CIVIC CENTRE SITE - WARRACKNABEAL
CONTRACT NO.
C216/2017
Closing at
TENDER BOX
Main Customer Service Area
Municipal Offices
34 Lyle Street, Warracknabeal
OR
TENDERS CLOSE
Friday 17th July, 2017
At 2.00pm
1
Provision of Ground Maintenance Services
Contract 216/2017
PROVISION OF GROUND MAINTENANCE SERVICES
CIVIC CENTRE SITE - WARRACKNABEAL
INVITATION TO TENDER
Council is seeking to engage AN appropriately skilled contractor to undertake Ground Maintenance Services on behalf of Council at the Civic Centre Site in Warracknabeal
This contract will be awarded for an initial two (2) year term with an optionat Council’s sole discretion to offer a further 1 plus 1 year term of contract. (13. TERMOF CONTRACTConditions Apply)
Tenders close 2.00pmFriday 17th July.
Tendersare to be deposited at Council’s Tender Box which is located in the main reception area of the Municipal Offices, 34 Lyle Street, Warracknabeal -
Council is not bound to accept any or lowest tender.
Late tenders will not be considered.
All enquiries regarding this for tender please contact Bernie Naylor on 5398 0100 or
PART A:INFORMATION FOR TENDERERS AND CONDITIONS OF TENDERING
Tender 216/2017
INFORMATION FOR TENDERERS AND CONDITIONS OF TENDERING
Provision of Ground Maintenance Services
PART A:-INFORMATION FOR TENDERERS AND CONDITIONS OF TENDERING
1.NATURE OF CONTRACT
The Contract for which tenders are sought is a Lump Sum Contract.
This Contract will be governed by:
- Services General Conditions prepared by Maddocks Lawyers and Annexure A of these Conditions.
2.INTERPRETATION
In these Conditions and in the Tender Documents, words and expressions shall have the same meanings assigned to them in the Services General Conditions and the following words and expressions shall have the meanings indicated except where the context otherwise requires:
"Tender"means the documents comprising the Tender Documents completed and executed by or on behalf of the Tenderer and received by the Principal;
"Tenderer"means the person or persons, organisation or company identified as such on Schedule 1: Form of Tender and includes all persons on whose behalf the Tender has been lodged;
“Principal” means the Yarriambiack Shire Council;
“Superintendent” means Manager, Infrastructure Services;
3.TENDER DOCUMENT
The tender document consists of the following components issued by the Principal to tenderers for the purpose of tendering and are identified as follows:-
PART A - Information for Tenderers and Conditions of Tendering
PART B - Form of Tender and Tender Schedules
PART C - Tender Specification
- PART D - General Conditions of Contract - Services
Tenderers are advised that explanations or amendments to the tender documents shall not be recognised unless in the form of a written addendum issued by the Principal.
Each tender shall be made by completing Part B, Form of Tender and Tender Schedules.
The tender shall be accompanied by all other documents as required.
Notwithstanding any other requirement of the tender document, the Principal may require the tenderer to submit additional information concerning the tender before any tender is accepted.
Should the tenderer fail to submit any of the information so required by the date and time stipulated the tender may not be given further consideration.
4.GOODS AND SERVICES TAX (GST)
All tendered prices must INCLUDE GST.
5.ADDITIONAL CONDITIONS OF TENDER
Additional Conditions of Tender or directions to the Tenderer embodied in any note appearing in the Schedules annexed to this document shall be deemed to be Conditions of Tender.
6.APPRECIATION OF REQUIREMENTS
a)Tenderers are advised and expected to ascertain for themselves the actual extent and nature of the service to be undertaken, as the Council will not entertain any claim whatsoever on account of a failure to do so.
b)Subject to the provisions of the Specification, Services General Conditions of Contract and Schedules thereto the tenderer will be assumed to have:
(i)satisfied itself as to the true nature and extent of the services to be provided.
(ii)ascertained the requirements of the principal in respect of the covenants contained in the Services General Conditions of Contract and Schedules thereto.
(iii)formed its own assessment of the requirements necessary to carry out the true intent of the Specification, Services General Conditions of Contract and Schedules thereto.
(iv)satisfied itself of its financial viability to contract with the Principal and to perform in accordance with the Specification, the Services General Conditions of Contract and Schedules thereto.
c)Tenderers who are currently under contractual arrangements with the principal should note that any contract arising from this tender invitation stands alone from any other existing contracts.
d)By submitting a tender, the successful tenderer shall be bound to execute the Services General Conditions of Contract and its Schedules (completed to correspond with the Form of Tender) as they may have been amended in accordance with the previously mentioned provisions prior to acceptance of the tender.
e)If the tenderer has any doubt as to the meaning or completeness of any portion of the tender documents, the Principal shall be asked for clarification which clarification shall only be valid if issued in writing. Any clarification given pursuant to this clause may also be issued to all other prospective tenderers.
f)The Principal does not accept any responsibility to tenderers or third parties, under the law of contract, tort or otherwise, for any loss or damage which may arise from anything contained in the tender documents or any other information provided by the Principal or any of its employees or agents.
7.TENDER ON AN ALTERNATIVE BASIS
The tenderer is required to submit a tender in strict conformity with the tender documents. However, the Principal may consider tenders which vary from the specification stipulated but which may nevertheless be considered suitable for its requirements.
Tenderers may therefore submit alternative tenders in addition to conforming tenders.
The Principal reserves the right to accept any alternative tender without reference to other tenderers.
Where alternative tenders are submitted the manner in which they differ from specified requirements must be clearly and fully stated.
Tenderers should note that where a tender on an alternative basis only is submitted it shall be deemed non-conforming and shall receive no further consideration.
8.VALIDITY PERIOD
The tender shall be submitted in the Form of Tender provided and shall remain valid and capable for acceptance for 60 days after the date upon which tenders close and during that time no tender shall be able to be withdrawn or amended except with the written consent of the Principal.
9.TENDERED RATES
Tenders are to be submitted on the attached Schedules 1 -12and prices shall be on a Lump Sum basis with a schedule of ratesfor any additional works as requested by the contract superintendant.
Any proposal to vary Contract rates during any period of Contract is to be submitted to Council in writing for approval prior to proposed date of application of any new rates. Any price variation formulae proposed to be applied by the Contractor during the progress of the Contract is to be submitted in the tender.
Council reserves the right accept or reject any proposed fee increase throughout the term of this contract.
10.INSTRUCTIONS TO TENDERERS
Instructions to Tenderers may be issued during the tender period. Any Instruction issued will be numbered by the Principal and shall be included as part of the tender and acknowledged in the space provided on the Form of Tender in Part B.
11.INFLUENCING THE TENDER PROCESS
Any attempts which may be reasonable construed as intended to influence the tender process in any way such as any direct or indirect approach by tenderers themselves or through other parties on their behalf to persons other than those nominated in this document will invalidate the tender. Such tenders will be deemed informal and will be rejected without further consideration.
12.LODGEMENT OF TENDERS
TENDERS CLOSE 2.00pm Friday 17th July, 2017
Tenders marked “TenderC216/2017 Provision Ground Maintenance Services” should be deposited at Council’s Tender Box which is located in the main reception area of the 34 Lyle Street Warracknabeal.
Council is not bound to accept any or lowest tender.
Late tenders will not be considered.
All enquiries regarding this for tender please contact Bernie Naylor on 5398 0100 or
13.TERM OF CONTRACT
This contract will be awarded for an initial two (2) year term with an option at Council’s sole discretion to offer a further 1 plus 1 year term of contract.
At completion of the first sixth month period being 31stJanuary, 2018, a performance review will be undertaken by the contract superintendent. If the services provided by the Contractor do not meet the requirements of the contract (response time frames, quality of workmanship, Legislative compliance etc…) and repeated non-compliances have not been rectified, Council reserves the right to terminate the contract.
Each term of contract will commence on the 1stAugust and expire on the 31stJ July each year.A two (2) percent increase to the contract Lump Sum will apply to each year of the contract.
Any proposal to vary Contract rates during any period of Contract is to be submitted to Council in writing for approval prior to proposed date of application of any new rates. Any price variation formulae proposed to be applied by Contractor during the progress of the Contract is to be submitted in the tender.
Council reserves the right accept or reject any proposed fee increase throughout the term of this contract.
14.EVALUATION CRITERIA
All valid tenders will be evaluated in general accordance with the criteria set out below. Criteria are intended to give tenderers an indication of the major factors the Principal will be considering in evaluating the tenders received. Tenderers should therefore ensure that they provide sufficient information to enable their tenders to be given proper consideration.
Knowledge of Council’s facilities is not a weighted criterion, however, will be viewed as a favourable factor during tender evaluations.
Criteria
The method for weighted evaluation of this tender to be employed by the Horsham Rural City Council will be based on the following criteria listed.
Criteria / WeightingTendered Lump Sum Pricing and Schedule of Rates / 40%
Specification compliance relating to performance, reliability, capacity to undertake the works at the required level / 10%
Tenderer’s proven experience in similar works, subject to favourable referee checks / 20%
Tenderer’s intent for local employment opportunities / 10%
Tenderers proven ability to comply with all relevant OHS legislation and quality assurance programs / 15%
Financial capability to undertaken the service / 5%
TOTAL / 100
15.ACCEPTANCE OF TENDER
The Principal shall not be bound to accept the lowest or any tender and reserves the right to conduct post tender negotiations with one or more short listed tenderers.
A tender shall not be deemed to have been accepted unless and until a letter of acceptance is handed to the tenderer or is delivered to the address of the tenderer stated in the Form of Tender.
The Principal’s acceptance of a selected organisation’s tender is a conditional acceptance only in that the Principal is not bound to enter into the Contract until the selected tenderer has complied with all the requirements of the tender documents.
16.DISCLOSURE OF INFORMATION
The Freedom of Information Act 1982 gives members of the public rights of access to information in the possession of the Government and its agencies, limited only by exemptions and exceptions required for the protection of essential public interests and private and business affairs of persons in respect of whom information is collected and held by the Government and its agencies. Until the contract is awarded, the Principal shall endeavour to maintain confidentiality of price and other information submitted by the tenderer. Unsuccessful tenderers will be notified of the name of the successful Tenderer, a general contract description and the price. Release of any additional information regarding the successful tender will be at the sole discretion of the Principal and will be assessed on a case by case basis. No information other than names will be released regarding unsuccessful tenders.
Tender C216/2017
B1
PART B:FORM OF TENDER AND TENDER SCHEDULES
Tender C216/2017
Provision of Ground Maintenance Services
SCHEDULE 1
FORM OF TENDER
To: Yarriambiack Shire Council
34 Lyle Street
Warracknabeal Vic 3393
Tenderer:......
(Individual, Business or Company name in block letters)
Australian Business Number (ABN):......
Registered for GST:YESNO
(Please tick appropriate box)
Australian Business Number (ABN):......
Telephone No: (Bus)...... (AH):......
Mobile:...... e-mail:......
hereby Tender to carry out and complete Contract No. C216/2017entitled PROVISION OF GROUND MAINTENANCE SERVICESfor the schedule of rates detailed on attached documents.
Instructions to Tenderers No...... have been included in the Tender (Part B Schedule 7).
The work will be carried out strictly in accordance with the documents issued and the Council’s instructions.
The Tender is valid for acceptance for a period of sixty days (60) from the date hereof.
Dated this ...... day of ...... 2017
Signed for an on behalf of the Tenderer named above:......
The signatory warrants that he or she has the authority of the Tenderer to sign this Tender on its behalf.
Name in block letters ......
Position held......
Witness ......
Address of Witness ......
SCHEDULE 2
TENDER SCHEDULES
LUMP SUM AMOUNT / $......Note: All prices must include GST.
Schedule of RatesHOURLY RATE For other works as requested (8.00am to 5.00pm) / $...../ hr
TRAVELLING RATE
(Only for distances over 15km from Contractors place of business) / $...../ km
AFTER HOURS CALL OUT RATE
(If applicable) / $...../ hr
PLANT ITEM HIRE RATES
1 ...... / $...../ hr
2 ...... / $...../ hr
3 ...... / $...../ hr
**IF INSUFFICIENT SPACE TO LIST PLANT ITEMS PLEASE ATTACH AS A SEPARATE DOCUMENT.
TENDERER NAME......
(BLOCK LETTERS)
SIGNATURE...... DATE......
Tender C216/2017
Provision of Ground Maintenance Services
SCHEDULE 3
PERSONNEL EMPLOYED TO PERFORM THE SERVICES UNDER THE CONTRACT
EMPLOYEE / QUALIFICATION / YEARS EXPERIENCE IN THE FIELD / YEARS EMPLOYMENT WITH THE COMPANY
SCHEDULE 4
TENDERER INFORMATION
Tenderers are required to submit such information as is necessary to enable the Council to assess their ability to carry out the works. This questionnaire has been prepared to assist tenderers in supplying this information
Company/Business Name:......
Trading Name:......
Address:......
......
Contact/Representative:......
Telephone No.BH:...... AH:......
Mobile No:......
Email Address:......
1.Is the Tenderer an individual, partnership or limited liability company?
......
If partnership, give name and address of partners:
......
......
2.How many years has the Tenderer been in business as a contractor under its present business name?
......
3.In what other types of business has the Tenderer a financial interest?
......
......
......
4.How many years experience has the Tenderer had in the type of work required to be performed under this contract?
......
......
5. List work of a similar type that the Tenderer has done in the past?
......
......
......
......
6.What is the experience of the principal individuals of the Tenderer in the type of work required to be performed under this contract?
......
......
......
......
7.State the details of any sub-contractors the tenderer may engage under the contract.
NAME / POSITION/ROLE / QUALIFICATIONS AND EXPERIENCE8.List banks or other financial institutions from which references may be obtained:
......
......
......
......
......
......
9.List names and telephone numbers of professional referees:
Name PositionOrganisationTelephone
......
......
......
......
......
......
10.List of additional information or documents supplied by the Tenderer:
1......
2......
3......
4......
Signed by or on behalf of Tenderer:
......
(Signature)(Name of Tenderer)
Dated this day of...... 2016
Tender C216/2017
Provision of Ground Maintenance Services
SCHEDULE 5
INFORMATION TO BE SUPPLIED BY TENDERER
TENDERER OHS MANAGEMENT SYSTEM QUESTIONNAIRE
This questionnaire forms part of Councils tender evaluation process and is to be completed by tenderers and submitted with their tender offer. The objective of the questionnaire is to provide an overview of the status of the tenderers OHS management system. Tenderers will be required to verify their responses noted in their questionnaire by providing evidence of their ability and capacity in relevant matters.
CertificationThe information provided in this questionnaire is an accurate summary of the company’s occupational health and safety management system.
Company Name: ......
Signed: ......
Name: ......
Position: ......
Date: ......
Contact Details
Contact Name: ......
Contact Number: ......
SCHEDULE 5
(Continued)
INFORMATION TO BE SUPPLIED BY TENDERER
Tenderer OHS Management System Questionnaire
YesNo
1OHS Policy and Management
1.1Is there a written company health and safety policy?
If yes provide a copy of policy.
Comments: ......
1.2Does the company have an OHS Management System certified by a recognised independent authority.
If Yes provide details: ......
......
1.3Is there a company OHS Management System manual or plan?
If yes provide a copy of contents page(s).
Comments: ......
1.4Are health and safety responsibilities clearly identified for all levels of staff?
If Yes provide details: ......
......
2Safe Work Practices and Procedures
2.1Has the company prepared safe operating procedures or specific safety instructions relevant to its operations?
If yes, provide a summary listing of procedures or instructions.
Comments: ......
......
2.2Does the company have any permit to work systems?
If Yes provide details: ......
......
2.3Is there a documented incident investigation procedure?
If Yes provide a copy of a standard incident report form.
2.4Are there procedures for maintaining, inspecting and assessing the hazards of plant operated/owned by the company?
If Yes, provide a summary listing or permits: ......
......
2.5Are there procedures for storing and handling hazardous substances?
If Yes provide details: ......
......
2.6Are there procedures for identifying, assessing and controlling associated with manual handling?
If Yes provide details: ......
YesNo
3OHS Training