taking receipt of the offer;
(ii)Mishandling by Official Service:
In the first instance, the official stamps or marks affixed to or impressed on the Tender documents or the envelope or container enclosing the Tender documents. Should this be inconclusive, the Tenderer will be requested to provide supporting evidence in the form of receipts or certifications issued by the official postal or telecommunication service.
No other marks or documents will be accepted as evidence. Where a Tender fails the criteria of mishandling detailed above, the Tender will be excluded from further consideration.
1.8.5ELECTRONIC TENDER LODGEMENT
Tender responses may be submitted via the Electronic Tender Lodgement Service of the Western Australian Government Contracting Information Bulletin Board also known as Gem Tendering prior to the Closing Time.
The Tender response lodged electronically is and will be deemed for all purposes to be the true and legal version, in writing, duly authorised and duly executed by the Tenderer and intended to have binding legal effect.
Tender responses submitted via the Electronic Tender Lodgement Service must be received in full prior to the Closing Time.
The date and time of receipt of your lodged tender response is the date and time shown on the Electronic Tender Lodgement Service Receipt.
Immediately prior to submitting a Tender response electronically, the Tenderer shall check the electronic files making up the Tender response for viruses using fully current virus checking software, and shall remove all viruses from the files.
If an electronically lodged tender response contains a virus, then notwithstanding any disclaimer made by the tenderer in respect of viruses, the Tenderer agrees to pay on full indemnity basis any costs incurred by the Principal associated with remedying computers or computer systems arising from such virus.
Tenderers acknowledge and accept, in respect to electronically transmitted Tender responses, that:
- lodgement of large electronic files may take time, so Tenderers should allow sufficient time to fully transmit the Tender response prior to the Closing Time.
- the Principal, and the State of Western Australia shall not be liable or responsible for the loss, damage, destruction or corruption of the Tender, howsoever caused.
- corruption or unreadability of files submitted via the Electronic Tender Lodgement Service may not be discovered by the Principal until after the Closing Time.
If, for any reason, the electronically lodged tender response becomes corrupt, illegible, inadequate or incomplete as a result of transmission, storage, encryption or decryption, a hard copy or a additional electronic copy of the tender response must be provided by the Tenderer on request from the Principal.