Tender Cover Sheet

TENDER COVER SHEET

Tender Date:

Tenderer Business Name:

Tenderer Address:

Tenderer Authorised Contact:

Name & Email;

Phone & Fax;

In accordance with the following tender document and specifications, you are invited to supply a quotation for:

Provision of Gardening Services to Portland District Health for the period

1 August 2014 to 31 July 2016

Ref: Gardening Services Tender, 2014 - 002

Tender Schedule:

Tender Documents Available Date: Monday 14 July 2014

Last Date for enquiries / clarification Date: Friday 18 July 2014, 10am

Tender Closes Date: Wednesday 23 July 2014, 5pm

Evaluation Completion Target Date* Date: Friday 25 July 2014

* Subject to availability of evaluation systems

Notification of Tender Outcome Date: Friday 1 August 2014

PDH Authorised Contact:

Ms Ros Jones

Director of Corporate Services

Portland District Health

Bentinck Street,

Portland VIC. 3305

Phone: (03) 5521 0322 Fax: (03) 5521 0358 E-mail:

INDEX

CONTENTS PAGE

TENDER COVER SHEET 1

INDEX 2

TENDER INTRODUCTION 3

- Scope of Tender 3

- Objectives 3

- Principles 3

- Tender Notice 3

- Expressions of Interest 3

TENDER - GENERAL CONDITIONS 3

- Timetable – Schedule 3

- Information/Clarification 3

- Authorised Contact Person 4

- Evaluation Process 4

- Alternative Tender – Innovation 4

- Tender Transmission Information 4

- Late Tenders 4

- Delivery Method 4

- Insurance 4

- Indemnity 4

- Acceptance of Tender 5

- Acceptance of Goods and Services 5

- Confidentiality 5

- HPV Access (Piggy-back) Clause 5

- HPV Common-use Clause 5

- Licences, Permits, Compliance with relevant Standards and Regulations 5

- Police Checks 5

- Evaluation – Trials and Samples 6

- Sub-Contacting 6

- Assistance with EQuIP and/or Aged Care Accreditation 6

- Reference Sites 6

- Compliance with Specifications 6

-Tender Price/ GST and Validity Period 6

- Submission and Payment of Accounts 6

- Amplifying General Conditions of Tender 6, 7

TENDER RESPONSE 8

- Questionnaire 8, 9

- Other Documentation/Information for Tender Submission 10

Timetable – Schedule

Refer to Tender Cover Sheet

Information / Clarification

Ø The information contained in this document is provided to assist the preparation of a compliant tender response.

Ø All information is provided in good faith, however none of the information is guaranteed, and it is the Tenderer’s responsibility to interpret and assess the relevance of the information provided.

Ø Tenderers may seek further information and / or clarification in relation to this tender from the authorised contact person up to 10.00am on the date specified in the Tender Cover Sheet.

Ø Portland District Health reserves the right to inform all Tenderers of any question or matter raised, and answer given, without identifying any potential Tenderers by name.

Ø We also reserve the right to respond or not respond to any query or matter raised after the last date for inquiries.

Authorised Contact Person

The authorised contact person for this tender is specified in the Tender Coversheet. All communication must be directed to this person in the first instance.

Evaluation Process

Tenders will be evaluated to identify the option that offers best value to Portland District Health.

Portland District Health will not necessarily accept the lowest priced tender, or any tender.

Alternative Tender – Innovation

Tenderers are encouraged to offer and describe any proposed solutions that incorporate innovative technology that can be demonstrated to improve the efficiency and effectiveness of any product or process covered by this tender.

Tenderers may offer an alternative product – N/A

Tender Transmission Information

Tenders will be accepted by fax, email or post, until the Closing date and time at the addresses as specified in the Tender Cover sheet. Tenders should be titled Gardening Services Tender, 2014 -002.

NB: Portland District Health may, at its sole discretion, extend the closing date and time.

Late Tenders

Late Tenders may not be considered.

Delivery Method – N/A

Insurance

Your tender submission should include details of insurance coverage with an insurer approved by The Australian Prudential Regulatory Authority – as a minimum; the following insurance arrangements should be in place:

Ø Public Liability Insurance - Minimum $10m coverage.

Ø Product Liability Insurance - N/A.

Ø Professional Indemnity Insurance - N/A

Ø Workcover - All workers shall be covered by the contractor.

The Tenderer must comply with and observe the terms of the insurance policies and must not do anything which could result in any such policy being avoided or unenforceable or which may entitle the insurer to limit or reduce the amount otherwise payable under the policy. The provisions of this clause survive the expiration or earlier termination of this Agreement.

Indemnity

1(a) The Tenderer indemnifies and agrees to keep indemnified Portland District Health and its officers and employees in respect of Loss incurred or suffered as a result of:

(i) any breach of this agreement by the Tenderer; or

(ii) any negligent act, error or omission in connection with the performance of this agreement by the Tenderer or its officers, employees or agents;

PROVIDED THAT this indemnity does not apply to the extent that Loss is caused by or contributed to by Portland District Health or its officers, employees or agents.

1(b) This indemnity includes, without limitation, Loss due to bodily injury, sickness or death or loss, destruction of damage to property.

1(c) This indemnity survives the expiration or termination of this agreement.

1(d) For the purposes of this clause, “Loss” includes loss, damage or liability of every kind, unless too remote but does not include pure economic loss not recoverable at common law.

2(a) Portland District Health indemnifies and agrees to keep indemnified the

Tenderer and its officers and employees in respect of Loss incurred or suffered as a result of:

(i) any breach of this agreement by Portland District Health; or

(ii) any negligent act, error or omission in connection with the performance of this agreement by Portland District Health or its officers, employees or agents;

PROVIDED THAT this indemnity does not apply to the extent that Loss is caused by or contributed to by the Tenderer or its officers, employees or agents.

2(b) This indemnity includes, without limitation, Loss due to bodily injury, sickness or death or loss, destruction of damage to property.

2(c) This indemnity survives the expiration or termination of this agreement.

2(d) For the purposes of this clause, “Loss” includes loss, damage or liability of every kind, unless too remote but does not include pure economic loss not recoverable at common law.

Acceptance of Tender

The lowest or any Tender may not necessarily be accepted, and no Tender shall be deemed to have been accepted, until acceptance has been confirmed in writing. A draft agreement is detailed in Enclosure 1.

Acceptance of Goods and Services

If the goods or services required are not supplied or do not comply with the standards specified, whether the inspection occurs prior to, or after delivery to or at Portland District Health, the goods or services may be rejected wholly or at the discretion of Portland District Health. The cost for removal or replacement of the rejected goods or remedy of any inferior service delivery will be borne by the Tenderer.

Confidentiality

Information supplied by or on behalf of Portland District Health is confidential to Portland District Health and Tenderers are obliged to maintain its confidentiality. The Tenderer may disclose information to a third party engaged for the purpose of responding to this tender, providing they preserve the confidentiality of that information.

HPV Access (Piggyback) Clause – N/A

HPV Common Use Clause – N/A

Licenses, Permits, Compliance with Relevant Standards and Regulations

Goods and services offered must comply with all current Australian Standards and guidelines relevant to those goods or services.

Police Checks

Police checks are required for all persons acting on behalf of the successful tenderer who, as part of the supply of the tendered goods and or services are required to be present on Portland District Health sites and premises other than for normal delivery and pickup services.

Evaluation – Trials & Samples - N/A

Subcontracting

Tenderers must state where they are intending to sub-contract all or part of this tender to one or more third parties. Comprehensive details of all sub-contractors, including their role and scope in this tender must be submitted with your response.

Ø All or part of this contract must NOT be subcontracted, transferred or sold during the period of the contract without the prior approval of Portland District Health.

Assistance with EQuIP National and / or Aged Care Accreditation

Successful Tenderers must agree to abide by and support the Quality, Service and Accreditation programs undertaken by Portland District Health, including external accreditation processes such as the Aged Care Standards Accreditation and Australian Council on Healthcare Standards EQuIP National Accreditation.

Reference Sites

Your tender response should include at least three (3) reference sites using these goods and or services including the name and position of a contact person at each site.

Compliance with Specifications

Tenderers should indicate clearly any area in which the goods and or services offered fail to comply with the requirements of the specifications given or where any of the required conditions will not be met. Notification of this non-compliance must occur with the submission of your tender / quotation – see Schedule B.

Tender Price / GST and validity period

Tenderers are invited to submit their best offer, GST inclusive and expressed in Australian currency. (NB: GST amounts where applicable, must still be quantified.)

Prices tendered shall be fixed for a minimum period of ninety (90) days, covering one-off supply or initial supplies and delivery of goods and or services as specified Schedule A.

Please indicate any discounts offered for payment of accounts within a specified period.

Submission and payment of accounts

The contractor shall submit a valid Tax Invoice for payment on a monthly* basis as agreed upon. Portland District Health upon checking the account and being satisfied as to the accuracy will forward payment to the contactor within 30* days. Any GST liability should be clearly identified on Tax Invoices.

(* Invoice and payment frequency may be varied)

Amplifying General Conditions of Tender

i. Should the contractor fail to supply any goods or services at the designated times or as per the required schedule, the goods or services may be sought elsewhere and the expenses over and above the agreement price will be deducted from the contractor’s account;

ii. The contractor is to ensure that invoices detail dates, times (where applicable) and the types of services delivered in each billing period.

iii. Should the contractor fail to deliver goods or services of the correct quality mentioned in this tender, the officer receiving the supplies or overseeing the services is empowered to reject those goods or services and if not immediately replaced or remedied with the correct quantity and or quality, cause a supply or service to be sought elsewhere; the extra expense associated with this action will be charged as in clause (i) above;

iv. In the event of a difference between the contractor and the officer overseeing the goods and or service delivery as to quantity or quality, any variation shall be decided by the authorised Portland District Health representative;

v. Any repetition of irregularity in the quantity or quality of supply, or delay in delivery, replacement or reworking when required, or in the performance of the agreement, can lead to the immediate termination of the agreement;

………………………………………… ……………………………………………

Director of Corporate Services Date

TENDER RESPONSE

Tenderers are required to submit such information as is necessary to enable Portland District Health to assess the Tenderer’s ability to fulfill the tender requirements. (This questionnaire has been prepared to assist Tenderer’s in providing the required information.)

Tenderer Profile

Tenderer’s Name: …………………………………………………………..

Tenderer’s ABN: …………………………………………………………..

Tenderer’s ACN (if applicable): …………………………………………..

Address: …………………………………………………………….

……………………………………………………………..

Phone & Fax: ……………………………………………………………..

After Hours Ph:………….………………………………………………………

E-Mail: ………………………………………………………………

Is Tenderer an individual, partnership, or limited liability company?

……………………………………………………………..

If partnership, provide names and addresses of partners:

………………………………………………………………

How many years has Tenderer been in business under its current business name?

………………………………………………………………

How many years has Tenderer been in business providing goods / services relating to this tender?