Request for Quotation / Proposal/Tender

Request for [Quotation / Proposal/Tender]

for

[insert details of goods or services]

Proposal Issue Date: [insert date]

Response closes at 2.00pm on [insert day and date]

Responses must be delivered to:

[Insert email address of University contact or Tenderlink system details – See Clause 2.9 in the template]

Contact for inquiries:

[Insert name and contact details]

Notes on document use:

Yellow highlighted sections must be completed
Blue highlighted sections may be amended as necessary
Non-highlighted areas are generic conditions or requirements that may be changed where necessary but should be generally used in the majority of cases.

Please remove this box and all highlighting prior to document release

Table of Contents

Section A – Conditions of Quotation/Tender

1.Objectives

1.1Outline

1.2Nature of Contract

1.3Duration of the Agreement

2.Process

2.1Structure of the Documents

2.2Enquiries and Clarification

2.3Eligibility to Quote

2.4Completion of Responses

2.5Alternative Proposals

2.6Discrepancies, Errors and Omissions

2.7Respondent’s Due Diligence

2.8Validity Period

2.9Lodgement of Responses

2.10Late Responses

2.11Costs or Expenses

2.12Confidentiality

3.Evaluation and Approval

3.1Evaluation of Responses

3.2Rights of the University

3.3Acceptance of Responses

3.4Award of Contract

Section B Specification

Section C Standard Conditions of Contract

Section D – Response

1.FORM D1 - RESPONSE FORM

2.FORM D2 – ADHERENCE TO SPECIFICATION

3.FORM D3 – WHOLE OF LIFE COSTS

4.FORM D4 - SUSTAINABILITY

5.FORM D4 – RESPONDENT’S OFFER

6.FORM D6 - SCHEDULE OF INSURANCE

7.FORM D& – UNIVERISTY AGREEMENT

8.FORM D8 – PROPOSAL DETAILS

Section A – Conditions of Quotation/Tender

1.Objectives

1.1Outline

The University seeks Responses for [insert details].

1.2Nature of Contract

Respondents are required to propose a fee for the entire scope of goods or services described in Section B.

For any elements identified as “other” a full description should be provided.

1.3Duration of the Agreement

[Include details of the required date for completion of the commission or any other critical time line issues]

2.Process

2.1Structure of the Documents

The Documents are made up of Sections A to D. Retain Sections A, B and C when submitting a response. Complete Section D and submit by the closing date for responses.

Section A – Conditions of Quotation/Tender / Section A contains the rules and guidelines for submitting a response
Section B – Specifications / Section B describes the University’s specification for the goods or services
Section C – Standard Conditions of Contract / Section C sets out the contractual terms upon which the successful respondent will be engaged to perform the Services
Section D – Response / Section D contains the questions that must be answered by the Respondent and details the material to be provided as part of its Response. The University will use this information to evaluate responses

2.2Enquiries and Clarification

Respondents may seek clarification of any part of the Documents or request additional information. All enquiries must be in writing, signed by the Respondent and submitted no later than 5 business days before the Response closing date. Enquiries may be submitted by email to:

[Insert University contact name and title]

Email:

Any information given to a Respondent to clarify any aspect of the Documents will also be given to other Respondents if in the University’s opinion the information would unfairly favour the inquiring Respondent.

2.3Eligibility to Respond

Responses must be submitted by a legal entity whether an individual, sole trader or a corporation, with the capacity to contract. The University will only contract with the relevant legal entity.

The University may ask a Respondent to provide evidence of its legal status or capacity to contract. If Responses from trustees are accepted for consideration, the University may request a copy of the relevant trust deed. Any evidence requested is to be provided within 3 business days of the request.

The University will not consider an entity that does not have an Australian Business Number (ABN) and is not registered for GST. Respondents must state their ABN in their Proposal.

Respondents that do not have an ABN and/or are not registered for GST may be considered at the University’s discretion if the Respondent demonstrates that it will obtain an ABN and GST registration before entering into a Contract with the University. Such Respondents must state when they intend to obtain an ABN and register for GST in their Proposal.

2.4Completion of Responses

A Response must:

be completed in indelible ink and in the English language;
be submitted in accordance with the requirements of the Documents; and
be submitted in the format of the Response Schedules in Section D.

The Response must include an address, not a post office box, for service of notices for the purposes of its Response.

Each Response must include contact details of an authorised representative of the Respondent for inquiries.

Unless otherwise specified, measurements must be expressed in Australian legal units of measurement and all prices stated in the Response are to be stated in Australian dollars.

Respondents must not change any pre-existing text in the Response Schedules other than to insert the required information.

All copies of the Response must be signed by the Respondent’s authorised representative.

2.5Alternative Proposals

A Response must be submitted strictly in accordance with the Documents. An alternative proposal will only be accepted if it accompanies a conforming proposal and is clearly marked as alternative.

2.6Discrepancies, Errors and Omissions

Should the Respondent find any discrepancy, error or omission in the Documents, they must email the contact officer for inquiries on the front page of this Document by email before the closing time and date for Responses.

2.7Respondent’s Due Diligence

The Respondent is required to and is deemed to have done everything that would be expected of a prudent, competent and experienced consultant in:

assessing the risks that it may assume under a contract arising from the process; and
ensuring that its price contains allowances to protect it against any of these risks including all of those things, activities and tasks set out in Section B.

2.8Validity Period

Responses are to remain valid for a period of 3 months from the closing date. All responses are deemed to be irrevocable for the validity period.

2.9Lodgement of Responses

Responses must be delivered to:

[FOR QUOTES: Insert Universitycontact’s email details] by the closing date and time set out on the front page of this Document.

[FOR TENDERS: responses are to be received using the Tenderlink system. Please contact the Procurement Group for more information]

2.10Late Responses

A late Response - defined as a Response which is lodged after the Response closing time, will be opened and registered separately.

A late Response may be excluded from consideration unless the University otherwise determines that it is appropriate for the late Response to be considered. A late response will not be considered if it provides an advantage to the Respondent.

2.11Costs or Expenses

The University will not be responsible for any costs or expenses incurred by any Respondent in preparing or lodging its Response, or in respect of any discussions, negotiations, enquiries or any Services undertaken by the Respondent after its Response is submitted.

The University is under no obligation to proceed with the whole or any part of the project as contemplated by the RFQ/RFT Documents or at all. If the University decides not to proceed with the project or any part, the Respondent will not be entitled to make and the University will not be liable for any claim, cost, expense, loss or damage suffered or incurred by the Respondent arising out of, or in any way in connection with, such decision.

2.12Confidentiality

Respondents to this process must agree to treat any information they are given about the University, including information about the communications network, computer systems, staff, or other aspects of the University, as privileged and confidential. This information may only be discussed with designated University employees and consultants engaged by the University to assist with the process and must not be disclosed to anyone other party outside the University. The University agrees to treat similar information provided to it by respondents as privileged and confidential.

3.Evaluation and Approval

3.1Evaluation of Responses

Responses will be evaluated on the basis of the Response representing the best value for money.

In considering the best value for money, the University will, among other matters (and not in any order of priority), take into account the following evaluation criteria (EC):

Technical

EC1 / Adherence to Specification:Fit of the offered items to the specification. / Section D - Form D2
EC2 / Whole of Life Costs:Running, maintenance, repair and spare parts costs across the life of the equipment. / Section D - Form D3
EC3 / Sustainability: Environmental performance of the product including considerations such as disposal and end of life costs / Section D – Form D4

Cost

EC4 / Respondent’s Offer / Section D – Form D5

Commercial

EC5 / Insurance / Section D - Form D6
EC6 / UWS Agreement: Any amendments to Standard UWS agreement (Section C) / Section D – Form D7

General

EC6 / Proposal Documents / Section D - Form D8

[Amend or insert any other criteria as necessary. These can use the indicated headings or others can be added as necessary. These should match the Procurement Plan where completed]

3.2Rights of the University

The University may in its absolute discretion and at any stage of the process, do all or any of the following:

accept or reject, in whole or part, any Response;
require clarification or additional information from any Respondent;
change the scope of the Services or other requirements of the Documents;
vary, amend (including by replacement) or terminate the process;
if the University rejects all Responses, invite fresh Responses based on the same or different criteria; and
consider any non-conforming or late Response.

3.3Acceptance of Responses

Submission of Responses does not in any way create an agreement nor does it create an obligation to award a contract to any Respondent.

The University is not bound to accept the lowest priced Response, part of a Response or any Response.

The University will notify Respondents in writing whether they are the preferred Respondent or whether their Responses have been unsuccessful.

The University reserves the right to accept bids for any part of the tender or any combination thereof. The University may offer all or part of the work to one or more of the Respondents.

3.4Award of Contract

A Response will not be deemed to be accepted unless and until an Agreement in the form set out in Section C is signed by the Respondent and the University.

Section B Specification

[Include details of the goods or services required.

It is preferable that you include a performance based technical specification that does not unduly restrict the suppliers.

You may need to attach a separate document or other sources. In this case refer to these here to provide the respondents with a checklist to ensure they are all received.]

Section C Standard Conditions of Contract

[Advice on the suitability of a standard University agreement is to be sought from the Procurement Office or the Office of Legal Counsel (OLC). If a University agreement is to be used, it should be inserted into this section

If a University agreement is not recommended, it should be noted in this section their advice that either suppliers should provide their preferred from of contract or that contractual terms will be negotiated separately once a supplier is selected.]

Response

for

[Insert Details]

Section D – Response

Response closes at 2.00pm on [insert day and date]

[Respondent’s details:]

1.FORM D1 - RESPONSE FORM

Name of Respondent:......

(the “Respondent”)

Is the Respondent a corporation/partnership/individual/proprietor/other:

......

ABN (and ARBN if applicable): ......

Respondent’s Address:

......

Contact Person (and proposed Consultant’s Representative): ………………….

Telephone No.: ......

Facsimile No.:......

Mobile No.:......

Email Address:......

Address for service of notices:

......

(Signature of Authorised Person) / (Signature of Authorised Person)
(Name of signatory) / (Name of signatory)

(Note: The proposal is to be signed by a representative of the Company who has the authority to provide a binding proposal for the services required).

2.FORM D2 –ADHERENCE TO SPECIFICATION

Respondents are to provide the following information regarding their compliance with the specification:

a)Does the product comply with all conditions of the specification (refer to Section C - Specification)?

YES/NO

Respondents please note that any departures from the Specification must be identified in this Schedule. The University does not warrant that it will consider any departures to the Specification raised by a Respondent post lodging an Offer.

b)If “NO”, please state the clause(s) and provide details of reason(s) for departure from the Specification and why the product should be considered.

Specification Reference / Reasons for not meeting the Specification / Why the product should be considered

3.FORM D3 –WHOLE OF LIFE COSTS

The Respondent should list below factors affecting the Whole of Life Costs for their product.

These factors should include running, maintenance, repair and spare parts costs where applicable.

4.FORM D4 - SUSTAINABILITY

The Respondent should list below factors affecting the sustainability of their product or service.

These factors should include use of sustainable products in manufacturing, environmental performance, disposal, recycling and end of life costs.

5.FORM D4 – RESPONDENT’S OFFER

Business Name

Telephone No: ...... Email:...... Fax No.: ......

herewith submit our offer to carry out the services defined theRFQ/RFTfor [insert item or service details]

Fee / GST / Total

The Fee comprises the following components

Component / Description / Total
Other
Total Fee
GST
TOTAL incl GST

Signed: ______Date______

Company Name ______

Name/s of Authorised ______

Person/s______

6.FORM D6 - SCHEDULE OF INSURANCE

The Respondent must attach to this Schedule a copy of a certificate of currency for each policy of insurance required under the Standard Conditions of Contract. Respondents should note that certificates from insurers (as opposed to insurance brokers) should be provided.

If required by the University the Respondent must provide a full copy of each insurance policy required under the Standard Conditions of Contract.

Respondents who are unable to satisfy the University of their compliance with the insurance requirements may be set aside by the University, at is sole discretion, from further evaluation without recourse to the Respondent.

7.FORM D7–UNIVERISTY AGREEMENT

[To be used if advised that a standard University agreement is to be included with Schedule C]

Respondents are to provide the following information regarding their compliance with the conditions of Contract:

c)Are you willing to comply with all Conditions of the Agreement (refer to Section C - Conditions of Contract)?

YES/NO

Respondents please note that any departures from the draft Conditions of Contract must be identified in this Schedule. The University does not warrant that it will consider any departures to the draft Conditions of Contract raised by a Respondent post lodging an Offer.

d)If “NO”, please state the clause(s) and provide details of reason(s) for departure from the clause in the Conditions of Contract and any proposed alternative wording.

Contract
Clause Number / Reasons for not meeting the conditions of the contract / Alternative Wording for Clause

8.FORM D8–PROPOSAL DETAILS

The respondent is to attach any relevant the details of the products or services in this section

Where additional documents are provides, the respondent is to identify them in this section to ensure receipt.