0122 Information for tenderers - Lachlan Shire · Project Management Services Information for...

Project Management Services Information for Tenderers Capital Works Program Tender No. T2020/9

© AUS-SPEC (Oct 16) 1 April 2020

INVITATION FOR TENDER IFT T2020/9

PROJECT MANAGEMENT SERVICES

INFRASTRUCTURE SERVICES DEPARTMENT

CAPITAL WORKS PROGRAM FY2021 TO FY2223

INFORMATION FOR TENDERERS

PREPARED BY

DATE: APRIL 2020

COUNCIL’S INFRASTRUCTURE SERVICES DEPARTMENT



1 PROJECT INFORMATION

1.1 PROJECT IDENTIFICATION

PROJECT MANAGEMENT SERVICES – INFRASTRUCTURE SERVICES CAPITAL WORKS PROGRAM

It is a QUALITY ASSURED contract with method of payment being SCHEDULE OF PRICES.

Period of contract: 156 weeks

1.2 LOCATION PLAN

Note that this plan is indicative only. Determine specific location information by reference to the drawings, plans and specification.

1.3 PROJECT DESCRIPTION

Lachlan Shire Council (Council) are seeking to implement a program of capital works including major and minor building, roadworks, stormwater, sewer and water infrastructure projects. Council are seeking the services of suitably qualified consultants for the provision of Project Management services to deliver these projects.

Typical of the types of projects are

General building construction

Construction of recreational and sporting ground upgrades, including installation of play equipment, irrigation and landscaping

Intersection upgrades urban roads

Pavement improvements rural roads



Bridges, box culverts and other major drainage structures

Replacement and/or repair of flood damaged infrastructure

Upgrade urban stormwater infrastructure

Upgrade works at water treatment plants and sewage treatment plants

Sewer mains replacement and lining

Upgrade of parks and recreation areas and street beautification

These projects are currently in early stages of development and professional services are required to manage the progress reporting and further development of the projects to the point where tenders can be called for procurement via either a design and construction (D&C) delivery method or separate design and construction contracts

Further information on the scope of these projects are provided in Volume 2, Specifications, Attachment A .

Council is seeking support from a Project Manager who is experienced within the construction industry to manage the early stages of these projects (including planning, scoping and procurement of design engagements as required) to the point that tender documents are ready to issue to the market. The Project Manager would also be required to assist with Restart NSW reporting obligations associated with funding agreements.

The Project Manager is to attend an initiation meeting, induction and site inspections in Condobolin but is otherwise able to manage projects remotely, corresponding with Council representatives via teleconference as required.

A full brief of the scope of services required by the Project Manager is in Specification Attachment A.

Project Planning Phase

The Consultant will be required to attend an inception meeting, undertake investigations and prepare comprehensive Project Plans for the delivery of projects as specified in Specification Attachment A.

This phase will be completed when compliant Project Plans have been submitted after having been reviewed by the Principal. The Consultant will be paid a lump-sum fee for the provision of these Project Plans.

The Project Plans will include an estimate and cashflow forecast of remaining Project Management Services.

Project Development Phase

If directed by the Principal, the Consultant will then be required to project manage the development of the projects in accordance with the approved Project Plans.

This phase will be completed when all deliverables identified in the Project Plan have been submitted. One of the key deliverables will be a complete set of tender documents to enable the Principal to proceed with calling tenders under a D&C procurement method or separate design and construction contracts.

The Consultant will be paid for services in the Project Development phase based on a schedule of rates as specified in this tender working within an Upper Fee Limit specified in the Project Plan. The Consultant will be required to provide transparent records of time spent in the Project Development phase as part of its monthly reporting.



If, during the development of the project, it becomes apparent that more Project Management effort will be required during Project Development, the Consultant shall propose an adjustment to the Upper Fee Limit for approval by the Principal.

Principal to Provide.

When the Consultant’s staff is required to locate to within the shire for the purpose(s) of this contract Council will provide the following:-

Comfortable self contained accommodation in Condobolin or Lake Cargelligo,

A pool car or paid km’s @ $0.77/km if supplying own vehicle within the shire,

Meal allowances based on receipts

Additionally consideration will be given to a DIDO roster to allow for holiday weekends.

1.4 EVALUATION CRITERIA

Mandatory requirements

As a minimum, the Consultant must:

have demonstrated experience of successful delivery of a program of capital works within the construction industry in the role of project manager (on client side) which is inclusive of commercial and industrial buildings, recreational and sporting facilities, amenities blocks, roadworks, bridges and stormwater structures, urban streets and water and wastewater pipelines and associated facilities,

demonstrate technical engineering expertise in general building, process, civil, hydrdaulic, mechanical and electrical engineering sufficient for the scoping and preparation of technical consultant briefs for commercial and industrial buildings, recreational and sporting facilities, amenities blocks, roadworks, bridges, stormwater structures, urban streets, and water and wastewater pipelines and associated facilities projects,

demonstrate experience in Programming and Cost Estimation of construction projects.

have experience in the preparation of technical briefs and management of D&C and separate design and construction tender documentation including both commercial conditions of contract and technical documentation,

demonstrate understanding of the reporting requirements for NSW funding programs (particularly NSW Government Restart NSW and Australian Government Roads to Recovery),

nominate a Project Manager with more than 10 years’ experience in capital works planning, development and delivery,and/or

nominate a Project Engineer to have a minimum of 5 years’ experience within the construction industry.

Desirable requirements

Other desirable requirements of the Consultants are:

demonstrated an experience of management of programs with an aggregate value exceeding $20m,

demonstrated experience in preparation and implementation of formal Project Plans aligning with the ten knowledge areas of Project Management as defined by the Project Management Body of Knowledge (PMBOK),

demonstrated experience in application of a formal risk management systems which:

application of industry standard techniques for identification, classification, prioritisation

and mitigation of project risks, and

have independent certification of management in accordance with the NSW WHS

Management Systems (5th Edition);



demonstrated experience in cost estimation of infrastructure projects.

demonstrated experience acting in the role of “Owner’s Engineer” to provide technical advice to

the Principal in the management of a consultancy or contract,

demonstrated experience acting in the role of Superintendent’s Representative or Principal’s

Authorised Person (or equivalent),

experience in managing reporting requirements for NSW funding program (particularly Restart

NSW and Roads to Recovery),

demonstrated understanding of construction procedures and/or experience in the role of

Principal Contractor,

demonstrated application of the Building Code of Australia and AUSTROADS standards,

effective time management, dispute resolution, innovative problem solving, and negotiation

skills,

experience in obtaining relevant approvals including but not limited to:

Section 60 approvals with Department of Industry,

determination under SEPP Infrastructure;

experience / knowledge of Council policies, procedures and laws (Local Government Act)

especially in regional areas, and

have current certification in safety (AS4801), quality (ISO9001) and environmental (ISO14001)

management systems.

1.5 ABOUT LACHLAN SHIRE COUNCIL

Lachlan Shire is located in the Central West of New South Wales; 200km west of Orange, 100km west of Parkes, 220km south west of Dubbo and 228km north east of the Griffith. Lachlan Shire has an area of 14,973 square kilometres and hosts the towns of Condobolin, Lake Cargelligo and Tottenham and villages of Albert, Burcher, Tullibigeal, Fifield and Derriwong.

Condobolin is the largest town in the Lachlan Shire and the Lachlan River flows through the town from east to west. Refer to Council’s website for more information: www.lachlan.nsw.gov.au

2 RELEVANT DOCUMENTS

Documents: Request for tender (RFT) documents for this project include the following:

- Information for Tenderers

- Conditions of tendering.

- VOLUME 1 - Conditions of contract.

- VOLUME 2 - Technical specifications.

- VOLUME 3 - Drawings. Not used

- VOLUME 4 - Tender submission documents.

Additional Information: TBA

Examination of documents: The RFT documents may be downloaded from http://www.lachlan.nsw.gov.au/council/tenders-contracts-eoi.aspx for free or purchased from Council’s Engineering Services Section.

Cost per set: $[complete/delete] . This amount is not refundable.

Electronic files: Make sure the following files included in this RFT are downloaded from the eTendering portal:

www.tenderlink.com/lachlan

Tender form: The Tender submission documents include a warrant and representation that the Tenderer has, before submission of Tender, obtained the information and documentation referred to above and all other information relevant to the works, contingencies and other circumstances having an effect on its Tender.

http://www.tenderlink.com/lachlan



3 TENDERING METHOD

Tendering method ; Open Tender

General: Direct enquiries regarding this request for tender to:

Name: Tekohi Rivera Phone: 02 6895 1961

Position: Director Infrastructure Services Email: [email protected]

Fax: 02 6895 3478

4 SITE INSPECTION AND BRIEFING MEETING

Tenderer responsibility: Before submitting the Tender, become familiar with the Works and the site.

Option 1: Tenderers may conduct site inspections on their own behalf by arrangement with the Council’s contact person.

OR

Option 2: Tenderers are required to attend the pre-tender briefing meeting and site inspection in order to submit a conforming tender.

- The briefing meeting and site inspection will be held on:

Briefing Meeting

Day:

Date:

Time:

Place:

Site Inspections

Day:

Date

Time

Place

- The meeting will be minuted and the minutes forwarded to all Tenderers and shall become part of the request for tender documents. Tenderers will be required to sign a certificate of attendance at the end of the meeting.

- Tenderers are to provide their own accommodation and transport including for the site inspections

5 TENDER LODGEMENT REQUIREMENTS

5.1 CLOSING TIME AND DATE

General: Submit tenders before the closing time and date for tenders. It is the Tenderer’s responsibility to make sure the tender is lodged on time. Failure to meet these submission requirements may render the submission invalid.

Time: 4.00 PM

Date: Wednesday 13 May 2020



5.2 ELECTRONIC LODGEMENT

General: Lodge tenders at www.tenderlink.com/lachlan (Electronic tender box). Allow sufficient time for tender lodgement including any time that may be required for problem analysis and resolution before the closing time.

Tender submission documents: Complete the tender submission questions (replicated in the forms provided by the Principal in VOLUME 4 - Tender submission and the Schedule of Prices) at the Electronic tender box.

Supporting material: Submit any supporting material with the relevant questions at the Electronic tender box.

5.3 MANUAL LODGEMENT

General: Submit tenders on the forms provided by the Principal in VOLUME 4 - Tender submission and Schedule of Prices. Enclose documents in a sealed envelope and legibly mark the envelope marked as follows:

Contract No. T2020/9

Tender for Project Management Services –Capital Works Program

and either:

delivered by hand or by courier and placed in the:

Tender box

LACHLAN SHIRE COUNCIL

58 – 64 MOLONG STREET

CONDOBOLIN NSW 2877

or

mailed to the Tender box addressed as follows:

Tender box



CONDOBOLIN NSW 2877

5.4 TENDERS VIA EMAIL OR FACSIMILIE

General: Tenders submitted via email or facsimile will not be considered under any circumstances.

http://www.tenderlink.com/lachlan

Project Management Services Capital Works Program Tender No. 2020/9 0123 Conditions of tendering


0123 CONDITIONS OF TENDERING


INVTATION FOR TENDER IFT T2020/9



CAPITAL WORKS PROGRAM FY2021 to FY2223

CONDITIONS OF TENDERING

PREPARED BY:

DATE: APRIL 2020

COUNCIL’S INFRASTRUCTURE SERVICES DEPARTMENT



1 CONTRACT INFORMATION

1.1 PREAMBLE

The Conditions of tendering have been prepared in conformance with AS 4120, which sets out the ethics and obligations of the Principal and Tenderers in the tendering process in the construction industry.

Tenderers and Principal shall comply with the requirements of AS 4120. In particular, attention is drawn to the obligations of Tenderers in preparing and submitting their Tender for this project.

Without limiting the above obligations:

- Tenderers shall not submit tenders without a firm intention to proceed.

- Tenderers must not engage in any form of collusive practice.

- Any Tenderer who directly or indirectly canvasses support from an elected member or servant of the Council will be disqualified.

In all request for tender documentation, words importing a gender include every gender.

1.2 PROJECT INFORMATION

PROJECT MANAGEMENT SERVICES –CAPITAL WORKS PROGRAM

It is a QUALITY ASSURED contract with method of payment being SCHEDULE OF RATES and PRICES.

PROJECT DESCRIPTION:

Lachlan Shire Council (Council) are seeking to implement a program of capital works including major and minor water infrastructure upgrades. Council are seeking the services of suitably qualified consultants for the provision of Project Management and Program Management services to deliver these projects.

The Contract Period is three years commencing 1 July 2020.

Refer clause 1.3 Information for Tenderers for details of typical types of projects which may be involved..

Further information on the scope of these projects are provided in Volume 2, Specifications, Attachment A.

ABOUT LACHLAN SHIRE COUNCIL

Lachlan Shire is located in the Central West of New South Wales; 200km west of Orange, 100km west of Parkes, 220km south west of Dubbo and 228km north east of the Griffith. Lachlan Shire has an area of 14,973 square kilometres and hosts the towns of Condobolin, Lake Cargelligo and Tottenham and villages of Albert, Burcher, Tullibigeal, Fifield and Derriwong.

Condobolin is the largest town in the Lachlan Shire and the Lachlan River flows through the town from east to west. Refer to Council’s website for more information: www.lachlan.nsw.gov.au

1.3 RELEVANT DOCUMENTS

Documents: Request for tender documents for this project include the following:

- Information for Tenderers. This document does not form part of the Contract.

- Conditions of tendering. This document does not form part of the Contract.

- VOLUME 1 – Conditions of contract.

. General conditions of contract (e.g. AS 4122, not included as part of the contract documentation).

. Annexures to General conditions of contract.



. Special conditions of contract.

- VOLUME 2 – Technical specifications.

. Specification Attachment A

- VOLUME 3 – Not Used

- VOLUME 4 – Tender submission documents.

.

- Additional documents: The following documents do not form part of the request for tender documents but are supplied as additional information to assist the Tenderer in the preparation of the tender:

The Principal does not guarantee that the information contained in any of these documents is accurate or complete and the Tenderer must make their own assessment as to the validity of the information when preparing the tender.

1.4 CONTRACTOR’S RESPONSIBILITY

Requirement: Ascertain all information relating to the services, the works and site conditions that may affect the progress or method of performing all services and works are documented and are within the scope of this contract. Prepare for every contingency that may arise. It is further understood that just provision for these contingencies have been accounted for, implicitly or explicitly within the Bill of quantities or Schedule of rates submitted.

1.5 COUNCIL’S CONTACT PERSON

General: Direct enquiries regarding this request for tender to:

Name: Tekohi Rivera Phone: 02 6895 1961

Position: Director, Infrastructure Services Email: [email protected]

1.6 SITE INSPECTION AND BRIEFING MEETING

Option 1: Tenderers may conduct site inspections on their own behalf by arrangement with the Council’s contact person.

OR

Option 2: Tenderers are required to attend the pre-tender briefing meeting and site inspection in order to submit a conforming tender.

- If Tenderers wish to have specific issues addressed at this meeting, formal notification should be forwarded to Council’s contact person at least 2 days prior to the meeting.

- Tenderers are to register their interest in attending the pre-tender meeting and the site inspection by telephoning Council’s contact person.

- The briefing meeting and site inspections will be held on:

Briefing Meeting

Day:

Date:

Time:

Place:

Site Inspections

Day:

Date

Time



Place

-

- The meeting will be minuted and the minutes forwarded to all Tenderers and shall become part of the Contract documents. Tenderers will be required to sign a certificate of attendance at the start and end of the meeting and the site inspections.

- Tenderers are to provide their own accommodation and transport including for the site inspections.

2 TENDER LODGEMENT REQUIREMENTS

2.1 CLOSING TIME AND DATE

General: Submit tenders before the closing time and date for tenders. It is the Tenderer’s responsibility to make sure the tender is lodged on time. Failure to meet these submission requirements may render the submission invalid.

Time: 4.00 PM

Date: Wednesday 13 May 2020

2.2 ELECTRONIC LODGEMENT

General: Lodge tenders at www.tenderlink.com/lachlan (Electronic tender box). Allow sufficient time for tender lodgement including any time that may be required for problem analysis and resolution before the closing time.

Tender submission documents: Complete the tender submission questions (replicated in the forms provided by the Principal in VOLUME 4 – Tender submission and Schedule of Prices) at the Electronic tender box.

Supporting material: Submit any supporting material with the relevant questions at the Electronic tender box.

2.3 MANUAL LODGEMENT

General: Submit tenders on the forms provided by the Principal in VOLUME 4 – Tender submission. Documents and Schedule of Prices and are to be enclosed in a sealed envelope and the envelope marked legibly as follows:

and either:

delivered by hand or by courier and placed in the:

Tender box



CONDOBOLIN NSW

or

mailed to the Tender box addressed as follows:

Tender Box



CONDOBOLIN NSW 2877

2.4 TENDERS VIA EMAIL OR FACSIMILIE

General: Tenders submitted via email or facsimile will not be considered under any circumstances.



2.5 LATE TENDERS

A posted tender which is received after the closing time and date will only be considered if the Tenderer can satisfy Council that the formal tender documents and all other requisite essential information were posted or lodged at a post office or other recognised delivery agency within a reasonable time to ensure delivery before the deadline for closing of tenders, and the Tenderer has taken all possible action to expedite delivery when notified of a late arrival.

Essential information means all information in the Tender form and all information which is required by the Conditions of tendering for submission with the Tender form.

2.6 TENDER VALIDITY PERIOD

Tenders will be valid for a period of 90 days from the tender closing date. In the event of the withdrawal of the tender before the expiration of this period, the Tenderer shall be liable for all costs, losses or damages suffered by the Principal by reason of that withdrawal.

3 TENDER SUBMISSION INFORMATION

3.1 PRICES

Unless otherwise documented, conform to the following:

- Express prices in Australian Dollars and exclusive of applicable tax, consumption tax or duties. Identify these taxes and duties separately.

- Do not vary prices according to the mode of payment.

3.2 LUMP SUM CONTRACT

The price submitted by the Tenderer is a lump sum price for the undertaking of the contract.

3.3 SUPPORTING INFORMATION FROM TENDERERS

Provide documentary evidence to demonstrate they have the necessary competence, resources, industrial relations, quality and safety management and financial capacity to carry out the Works.

3.4 SUBCONTRACTORS

Provide, in VOLUME 4 – Tender submission documents, the names and telephone numbers of the Tenderer’s Subcontractors.

3.5 ALTERNATIVE PROPOSALS

Alternative proposals, which satisfy the Principal’s basic commercial and performance objectives, technical and legal requirements, may be submitted as options but only in addition to a conforming tender.

All costs associated with the design and documentation of any alternative proposal shall be borne by the Tenderer.

3.6 IN-HOUSE TENDER

The Principal will not be submitting an “in house” tender for this work.

3.7 TENDER EVALUATION AND SELECTION

See also at Clause 1.4 EVALUATION CRITERIA in Information for Tenderers

Evaluation, negotiation and selection of tenders shall be in conformance with the requirements of AS 4120.

The evaluation criteria are the following:

Criteria

Conformity with the tender documents

Demonstrated Project Management experience



Previous experience in Local Government Projects

Value for money

Technical, managerial, physical and financial resources

Integrated Management System

The Principal is not bound to accept the lowest, or any tender.

The successful Tenderer, and the price which is accepted, shall be notified in writing to all Tenderers.

3.8 POST TENDER SUBMISSIONS

The Principal may call for post tender submissions from some or all tenderers in order to assist with the evaluation.

Such submissions will be confidential between the Principal and Tenderer.

The call for such submissions will not bind the Principal to proceed to accept a tender.

3.9 POST TENDER NEGOTIATIONS

The Principal may enter into negotiation with a preferred Tenderer or a number of candidate tenderers.

Such negotiations will be confidential between the Principal and Tenderer and will be conducted in conformance with the guidelines set out in AS 4120.

The undertaking of negotiations will not bind the Principal to accept a tender.

3.10 COST OF TENDERING

All costs associated with tender preparation and submission shall be borne by the Tenderer.

3.11 CONTRACT COMMENCEMENT DATE

The commencement of the Contract is nominated as the date of dispatch of the letter of acceptance of tender to the successful Tenderer. There shall be no Contract prior to the issue of a letter of acceptance.

Project Management Services Capital Works Program Specification – Attachment A FY2021 to FY2223 Tender No. 2020/9 Scope of Project Management Services

1

1 TABLE OF CONTENTS

1 GENERAL REQUIREMENTS .................................................................................................. 3

1.1 Objective ..................................................................................................................... 3

1.2 Professional behaviour ................................................................................................ 3

2 DELIVERY OF SERVICES IN PHASES ..................................................................................... 3

2.1 Project Planning Phase ................................................................................................ 3

2.2 Project Development Phase ........................................................................................ 4

3 SERVICES DELIVERY PLAN ................................................................................................... 4

4 REVIEW AND MAINTAIN PROJECT DATA ............................................................................ 5

5 INCEPTION MEETING AND SITE VISIT ................................................................................. 6

6 STATUS MEETINGS .............................................................................................................. 6

7 PREPARE INDIVIDUAL PROJECT PLANS ............................................................................... 6

7.1 Integration Management ............................................................................................ 7

7.2 Stakeholder Management ........................................................................................... 7

7.3 Scope management ..................................................................................................... 7

7.4 Quality management ................................................................................................... 7

7.5 Procurement management ......................................................................................... 7

7.6 Time management ...................................................................................................... 8

7.7 Risk management ........................................................................................................ 8

7.8 Resource Management ............................................................................................... 8

7.9 Communications plan.................................................................................................. 8

7.10 Cost management ....................................................................................................... 8

8 IMPLEMENTATION OF PROJECT DEVELOPMENT ............................................................... 9

9 MONTHLY REPORTING ....................................................................................................... 9

9.1 Program ....................................................................................................................... 9

9.2 Budget ......................................................................................................................... 9

9.3 Stakeholder consultation .......................................................................................... 10

9.4 Risk ............................................................................................................................ 10

9.5 Restart NSW Reporting ............................................................................................. 10

10 ENGAGEMENT AND MANAGEMENT OF SERVICE PROVIDERS ..................................... 10

11 PROCUREMENT AND MANAGEMENT OF DESIGN ENGAGEMENTS .............................. 12


2

12 PREPARATION OF CONTRACT DOCUMENTATION ........................................................ 13

13 PRE-TENDER ESTIMATE ................................................................................................. 14

14 TENDER EVALUATION PLAN .......................................................................................... 14


3

2 GENERAL REQUIREMENTS

2.1 Objective

The Principal appoints the Consultant in the capacity of Project Manager with the objective

of planning and developing the projects to the point where tenders can be called for

procurement of these via a design development and construction (DD&C) contracts, or

separate design and construction contracts as appropriate. At the Principal’s sole discretion

the Consultant may be appointed in the further capacity of Project Manager with the

objective of managing the delivery of the projects, including construction and commissioning.

2.2 Professional behaviour

Act ethically in the interests of the Principal.

The General Conditions of Contract are AS 4122-2010 General Conditions of Contract for

Consultants. Consultants are to note that they will be selected and contracts will be

administered strictly in accordance with AS 4121 - Code of ethics and procedures for the

selection of consultants. By submitting a quotation, consultants acknowledge that they are

fully cognisant with and adhere to the provisions of this code. Whilst the code in total is

relevant, attention is drawn to clause 7 of that code and in particular subclauses 7.4(a) and

(b).

Comply with all relevant legislation and standards, codes of practice applicable to the

Principal and the projects. Make enquiries where necessary to stay informed of requirements

particular to the Principal.

Act safely. Comply with all WHS & QA requirements of the Principal and Consultant’s ISO

certified WHS and quality management systems

Liaise with and provide relevant and timely advice to the Principal regarding recommended

actions to be undertaken (by the Principal, Consultant or third party) to achieve execution of

the objectives within a timely manner, within an approved budget whilst managing risk.

Act on behalf of and as an advocate for the Principal in undertaking representations to,

consultation with and/or procurement of services with third parties.

Generally implement Project Management tasks in accordance with good industry practice.

3 EXECUTION OF SERVICES IN PHASES

The Services are to be executed in one or more phases including Project Planning, Project

Development and Project Delivery phases.

3.1 Project Planning Phase

Undertake project planning, consultation, investigation and other activities required to

prepare comprehensive Project Plans for planning, development; and delivery of the projects.

As a minimum comply with all requirements in sections 3, 4, 5, 6 and 7 of this Attachment A.


4

This phase will be completed when compliant Project Plans have been submitted after having

been reviewed by the Principal.

3.2 Project Development Phase

If directed by the Principal, the Consultant will then be required to project manage the development of the projects in accordance with the approved Project Plans. This phase will be completed when all deliverables identified in the Project Plan have been submitted. One of the key deliverables will be a complete set of tender documents to enable the Principal to proceed with calling tenders under a DD&C procurement method, or separate design and construction contracts as appropriate.

3.3 Project Delivery Phase

If directed by the Principal, the Consultant will then be required to project manage the delivery of the projects in accordance with the approved Project Plans. This phase will be completed when all the deliverables identified in the Project Plan have been executed. One of the key deliverables will be a complete set of as-executed documents and close out report to enable the Principal to verify the project has been completed to the design and specifications of the project.

4 SERVICES EXECUTION PLAN

Mobilise the team who will execute the Project Management Services (‘the Services’).

Prepare and submit within three weeks of contract award a Services Execution Plan which

outlines how the Services will be provided in accordance with this brief and the tender across

the whole program where more than one project is undertaken.

As a minimum, identify in the Services Execution Plan:

the methodology to be applied by the Consultant in executing the Services

the Consultant’s proposed project management personnel o who will provide the lead role in the execution of the Services o who will provide the site role in the execution of the Services o who will provide technical and contractual support role in the execution of

the Service o who will provide administrative support in the execution of the Service,

including all public relations activities

a communications plan including relevant contact details of key personnel and key stakeholders (local media outlets, members of the public, government agencies, third party representatives, community group representatives, key Council staff, Councillors and local business representatives)

identification of methods and timing of consultation with stakeholders, including templates for media releases

integrated HSEQ management tasks that will be specifically applied to the execution of the Services

proposed methodology for appraisal and management of project phase risks, including a risk register per project


5

proposed method for storage and management of data and document control, including effective electronic communication with key Council staff and Council’s records management system

proposed strategies for managing scope (and forecasting scope, time and cost creep), including templates for forecast total project cost

project and program timelines against which progress can be tracked

proposed strategies for planning and managing cost o proposed project budget structures, including sources of funds, timing of

those sources, project phase contingency and sources of funds for contingency

o methods for estimating and their associated confidence levels

proposed approach for making procurement decisions and packaging of works

a sample monthly report to Council

a sample monthly report in accordance with Restart NSW reporting requirements

Submit the draft Services Execution Plan for review at least two days prior to the inception

meeting.

Maintain and update the Service Execution Plan in response to feedback from the Principal or

if changes to the method for the execution of the services are required due to changing

circumstances.

5 REVIEW AND MAINTAIN PROJECT DATA

Request and review project data provided by the Principal relevant to the projects, which may

include but is not limited to:

Project Summaries

Business Cases / funding submissions / grant deeds

Services information held by Council or third parties

Available as-constructed information and close out reports

Any other background literature from Council’s record management system

Review Restart NSW funding reporting requirements as amended from time to time by that

body.

Identify critical data gaps necessary for Project Plan and make enquiries to obtain missing

information where reasonably possible.

Establish and maintain a register of Requests for Information (RFIs) for enquiries to the

Principal and their responses.

Provide an organised, electronic storage repository of all relevant project information and

documentation (including new information or documentation developed during the project)

and make this available upon request by the Principal or at the completion of the project.


6

6 INCEPTION MEETING AND SITE VISIT

Within three weeks of award of engagement, organise and attend an inception meeting at

Condobolin, NSW.

As a minimum the Consultant’s Project Manager must attend.

Prepare an agenda. As a minimum:

Present and receive feedback on the draft Services Execution Plan

Identify strategies to obtain any data required to progress the projects

Attend each site with the Principal to investigate site constraints at each of the project sites

Provide a preliminary risk register

Provide a template for a fortnightly report

Provide a template for the forecast total project cost

Take and submit minutes of the inception meeting.

Update the Services Execution Plan in response to comments provided by the Principal and

constraints identified during site investigations.

7 STATUS MEETINGS

Establish a calendar of project update meetings on a weekly basis or as requested by the

Principal.

Also identify and convene other purposed meetings (e.g. risk management, value

management, procurement, design review meetings) as required to execute projects.

Prepare agendas, minutes and facilitate each meeting. Ensure relevant attendees receive

invitations.

The meetings may be convened via teleconference (Skype for Business, Team Viewer, zoom

or approved equivalent).

At every second project update meeting, present the fortnightly report.

8 PREPARE INDIVIDUAL PROJECT PLANS

Within six weeks of award of engagement, submit draft Project Plans for the project. Each

Project Plan is to comprehensively identify the methodology to execute the project and

validate its outcomes in alignment with the information provided at the inception meeting.

Project Plans must address all knowledge areas within the Project Management Body of

Knowledge. As a minimum, ensure each plan addresses topics below:


7

8.1 Integration HSEQ Management

Write a project statement of objectives showing strategic alignment to Lachlan Shire Council’s

Community Strategic Plan and grant deed requirements.

Identify project constraints & priorities and the relationship of each project to other related

projects.

Identify appropriate project milestones to validate project outcomes and measure project

success, with cost control and community & stakeholder satisfaction being of equal

importance.

8.2 Stakeholder Management

Identify all affected internal and external stakeholders.

Identify a plan for consulting with these parties and dealing with public relations crises.

8.3 Scope Management

Identify all functional objectives of project.

Provide a Work Breakdown Structure (WBS) for all project phases to procure the project

including but not limited to:

Pre-concept Sketches & Bases of Design,

Options Assessment,

Concept Designs and Estimates,

Principal and Third Party Approvals,

Design Development,

Value Engineering and Safety in Design,

Consultant Engagement &/or Construction Tendering or Quotation.

Where it is reasonably ascertainable, provide a WBS of the works that is likely to form part of

the DD&C contract, or separate design and construction contracts as appropriate.

8.4 Quality Management

Identify key quality requirements of the project that need to be addressed in the design basis.

Identify plans for confirming quality during the preconstruction and construction phases to

ensure project outcomes are validated.

8.5 Procurement Management

Prepare a procurement plan in accordance with the Local Government Act and Council

procurement policy, which identifies and justifies:

Consultancy services require prior to construction (e.g. environmental investigations, options investigation, design development),

The structure of the construction contract(s),

Proposed terms and conditions of the contract,

Proposed method to engage with the market,

Community and stakeholder consultation.


8

8.6 Time Management

Prepare a project and program timeline (Gantt Chart) for all project phases.

Identify time risks. Describe and justify time contingencies in the program.

Show Council and consultant/contractor resources assigned to each activity in the program.

Show key milestones where interaction or approval will be required from the Principal,

grant bodies, stakeholders or third party agencies.

Describe management methods to be employed to keep the project on time.

8.7 Risk Management

Prepare a project risk register. Include assessment of risk categories, hazards, their likelihood,

consequence, ranking and controls.

Clearly show levels of residual risk following application of controls.

Show proposed allocations of responsibilities and resources for implementing controls.

8.8 Resource Management

Provide a resource plan (Council, consultant & contractor) for management of the project

through all project phases.

8.9 Communications Plan

Diagrammatically indicate proposed communication paths and protocols with all internal

and external stakeholders.

Describe how to respond effectively and efficiently to public relations crises.

8.10 Cost Management

Prepare a project budget inclusive of all project costs which might reference but is not

limited to:

The Principal’s project management costs,

Project Management services provided by the Consultant,

Other consultancies and contracts,

Other project expenses and fees,

Contingencies.

Provide estimates for all project management costs.

If the cost of consultancies, contracts and other items is not ascertainable at the time of

preparing the Project Plan, identify strategies to estimate cost prior to commencement of

tendering.

Estimate and justify project contingencies.

Provide a cash flow forecast that aligns with the project budget and sources of funding over

time.


9

Generally identify measures to be undertaken to reduce project cost (e.g. design review, value

management workshops, adoption of local rates for work & materials).

Submit the draft Project Plans for approval within six weeks of Project Award.

Update the Project Plan in response to feedback from Council and resubmit for approval

within five days or receipt of comments.

9 IMPLEMENTATION OF PROJECT EXECUTION

If directed by the Principal, the Consultant will then be required to project manage the development and/or delivery of the projects in accordance with the approved Project Plans. Take all reasonable actions to ensure the project is executed within the Project Timeline and

Project Budget without unduly exposing the Principal to risk.

Do not depart from the Project Plan without prior approval from the Principal.

10 WEEKLY, FORTNIGHTLY AND MONTHLY REPORTING

Prepare and present to the Principal at the end of each week, a dot point Project Status

Summary by email and a fortnightly written Project Status Report by attachment to email and

a monthly draft Report to Council that informs the Principal of the progress of each project,

key decisions and all current project risks.

As a minimum, include within the monthly Report to Council commentary and updated

plans, timelines, budgets and registers to address:

10.1 Program

Indicate progress in relation to the overall project and program.

Describe key activities undertaken in the previous month and planned for the following

month.

Update the Gantt chart against baseline.

Describe changes, proposed changes or delays to the delivery timeframe (and reasons for

this) and recommended steps to mitigate.

10.2 Budget & Expenditure

Track the expenditure against budget to show actual cost versus budgeted cost for all line

items, including expenditure to date and forecast expenditure.

Track forecast total project cost against budget and actual and forecast expenditure against

sources of funding.

Identify reasons for any changes in contract values with consultants and/or contractors.


10

10.3 Contract Administration

Receive all contractual progress claims, prepare payment certificates, extensions of time and

variations.

Submit to Principal all payment certificates and supporting information, including measure

quantities prior to issuing to consultants or contractors.

10.4 Community and Stakeholder Consultation

Update information any complaints and any consultation with internal and external

stakeholders or third parties.

Report any media releases, responses to public relations crises and improvement actions to

maximise community and stakeholder satisfaction in the project.

10.5 Risk

Update risk registers showing status of implementation of controls.

Update commentary on changes to project risk or any other significant matters, including

public perceptions, potential claims, delays and disputes, with recommended action to keep

the Project on time and budget.

10.6 Restart NSW Reporting

Provide separate reporting as required to satisfy all requirements for Restart NSW funding,

where Restart NSW funding is a source of funding for the project.

Refer to: https://www.asset.gov.com.au/

10.7 Road to Recovery Reporting

Provide separate reporting as required to satisfy all requirements for Australian Government

Roads to Recovery Program funding, where Roads to Recovery funding is a source of funding

for the project.

11 ENGAGEMENT AND MANAGEMENT OF SERVICE PROVIDERS

The development of the projects may require input from various Service Providers from

professional consultants or contractors such as engineering firms, surveyors, geotechnical,

estimators, environmental or other specialists. The engagement of services must be identified

in the Procurement section within each Project Plan.

Act on behalf of the Principal in procuring inputs from Service Providers by:

obtain approval from the Principal to every proposed Contract, its scope, and estimates of cost and time for completion;

ensure that the engagement of Service Providers complies with the principles and procedures of the relevant documents listed in the Appendix: Instruments for the Services unless otherwise directed by the Principal;

https://www.asset.gov.com.au/


11

select panels of tenderers from pre-qualified panels in accordance with the NSW Government Procurement System for Construction;

prepare briefs;

invite expressions of interest or arrange pre-registration when there is no suitable panel of tenderers;

prepare tender documents complete and fully detailed in the form, nature and character of the relevant Contract, and ensure the tender documents have the commercial and contractual clauses required by the Principal;

evaluate tenders in consultation with the Principal and submit a tender evaluation report with recommendation for acceptance;

prepare letters of award for issue by the Principal and issue letters to unsuccessful tenderers.

Act on behalf of the Principal in managing inputs from Service Providers by:

manage Contracts in accordance with the principles and procedures required by the Principal;

act as appropriate so that the Principal may satisfy its obligations under the Contracts;

check that insurances are effected and maintained as required in the Contracts;

review and assess Service Providers’ management plans and conduct quality management system audits;

respond promptly to requests for information from Service Providers, supply responses by written instruction, and keep records of the transactions;

monitor the progress of specified activities and the production of specified deliverables to satisfy the Principal and relevant authorities, and to meet technical requirements of relevant codes, ordinances, regulations and standards;

check that Service Providers have supplied certification of deliverables for compliance with the relevant specification, statutory requirements, and codes;

manage the submission of all draft documentation supplied by Service Providers to the Principal for review and facilitate the approval process as follows:

o review draft documentation supplied by Service Providers and provide return comment;

o return documentation containing errors, or of inadequate quality or standard to the Service Provider for amendment;

o submit draft documentation of acceptable quality and standard, with comments, to the Principal for review;

o consolidate all review comments, on behalf of the Principal, and forward these to the Service Providers;

o review and comment on final documentation and submit to the Principal for approval only when it is of acceptable quality and standard;

ensure that adequate inspection of Contract Work takes place in accordance with the Contracts;

advise Service Providers of non-compliance with the Contract;

examine and provide comment to Service Providers as appropriate on drawings;


12

supervise the Service Providers to make sure that Contract Work is being carried out within contract conditions and to make sure that required quality standards are being met;

monitor Service Provider progress on a continuous basis;

check and report to the Principal on the value of progress claims;

make recommendations to the Principal as appropriate concerning certification of contractual outcomes;

when in receipt of a payment claim, follow the Principal’s payment procedures;

carry out all action required the ensure the Principal meets its obligations under the Contract;

advise on options for, get approval to and take action on the mitigation of delays and resolution of issues;

issue letters of determination to Service Providers regarding claims settlement as directed by the Principal;

manage resolution of Contract disputes with Service Providers in accordance with the Principal’s requirements;

refer to the Principal issues outside delegated authority.

12 PROCUREMENT AND MANAGEMENT OF CONSULTANTS & CONTRACTORS

It is likely that Project Plans will require engagement of technical or design services. Wherever

possible, the Consultants are to preference local suppliers in accordance with Council’s

Procurement Policy and use consultants and contractors from Council’s existing Term Panels

for:

Supply of Crushed Stone and Gravel;

Supply of Plant and Truck Hire;

Electrical Installation and Maintenance Services;

Control System Support and Modification Services;

Central West Joint Organisation Supply Contracts.

Further to the requirements of Section 10, comply with the following requirements for

procurement and/or management of technical inputs from Service Providers:

prepare a detailed brief for the relevant components of the project that aligns with the Project Plan and specifies all functional requirements that are required to be delivered by the design;

provide all required site information;

clearly identify the extent of design required by the Service Provider and what future development should be assumed from the DD&C contractor;

clearly define deliverables;

ensure engineering services documentation is coordinated;

coordinate consultation between the Principal and the designer(s) to assist with the identification of risks with the construction, use and maintenance of the project and the elimination of those risks, or, if not reasonably practicable to eliminate them, to minimise the risks as far as reasonably practicable;


13

require the designer(s) to demonstrate compliance with the safe design and other obligations of the WHS Act and WHS Regulations and the Safe Work Australia Code of Practice for Safe Design of Structure. This includes, but is not limited to:

o consulting with the Principal to enable the identification of risks, and whenever reasonably practicable the elimination or minimisation of the risks;

o providing adequate information with the design about: the purpose for which the structure was designed; the results of any calculations, testing, analysis or examination; any conditions necessary to ensure that the structure is without risks

when used for a purpose for which it was designed, or when carrying out an activity related to the structure such as construction, maintenance and demolition;

o providing a written report that specifies the hazards relating to the design that, so far as the designer is reasonably aware, create a risk to persons carrying out the construction work;

Facilitate Value Management studies and critical design reviews.

Where requested by the Principal or where identified in an approved Project Plan, undertake

or arrange a secondary Service Provider to undertake a peer review of the design.

13 PREPARATION OF CONTRACT DOCUMENTATION

Prepare complete contract documentation to enable the Principal to procure the project in

accordance with the Procurement Plan.

Prepare all commercial documentation:

Request for Tender or Quotations and Conditions of Tendering;

General Conditions of Contract and associated annexures;

Contract Preliminaries reflecting the Principal’s administrative and general requirements;

Returnable Commercial Tender Schedules.

Prepare and/or integrate all necessary technical documentation provided from Service

Providers:

Functional specifications / scope of works;

Technical specifications (minimum civil, mechanical and electrical requirements);

Drawings;

Site information;

Any other technical information.

Review all documents to ensure documents are mutually explanatory, consistent and free

from errors, omissions and ambiguities.

Submit tender or quotation documents for review by the Principal.


14

Update documents or arrange for Service Providers to update documents in response to

comments from the Principal.

14 PRE-TENDER ESTIMATE

When tender or quotation documents are completed, prepare or engage a Service Provider

to prepare a pre-tender cost estimate.

Review the estimate.

Align returnable price tender schedules with the same breakdown structure as the estimate.

15 TENDER AND QUOTATION EVALUATION PLAN

Prepare a draft tender evaluation plan identifying all criteria relevant to procuring a

contractor to successfully deliver the works.

Submit the plan for review by the Principal.

Update the plan in response to comments from the Principal.

Ensure all returnable schedules will obtain information necessary to meaningfully evaluate

offers in accordance with the criteria in the tender evaluation plan.

Project Management Services Specifications Capital Works Program Tender No. T2020/9


0122 INFORMATION FOR TENDERERS




INVITATION FOR TENDER IFT T2020/9



CAPITAL WORKS PROGRAM FY2021 TO FY2223

VOLUME 2 SPECIFICATIONS

PREPARED BY LACHLAN SHIRE COUNCIL

DATE: MAY 2019

COPY No:



Specifications for this Project consist of the following;

Attachment A – Scope of Project Management Services

Project Management Services Vol. 4 Tender Submission documents Capital Works Program FY2021 to FY2223 Tender No. 2020/9



RFT T2020/9



CAPITAL WORKS PROGRAM

VOLUME 4 of 4

4a. TENDER SUBMISSION DOCUMENTS

PREPARED BY:

DATE: APRIL 2020



NOMINATION OF REQUIRED TENDER SUBMISSIONS

0124 Tender submission documents

NOMINATION OF REQUIRED TENDER SUBMISSIONS

1.1 INSTRUCTION TO TENDERER

1.2 TENDERER’S ACKNOWLEDGMENT

Part A - Tender forms and declarations

1 TENDER FORM

2 SCHEDULE OF RATES / BILL OF QUANTITIES

3 FINANCIAL INSTITUTION GUARANTEE

3.1 PARTICULARS OF TENDERER

3.2 DETAILS OF CONTRACTS IN PROGRESS

3.3 PARTICULARS OF FINANCIAL INSTITUTION

4 TENDERER’S PARTICULARS — FINANCIAL (GENERAL)

4.1 SUPPORTING FINANCIAL INSTITUTION

4.2 ACCOUNTANT

5 TENDERER’S PARTICULARS — FINANCIAL (INSURANCE)

5.1 INSURANCE OF EMPLOYEES: Workers Compensation or Personal Accident and Illness Insurance

5.2 PUBLIC LIABILITY INSURANCE

5.3 MOTOR VEHICLE INSURANCE

5.4 PROFESSIONAL INDEMNITY

6 TENDERER’S PARTICULARS—CURRENT COMMITMENTS

7 TENDERER’S PARTICULARS — PRIOR TERMINATION OF PROJECT(S)

8 TENDERER’S PARTICULARS — PROJECT HISTORY

9 TENDERER’S PARTICULARS — WHS/QUALITY ASSURANCE/ENVIRONMENTAL SYSTEM

10 TENDERER’S PARTICULARS — PERSONNEL

11 REGISTER OF TENDERER’S SUBCONTRACTORS AND SUPPLIERS

12 SELECTED AND NOMINATED SUBCONTRACTORS

12.1 SELECTED SUBCONTRACTORS:

12.2 NOMINATED SUBCONTRACTORS

13 MAJOR MACHINERY AND EQUIPMENT

14 STATUTORY DECLARATION ON NON-COLLUSIVE TENDER DECLARATION

15 ACQUAINTANCE WITH SITE

16 RECEIPT OF ADDENDA

17 STATEMENT OF CONFORMANCE

18 INSTRUMENT OF AGREEMENT

PART B - REQUIRED INFORMATION

1 Construction program

2 Other supporting information

1.1 INSTRUCTION TO TENDERER

General: Complete in full and submit the forms in numerical order listed above. The completed forms, declarations and required information shall comprise the tender submission documents. Initial and date each form at the bottom right hand corner.

Omissions: The omission of any of the forms or required information listed above may, at the absolute discretion of the Principal result in a non-conforming tender and be subject to rejection.

Confidential information: All submitted information will be treated as confidential.



1.2 TENDERER’S ACKNOWLEDGMENT

Contract: PROJECT MANAGEMENT SERVICES - CAPITAL WORKS PROGRAM

Contract No: T2020/9…………………………………..

Date: …………………………………………….

Signature of Tenderer : …………………………………………………………………………………………



PART A - TENDER FORMS AND DECLARATIONS

1 TENDER FORM

Instruction to Tenderer: Complete and submit with tender.

I, .............................................................................................................................................. (Print name)

.......................................................................................................... (Position in Tendering organisation)

of ......................................................................................................................... (Tendering organisation)

ABN ............................................................................................................................................................

Located at ................................................................................................................... (Business Address)

On this ………………………………….. day of ……………………............... , ………………….(Year)

having fully acquainted myself with the Conditions of tendering and contract documents and accordingly the obligations and responsibilities of the Contract do hereby tender to perform the work described below:

Contract No.: T2020/9

Contract: Project Management Services – Capital Works Program

as publicly invited by LACHLAN SHIRE COUNCIL,

in conformance with the following documents, referenced with the Contract No.: T2020/9

Conditions of tendering for information only, not part of the contract

Volume 1 { { {

The General conditions of contract e.g. AS4122-2010. Annexure to the General conditions of contract. Special conditions of contract.

Volume 2 { Technical specifications .

Volume 3 { Not Used

Volume 4 { {

Tender submission documents. Amendments to the Contract.

Other documents compiled by the Tenderer and submitted are as follows:

1. .................................................................................................................................................................

2. .................................................................................................................................................................

By submitting this tender, the Tenderer warrants and represents that it has made its own enquiries and investigations and has obtained professional advice and all other relevant information so as to inform itself of all risks and contingencies which may effect its tender price. The Tenderer warrants and represents that it has included for all such risks and contingencies in its tender price.

Signature of Tenderer : ....................................... ……………………………………………………………….

Phone and facsimile numbers : ..................................................................................................................

Email address: ............................................................................................................................................

Subscribed and declared this day of.. , (Year) ...................................................... ………..

Before me: .............................................................................................................................. (Print name)

Witness: .................................................................................................................................... (Signature)



2 SCHEDULE OF RATES AND PRICES / BILL OF QUANTITIES


ALL QUANTITIES ARE PROVISIONAL (excl GST)

ITEM DESCRIPTION QTY UNIT RATE* AMOUNT

1. Establishment/disestablishment from place of business to/from the Condobolin, NSW. Item to include all costs staff salaries, travel, fares, meals, accommodation in both directions.

30 Sum

2. Project Manager

(Estimated range 1000 to 6000 hours)

3000 Hour

3. Project Engineer

(Estimated range 3000 to 7000 hours)

5000 Hour

Total ex GST

GST

Total incl GST

Meal allowance will be paid for basic meals and non-alcoholic beverages upon presentation of receipts. Provision of a site vehicle for travel within the Shire will be paid at $0.77/km where Council cannot supply a pool vehicle. Council will arrange for comfortable self-contained accommodation within the Shire. Where Council cannot arrange suitable accommodation, Consultant is to arrange their own accommodation which is to be within the Shire with an on cost in accordance with the additional rates in the table below. GST will not apply to supply of these items.

ADDITION RATES

ITEM DESCRIPTION UNIT RATE*

1. Other Staff (Tenderer to nominate classifications)

hour $

2. On cost for subcontractors, materials, disbursements

%

3. Other (Tenderer to nominate)

NOTE: Rates to include for all corporate and head office costs including but not limited to telephones, printing, travel other than specified etc.



3 FINANCIAL INSTITUTION GUARANTEE


Under the General conditions of contract for this project, the progress payments issued by the Principal to the Tenderer will be made on the following basis: MONTHLY

3.1 PARTICULARS OF TENDERER

Name of Tenderer:

Address:

Phone number :

Name of the Principal (Council):

Contract description :

Project duration (months):

Tender price:

Monthly expenditure ($):

3.2 DETAILS OF CONTRACTS IN PROGRESS

Principal Project description

Start date Expected completion

Contract value ($)

TENDERER’S FINANCIAL INSTITUTION TO COMPLETE THE FOLLOWING INFORMATION:

....................................................................................................................................................................

3.3 PARTICULARS OF FINANCIAL INSTITUTION

Name of financial institution:

Branch:

Address:

Representative’s name and title:

Phone number :

Facsimile number:

I, ……………………………………………………., based upon the information given above and additional information available to the financial institution, believe the Tenderer is capable of meeting the financial requirements of this project.

Signature: ..................................................................................................................................................

Witness: .....................................................................................................................................................

Date: ..........................................................................................................................................................



4 TENDERER’S PARTICULARS — FINANCIAL (GENERAL)

Instruction to Tenderer: Complete and submit with Tender for inspection and verification by Principal.

4.1 SUPPORTING FINANCIAL INSTITUTION

Name of financial institution:

Branch:

Address:

Manager :

Phone number :

Facsimile number:

Email address:

Term of engagement :

4.2 ACCOUNTANT

Company name:

Address:

Contact person :

Phone number :

Facsimile number :

Email address:

Term of engagement :



5 TENDERER’S PARTICULARS — FINANCIAL (INSURANCE)

Instruction to Tenderer: The following insurances will be required. State details of current policies and if requested post tender supply certificates of currency for these insurances.

5.1 INSURANCE OF EMPLOYEES: WORKERS COMPENSATION OR PERSONAL ACCIDENT AND ILLNESS INSURANCE

Insurance against any death of or injury to persons employed by the Service Provider as required by state legislation.

If the Service Provider has no employees and in lieu of Workers Compensation Insurance, insurance for personal accident and illness under a policy that provides:

Insurance company:

Amount of coverage: As detailed above.

Policy No.:

Expiry date:

Insurance required: Yes

5.2 PUBLIC LIABILITY INSURANCE

Insurance against the death or injury to any third party or parties or loss of or damage to any property including loss of use of property whether it is damaged or not whatsoever caused during the course of the contract. The policy shall contain a cross liability clause and a “Principal’s clause” and shall have a limit of indemnity of not less than the amount indicated for any one occurrence, but shall be unlimited in the aggregate.

Insurance company:

Amount of coverage: For example: $20 million

Policy No.:

Expiry date:


5.3 MOTOR VEHICLE INSURANCE

Comprehensive vehicle insurance

In the case of any motor vehicle used in the performance of the contract, a Motor vehicle insurance covering accidental damage, fire and theft. The policy shall be for a sum not less than the full market value of the vehicle.

Registered vehicles

Insurance against any injury to any third party or parties under a Compulsory Third Party Insurance as required by state legislation.

Insurance against loss of or damage to any property whatsoever caused by the use of the vehicle when being driven by the Service Provider, its employees or any person not employed by the Service Provider. The policy shall have a limit of indemnity of not less than $20,000,000 and shall be extended to include CTP Gap Coverage Endorsement cover and shall note the interest of the Principal as an insured.

Insurance company:

Amount of coverage: For example: $20 million

Policy No.:

Expiry date:




Unregistered vehicles (Plant)

Note: Any damage arising as a result of the plant being used as a tool of trade is to be covered by either an extension of the Service Provider’s Comprehensive Motor Vehicle Insurance or the liability endorsed onto the Service Provider’s Public Liability Insurance.

5.4 PROFESSIONAL INDEMNITY

Insurance company:

Amount of coverage:

Policy No.:

Expiry date:




6 TENDERER’S PARTICULARS—CURRENT COMMITMENTS

Instruction to Tenderer: List the current projects to which your organisation is engaged or committed. Submit with Tender.

1. Project name ........................................................................................................................................

Client Contact Phone number Contract amount Estimated completion (Mth/Yr)

Description of works

2. Project name .................. ……………………………………………………………………………………..



3. Project name .................................................................................................................................................................... ....................................................................................................................................................................





7 TENDERER’S PARTICULARS — PRIOR TERMINATION OF PROJECT(S)

Instruction to Tenderer: Complete and submit with Tender.

1. Has your organisation ever failed to complete a project ? No Yes

2. If yes, please provide details.



8 TENDERER’S PARTICULARS — PROJECT HISTORY

Instruction to Tenderer: Complete and submit with tender. List similar projects completed by your organisation in the last 10 years.

1. Project name ........................................................................................................................................

Client Contact Phone number Contract amount Duration


2. Project name .................. ……………………………………………………………………………………..



3. Project name .................................................................................................................................................................... ....................................................................................................................................................................





9 TENDERER’S PARTICULARS — WHS/QUALITY ASSURANCE/ENVIRONMENTAL SYSTEM


Work Health and Safety Comments/Details

Who is your contact for advising workplace injuries with your Workers Compensation Insurer, and what is their contact phone number? Notify nominated contact that Council will be making contact to obtain a summary of injury statistics regarding your company.

Is your WHS system independently certified? Provide copy with tender submission.

Does your company have an WHS policy statement? Provide a copy with your tender submission.

Does your company have a drugs and alcohol policy? Provide details.

How does your company undertake site inductions on similar contracts:

Provide details on your company’s risk assessment method used for similar contracts.

Provide contact details for an employee safety representative at your company.

Provide contact details for your company’s safety officer and detail what other roles this person performs.

Does your company have safe work method statements covering the work required under the contract? If not, provide details on percentage of the work does.

Quality Assurance

Is your QA system independently certified? Attach a copy with your tender submission.

Does your existing QA system fully cover the scope of works of this contract? If not, provide details on necessary changes.

Environmental systems.

Is your environmental system independently certified? Attach a copy with your Tender submission.

Is your company running any environmental sustainability programs? Provide details.

Does your company have a sediment and erosion control program in place that would be implemented under the contract? Provide a summary of actions that would be undertaken under this program.



10 TENDERER’S PARTICULARS — PERSONNEL

Instruction to Tenderer: Provide the names of the Project Director, Lead Project Manager and Lead Engineer(s) and submit with tender.

1. Project Director

Years experience

Name Company role Estimated time commitment (%)

In current firm Prior

Work responsibilities for this Project:

2. Lead Project Manager

Years experience




3. Lead Engineers

Years experience






11 REGISTER OF TENDERER’S SUBCONTRACTORS AND SUPPLIERS

Instruction to Tenderer: Compile a listing of all selected Subcontractors and Suppliers which the Tenderer expects to use to execute the Works under the terms of this Contract. Submit with Tender.

Supplier or Subcontractor Appropriate telephone No.

Description of work or materials

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.



12 SELECTED AND NOMINATED SUBCONTRACTORS

12.1 SELECTED SUBCONTRACTORS: NOT REQUIRED. THERE ARE NO SELECTED SUBCONTRACTORS

12.2 NOMINATED SUBCONTRACTORS; NOT REQUIRED. THERE ARE NO NOMINATED SUBCONTRACTORS



13 MAJOR MACHINERY AND EQUIPMENT

Instruction to Tenderer: Compile a listing of all major machinery and equipment proposed to execute the Works under the terms of this Contract.

Not Required

Make/Model Description Year of manufacture

Owned or leased

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.



14 STATUTORY DECLARATION ON NON-COLLUSIVE TENDER DECLARATION


I, ............................................................................................................................................ (Print name)

of ....................................................................................................................... (Tendering organisation)

do hereby solemnly declare and affirm the following:

1. I hold the position of …………………………………….., and am duly authorised by the tendering organisation to lawfully proclaim the following and, after having made due inquiry believe the following to be completely accurate to the best of my knowledge.

2. Neither the Tenderer nor the Tenderer’s agent have entered into any contract or agreement to offer payment of any kind to a trade association, representative of the Superintendent or representative of the Principal in the event of a winning tender by this Organisation.

3. Neither the Tenderer nor the Tenderer’s agent have had any knowledge of the price of tenders submitted by it’s competitors nor did the Tenderer furnish the price of the enclosed tender to any source external to the Tendering Organisation prior to the close of the tender date as specified within this Contract.

4. Neither the Tenderer nor the Tenderer’s agent have entered into any contract or agreement to offer payment of any kind to an unsuccessful Tenderer in the event of a winning tender.

5. The Tenderer is not aware of any facts which would affect the decision of the Principal in accepting the tender nor has the Tenderer attempted to acquire information relevant to the tender award process by soliciting the Principal, the Superintendent or their agent.

6. Neither the Tenderer nor the Tenderer’s agent have entered into any agreement with other Tenderers or third party which results in a payment of unsuccessful tenderers fees.

7. The contents of this document are true and correct to the best of my knowledge and in no way have been written under duress of any form.

I make this solemn declaration as to the matter aforesaid, according to the law in this behalf made, and subject to the punishment by law provided for any wilfully false statement in any such declaration.

Signature of Tenderer: ...............................................................................................................................

Subscribed and declared at: .......................................................................................................................

This ……………………………………………. day of ……………………. (Year)………………………….

Before me: .............................................................................................................................. (Print name)

Witness: .................................................................................................................................... (Signature)

(Justice of the Peace or authorised person)



15 ACQUAINTANCE WITH SITE

Attendance at the Pretender Meeting and Site Inspection is mandatory in order to submit a conforming tender.



16 RECEIPT OF ADDENDA

Instruction to Tenderer: Complete and submit with the tender to acknowledge receipt of the addenda listed below during the tender period and that the tender has been prepared having regard to these addenda.

Addenda No. Brief description (eg. specification page no., clause no., schedule no.)

Date received

This tender has been prepared having regard to the addenda listed above.



17 STATEMENT OF CONFORMANCE

Instruction to Tenderer: Complete and submit with the tender. Signify whether or not the submitted tender conforms with the requirements of the tender documents by striking out below ** as applicable.

This tender **does / does not** conform.

If the tender does not conform with the requirements of the tender documents, list the areas of non-conformance and the reasons for non-conformance. Value each non-conformance so that, if the non-conformance is deemed unacceptable, the Contract sum can be adjusted accordingly. If the non-conformances are not priced and are deemed to be unacceptable, the tender may not be further considered.

Area of non-conformance and reason Value of non-conformance ($)



18 INSTRUMENT OF AGREEMENT

This instrument shall be completed by Principal and Contractor after acceptance of the tender. It is included here for the Tenderer’s information only.

This form comprises a binding Contractual agreement between:

.............................................................................................................................................. Principal and

.................................................................................................................................................. Contractor

to faithfully execute the whole of the Works as set out in the documents below for the

Contract: …………………………………………………………..Contract No.: ………………….

within the area of ......................................................................................................................... Council

in accordance with: Tender dated: …………/…………/…………

and Letter of acceptance dated: …………/…………/…………

Contractual document parts include:

Volume 1 { The General conditions of contract AS4122-2010

{ Annexure to the General conditions of contract.

{ Special conditions of contract.

Volume 2 { Technical specifications.

Volume 3 { Not Used

Volume 4 { Tender submission documents. { Amendments to the Contract.

The Principal does not guarantee that information provided as additional to the Contract documents (Volumes 1 to 4) to assist the Tenderer in the preparation of the tender is accurate or complete and the Tenderer must make their own assessment as to the validity of the information.

Signature of Principal: ...............................................................................................................................

Address: .....................................................................................................................................................

Witness: .................................................................................................................................. (Signature)

THE COMMON SEAL of )

is affixed in accordance with its articles of )

association in the presence of: )

………………………………………………….. ……………………………………………………

Secretary/Director Director

………………………………………………….. ……………………………………………………

Name of Secretary/Director (print) Name of Director (print)



PART B - ADDITIONAL INFORMATION

1 OTHER SUPPORTING INFORMATION

0122 Information for tenderers - Lachlan Shire · Project Management Services Information for...

Documents

Transcript of 0122 Information for tenderers - Lachlan Shire · Project Management Services Information for...