ICT SERVICES CUA QUOTATION FORM – PART A
ICT SERVICES CUA 14008
Quotation Form
This Quotation Form is general in nature to suit most procurement. If required, buyers should edit this Quotation Form to reflect their procurement needs with assistance from the Department of Finance (Finance) Procurement Team. As procurements with a value of $50,000 (GST Inclusive) and above require Finance Government Procurement involvement, buyers are advised to contact their Procurement representatives early in the procurement stage. Click here for a list of Finance Procurement Representatives.
QUOTATION PROCESS
To be read in conjunction with the “Buying Process Map” and “Easy Guide” in the Buyers’ Guide.
1. Once the Customer has an agreed scope, deliverables, outputs or outcomes, the Customer should complete the Quotation Form – Part A.
2. Customer attaches their Scope of Work and other requirements relating to this engagement (including attachments, e.g. service level agreement, where applicable) to the Quotation Form – Part A and forwards to the supplier(s):
Monetary Threshold(inclusive of GST) / Minimum buying rules for ICT Services CUA 14008
For the full Buying Rules, please refer to the Buyers Guide
$0 to $250,000 / Request quotation from a minimum of one qualified supplier demonstrating value for money
$250,001 to $2.5M / Request sufficient (2 to 5) written quotations from qualified suppliers
$2,500,001 to $10M / Invitation to ALL qualified suppliers in the category
>$10M / Invitation to ALL qualified suppliers in the category AND open tender.
3. Supplier returns completed Quotation Form – Part B and other documents including agreed rates to Customer (negotiated in Step 6).
4. Customer evaluates the quotation/s received and prepares the written justification in Evaluation Template. For all contract award values, the Customer must prepare a written justification on the award decision. Click here to access the Evaluation Template. Depending on the complexity and monetary threshold of the procurement, a written justification can vary from this evaluation template to a full evaluation report. Contact the Contract Manager or Finance Procurement representative for guidance.
5. Contact the preferred Respondent if negotiations are required. Finalise the Customer Contract documentation and award the contract.
6. If more than one quotation was received, decline and notify unsuccessful supplier/s on the outcome.
7. Publish results on Tenders WA for contracts awarded for $50,000 or over.
14008 ICT services CUA Quote FORM – Part A
Customer representing Public Authority completes this part and forwards to one or more qualified suppliers
PART A: REQUEST TO CONTRACTORThis Quote incorporates the Department of Finance General Conditions of Contract (March 2009), the Common Use Arrangement (CUA14008), the attachments (if applicable) and the Customer (Agency) Contract (to be completed when the quote is accepted, if applicable).
QUOTATION INFORMATION
Quotation Number:
Quotation Title:
(Required)
Date of Issue:
Quotation Closing Date & Time:
Submission of Offer Details:
Offer Validity Period: [Number of]* Months from closing date.
*Specify number of months. (e.g. Three (3) months)
Contact Person for this Quotation
Name:
Title:
Telephone:
E-mail:
Contract Management and Payment of Accounts
Delete this line if same as above.
Public Authority:
Contract Manager:
Telephone:
E-mail:
Address:
Preferred Payment Method: Purchasing Card EFT
Payment Schedule (if any): Please insert relevant payment schedule if applicable.
(E.g. Payment on a monthly basis in arrears, 40% at provision of milestone 1 and 40% at delivery of Project Outcomes.)
SERVICE REQUIREMENTS
Category / Service / Please Select
A / Strategic Business & Planning Services
B / Efficiency & Optimisation Services
C / Risk Management Services
D / Procurement Management Services
E / ICT Project Management Services
F / Business Solutions Services
G / Server Management Services
H / Desktop Management Services
I / Network and Facilities Management Services
J / ICT Security Management Services
K / ICT Repairs and Maintenance Services
L / Research and Advisory Services
Scope of Work / Other Requirements (specify or refer to an attachment):
(e.g. Background information of the scope of services, description of the work/project to be carried out, indicative hours .) (Refer to Customer Contract for sample of required information)
Deliverables/ Output/ Outcome (specify or refer to an attachment):
(e.g. Service Level Agreement, Report, Subscription Service, Paper, Project Plan, Managed Services with 97% customer satisfaction through survey.)
Key Performance Indicator(s) (KPI):
(e.g. Ability to meet specified timelines, ability to provide quality reports/service, response time to issues or attach service level documentations)
Qualitative Criteria (if required):
E.g.: (All weightings must add up to 100%)
Suitability of proposed services (xx%)
Specified personnel (xx%)
Demonstrated skills and experience to undertake projects of a similar nature (xx%)
Methodology (xx%)
(While elements of local content such as service source and locations could be included in suitability of proposed services, Local Content should not be included and assessed as a separate criterion)
HEAD AGREEMENT ICT SERVICES CUA14008
Head Agreement Documentation
Instructions: To access the document, double-click on the icon. A new window will appear with the document. /
Insurances and Liabilities (Please tick the applicable)
$5 Million Dollars
Public Liability
Professional Indemnity / $10 Million Dollars
Public Liability
Professional Indemnity / As Specified below
(but NOT lower than Head Agreement)
Public Liability - $
Professional Indemnity - $
Third Party Liability - $
Party to Party Liability - $
$5 Million Dollars
Third Party Liability
Party to Party Liability / $10 Million Dollars
Third Party Liability
Party to Party Liability
If insurances and liabilities are not ticked, the following insurances and liabilities agreed in the Head Agreement automatically applies ONLY for Contract values up to $2.5m:
Professional Indemnity - $2.5m per instance and in aggregate.
Public Liability - $5m per instance and unlimited in aggregate.
Workers’ Compensation - $50m.
CUSTOMER CONTRACT DETAILS
Special Conditions that apply to this quote: (Please tick below if applicable)
Note: By default, Suppliers are not bound to these Special Conditions unless specified.
Contract Term/ Contract Extension Options
(Select one) / The Term will commence on the Contract Commencement Date and will expire when the Services have been supplied in accordance with Clause 6 of the General Conditions.
OR
The Term of the Customer Contract is [insert number of months or years].
The Customer has [insert number] options to extend the Term, each option having a, one (1) [year/month] duration.
Price Variation (Delete row if not applicable) / The price is fixed for the Term
OR
(Specify Mechanism e.g. On each anniversary of the Commencement Date, the Price will be varied by the Consumer Price Index (Consumer Price Index, Australia (Cat No 6401.0): 1 All Groups, Index Numbers – Perth))
The Contractor shall apply in writing for the Customer’s approval each time a revised price is to be applied to the Contract. Twenty one (21) days prior notice is required for a price variation request.
Documentation will be required to justify applications for revised Contract prices during the term of the Contract.
No price variation is payable unless and until approved by the Customer.
Any request by the Contractor for back-payment of price variations will not be considered.
Police Clearance (Delete row if not applicable) / Clause 18.4 of the General Conditions applies
The Contractor must comply with police clearance request within thirty business days of the request.
Clause 18.4 of the General Conditions does not apply.
Confidential Information (Select one) / The Customer specifies the following information to be “Confidential Information” under paragraph (b) of the definition of “Confidential Information” in clause 2.1 of the General Conditions:
[Insert confidential information]
OR
For the purposes of paragraph (b) of the definition of “Confidential Information” in clause 2.1 of the General Conditions, there is no information that is specified by the Customer as confidential.
Intellectual Property Owner
IMPORTANT NOTE:
Under clause 23 of the General Conditions, the owner of Intellectual Property Rights in New Material is the State of Western Australia, unless otherwise specified. If the owner is to be an entity other than the State (eg. A particular statutory authority), specify that entity in this Special Condition.
Intellectual Property rights for subscription services in Category L are generally NOT owned by the State. This is a special condition and it is assumed for subscription services under Category L, clause 23 in the GCOC does not apply, unless otherwise specified here. / Clause 23.1 of the General Conditions applies.
OR
[ ] is the owner of the Intellectual Property Rights in New Material for the purposes of clause 23 of the General Conditions.
OR
If the owner of Intellectual Property Rights in New Material is to be the Contractor, use this Special Condition.
The Contractor is the owner of the Intellectual Property Rights in New Material for the purposes of clause 24 of the General Conditions.
Warranties / The successful Respondent must give, or ensure the Customer has the benefit of, the following warranties:
[Insert warranties]
OR
For the purposes of clause 19.5 of the General Conditions, no warranties are specified.
Working Papers / Clause 23.7 of the General Conditions applies.
OR
Copyright and property in all Working Papers vest in the Contractor.
Indemnities, Liability and Releases
Default clauses as per Head Agreement, if special requirements are required, insert alternate clauses here. Clauses such as Indirect and Consequential Losses, Loss of Data etc, Contribution or Survival is not included in the Head Agreement. Include here if required) Click here to access the clauses.
Performance Guarantee, Financial Undertaking, Discharge of Performance and Financial Guarantee and Liquidated Damages and Trigger Events.
(Delete row if not applicable)
Last updated: 22 September 2015 (00917293) Page 1 of 8
ICT SERVICES CUA QUOTATION FORM – PART B
14008 ICT services CUA quote FORM – PART B
Contractor to complete and return to Contract Person specified in Part A Quotation Information
PART B: CONFIRMATION BY RESPONDENTTO:
(Public Authority name and contact person) / Quotation Number:
Quotation Title:
Name of Respondent:
Registered Address or Principal Place of Business:
Respondent Address for Receiving Contractual Advice:
Contractor ABN and/or ACN:
Name of Respondent Contact Person:
Phone: / Fax: / Email:
Is the Respondent a small business that employs less than twenty (20) people?
(Yes / No)
Response to insurance requirements:
Yes, the insurances as per Head Agreement are current.
Where Part A has insurance requirements greater than the requirements of the Head Agreement, the Respondent must complete the following:
Yes, the insurances as required in Part A are current.
OR
No (Complete section below)
If no, does the Respondent confirm that if it is awarded a contract, then it will obtain the insurance policies set out in Part A prior to the Commencement Date?
Yes
No
If no, state the reasons why.
Response to requirements of Deliverable/ Output/ Outcome:
Response to Qualitative Criteria (if specified in Part A):
Confirmation of Offer Validity period Yes
Confirmation of Respondent’s ability to meet KPI (if stated in Part A) Yes Not Applicable
Project Deliverables/ ICT Services/ Name and Title of Proposed Resources / Estimate Units required / Price/Unit
(e.g. yearly, monthly, Daily, Hourly, Other)
** The Respondent must submit pricing in accordance and ensure that the rates quoted are no more than the maximum rates quoted for the category under this CUA. / Total Cost
Exc GST / Inc GST
$ / $ / $
$ / $ / $
$ / $ / $
Other costs (please list and specify) / $
Travel and accommodation (if applicable provide details) / $
Disbursements or other charges (if applicable provide details) / $
Total for Engagement / $
OR Total all inclusive contract price / $
The Respondent agrees that the rates quoted are no more than the maximum rates quoted for the category under this CUA: Yes
Attachments Yes
Service Start Date: / Completion Date:
Accepted Payment Method: Purchasing Card (specify if limit applies)………. EFT
Last updated: 22 September 2015 (00917293) Page 1 of 8
ICT SERVICES CUA QUOTATION FORM – PART C
Last updated: 22 September 2015 (00917293) Page 1 of 8
ICT SERVICES CUA QUOTATION FORM – PART B
Last updated: 22 September 2015 (00917293) Page 1 of 8