DIRECT RESOURCE DIALY BUS SERVICES REQUEST FOR TENDERS (RFT) INSTRUCTIONS

This template is to be used for the procurement of Daily Bus Services by School boards of Trustees through an open tender advertised on the Government Electronic Tender Service (GETS). Key to highlighting:

[Green] Instructions and guidance [Yellow] Content to be inserted by the Procurement Officer [Blue] Responses to be inserted by the Tenderer.

In this template, the School Board of Trustees is referred to as “the Buyer” which is the legal entity that intends to enter into a contract in order to acquire services.Suppliers that have submitted a Tender or may submit a tender are referred to as “Tenderers”.When identifying the name of the school in the Procurement title, follow this with (the School). The specified school may then be referred to as “the School” throughout the RFT.Prior to publication:

1. delete all unused optional content2. ensure all [green] and [yellow] highlighting has been removed3. delete this instructions page4. save a separate Word document versions of Section 4 Form of Tender (file name: Form of

Tender Daily Bus Services at [name of School],5. save the whole RFT document (including Section 4: Form of Tender) as a PDF document

(file name: “Daily Bus Services at [name of School] RFT”).

THIS INSTRUCTIONS PAGE AND ALL GREEN AND YELLOW HIGHLIGHTING MUST BE DELETED PRIOR TO PUBLICATION

Direct Resource Daily Bus Services RFT

The Board of Trustees for [name of School] (the Buyer)

Request for Tenders (RFT)

Daily Bus Services for [name of School] (the School/The Buyer)

RFT released: [Date]Deadline for Questions: [Time date]

Deadline for Tenders: [Time date]

Direct Resource Daily Bus Services RFT

SECTION 1: Key Information1.1 Context

a. This Request for Tenders (RFT) is an invitation to suitably qualified suppliers to submit a Tender for Daily Bus Services for [name of School]. Daily Bus Services (the Services) are the safe transportation of students between the School and each student’s designated pick-up/drop-off point.

b. Words and phrases that have a special meaning are shown by the use of capitals and are defined in the RFx Process Terms and Conditions (Section 1.6).

1.2 Indicative Timelinea. The indicative timeline for this RFT is:

RFT released [Date]

Deadline for Questions from Tenderers [Date]

Deadline for Tenders [Time] [Date]

Tenderers notified of outcome (intended) [Date]

Intended Contract start date [Date]

b. All dates and times are dates and times in New Zealand.

c. The timeline may be subject to change via Tender Notification.

1.3 Point of Contacta. The Point of Contact for this RFT is:

Name: [Contact School.Buying@education.govt.nz to learn who to name as your Procurement Officer]Role: Procurement Officer

b. All enquiries in relation to this RFT must be directed to the Point of Contact through the GETS question/answer function. Requests for clarification and questions relating to developing a Tender must be made before the Deadline for Questions (Section 1.2a). All communications in relation to this RFT will be managed by the Point of Contact.

c. By subscribing in GETS to the Tender Notice for this RFT, you will automatically be informed by email of all Tender Notifications for this RFT.

1.4 Developing your Tendera. Tenders for this RFT must include all the information requested in and be in the format

and set out in the Form of Tender. A Microsoft Word document version of the Form of Tender is included with the GETS Tender Notice for this RFT.

b. Tenderers must complete and sign the Tenderer’s Declaration in the Form of Tender.c. [Optional][Additional instructions e.g. limit on number of pages and font size, format for

soft copies etc.]d. Tenders are limited in size to 100mb.

1.5 Submitting your Tendera. Tenders for this RFT must be submitted electronically through the GETS e-Tender box

function. It is recommended that uploading process be undertaken with sufficient time to allow the upload to complete before the Deadline for Tenders.

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b. To submit a Tender through GETS:

1. be registered as a supplier in GETS2. subscribe to the Tender Notice for this RFT

3. in the Tender Notice, click “Tender a Response”4. complete the on-line form, attach your Tender and click “Commit” (Tenderers will

receive an auto-generated email from GETS acknowledging receipt of the Tender).

c. Tenders submitted other than through the GETS e-Tender function (e.g. hand delivered, post or fax) may be rejected as non-compliant.

d. Tenderers must submit Form of Tender as a file named:Tenderer Name - Daily Bus Services for [name of School] RFT Form of Tender

1.6 RFT Process Terms and Conditionsa. This RFT is an open competitive Tender process and is subject to the RFx Process

Terms and Conditions at: School Property Procurement RFx Process Terms and Conditions (Conditions-of-Tendering) 2017-2.pdf.

b. Tender Validity Period: In submitting a Tender, the Tenderer agrees that its Tender will remain open for acceptance by the Principal for four calendar months from the Deadline for Tenders.

1.7 Later changes to the RFT or RFT processa. Following release of this RFT, any changes to the RFT document or RFT process or any

additional information to be provided to Tenderers will be communicated through the GETS question/answer function or by issuing an Addendum to the RFT through GETS. By subscribing to the Tender Notice for this RFT, you will be automatically notified by auto-generated email of changes/additional information provided through the GETS question/answer function and/or by Addendum to the RFT.

b. All answers communicated through the GETS question/answer function and all Addenda to the RFT form part of this RFT.

1.8 Tender DocumentsDocuments attached to the GETS Tender Notice for this RFT and which form part of this RFT (Tender Documents) are:

i. RFT (pdf)

ii. Form of Tender (Word document)iii. Schedule 1: Vehicle information

iv. Schedule 2 NZ Transport Agency Consent Formv. Schedule 3: Pricing information

vi. Appendix A: Route Information and Mapvii. Appendix B Draft Contract

viii. [Other information (specify)].

1.9 Concerns and Complaintsa. Any concern or complaint a Tenderer has in regard to this RFT must be raised with the

Point of Contact (Section 1.3) in the first instance.

b. If an issue or complaint that remains unresolved following best endeavours at resolution with the Point of Contact, the issue or complaint may be escalated by emailing the

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Ministry of Education’s (the Ministry) Education Infrastructure Service Procurement Team: EIS.Procurement@education.govt.nz(Email title: “Issue with Daily Bus Services for [name of School] RFT – [GETS reference number]”.

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SECTION 2: The Requirement2.1 Pre-conditions

a. The following Pre-conditions are the mandatory requirements that Tenderers must fully meet to be considered for this contract opportunity. Tenderers that cannot fully meet all pre-conditions should not submit a tender. Any Tender received that is deemed to not fully meet all pre-conditions will be excluded from further evaluation and will not be successful.

b. Pre-conditions for this tender are:i. The Supplier (including all sub-contractors) throughout the term of the contract

must:(a) have the appropriate passenger service licence(s) as defined by New

Zealand Transport Agency (NZ Transport Agency):(i) Small: operating one or more Passenger Service Vehicle (PSV)

carrying 12 people or less, and/or(ii) Large: operating one or more PSV carrying more than 12 people

(b) maintain an NZ Transport Agency Operator Rating System (ORS) Operator Rating of 4 star or above

(c) maintain public liability insurance of $1 million per occurrence(d) maintain all relevant passenger service insurances as required by law.

ii. All drivers (including all relief drivers) to be used to provide the Services throughout the term of the contract must:

(a) hold a current, valid driver license for the type of vehicle being driven(b) hold a passenger (P) endorsement

(c) not have any medical condition which would affect or impair the driver’s ability to drive a vehicle in a safe and proper manner;

(d) undergo and pass a NZ Transport Agency DL9 medical performed by a registered medical practitioner no less frequently than once every 12 months and at any other time requested by the Buyer where the Buyer reasonably considers a driver’s ability to perform the services is affected

(e) not have any conviction relating to child abuse, or alcohol or drug abuse (all drivers will be required to be acceptably safety checked as required by the Vulnerable Children Act 2014 (VCA) which includes a Police vet)

(f) must have completed or have an agreed programme to complete within six months, the following New Zealand Qualification Authority (NZQA) Unit Standards, or an equivalent training programme approved by the Ministry (as per Appendix 1):

(i) 3465 Describe driving hazards and crash risk reduction strategies and responses to driving hazards

(ii) 3466 Apply risk reduction techniques and strategies while driving

(iii) 26551 Provide first aid for life threatening conditions

(iv) or 6401 Provide first aid(v) 26552 Demonstrate knowledge of common first aid conditions

and how to respond to themor 6402 Provide basic life support

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(vi) 15162 Drive a school bus

(vii) 17972 Demonstrate knowledge of heavy rigid vehicle dynamics and handling for safe driving

(viii) 24089 Demonstrate knowledge of fatigue management, work time, and driver logbook requirements

(ix) 15163 (if applicable) Drive a large passenger service vehicle in a fuel efficient manner.

iii. All vehicles (including all relief vehicles) to be used to provide the Services throughout the term of the contract must:

(a) be PSVs as defined by NZ Transport Agency and meet all requirements of the Land Transport Rule: Passenger Service Vehicles 1999 (the PSV Rule)

(b) have a current Certificate of Registration (CoR)

(c) have a vehicle age (from the date of first registration recorded on the CoR) of no more than:

(i) small PSV: 15 years (14 years 365 days)(ii) large PSV: 26 years (25 years 365 days)

(d) have a current Certificate of Fitness (CoF)(e) have:

(i) passed at first inspection the last five (two and a half years of) CoF checks for brakes, steering, tyres and suspension, or

(ii) be on 12-monthly CoF inspections.(f) have no less than third party vehicle insurance.

2.2 The Servicesa. The Services required are the safe transportation of students between the School (or

other predetermined location) and each student’s designated pick-up/drop-off point in the [specify area] area, generally up to within [xx] km of the school on school days. Information on schools terms can be found here: https://parents.education.govt.nz/essential-information/school-terms-and-holidays/ Information specific to The School can be found at this website [xx]

b. Current student numbers and route information are detailed in Appendix A: Route Information. Student numbers, pick-up/drop-off points and routes may vary over the term of the contract.

c. The Buyer reserves the right to increase, decrease or alter the Services over the term of the Contract including the addition of further related services.

d. Timeframes, which may be subject to change by notification over the term of the contract, are:

i. It is intended that the Services will commence on [date].ii. Term dates within which the Services are to be delivered (Monday to Friday) are:

(a) [date] to [date](b) [date] to [date]

(c) [date] to [date](d) [date] to [date]

iii. Public holidays and school specific dates when the Services will not be required will be detailed in the Contract or notified to the Supplier.

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iv. School drop-off and pick-up times are:

(a) Morning: arrive at school for drop off between [time]am – [time]am(b) Afternoon: be at the School for pick-up at [time]pm

e. The Supplier must ensure that communications and customer relations are maintained between the Supplier and Buyer at all times.

f. The Supplier must comply with the VCA including: i. having a formal, documented child protection policy

ii. operating a child protection system that includes:(a) Safety checking (including VCA Police vetting) of workers

(b) Safeguards for ensuring that only acceptably safety checked workers will be in the presence of students during the delivery of the Services

(c) Ensuring that safety checking remains current(d) Worker risk assessment

(e) Core worker exemption process(f) Data protection

(g) Reporting, recording, auditing and assuranceiii. that all workers that will be in the presence of students during the course of

delivering the Services will be required to undergo a three yearly safety check (including a VCA Police vet) and that any worker deemed unacceptable as a result of the safety check will be prohibited from being in the presence of students during the course of delivering the Services.

g. The Suppler must:i. have a formal, documented health and safety policy

ii. operate a formal documented health and safety system that aligns with AS/NZS 4801:2001 and that includes:

(a) a hazard identification, reporting and risk assessment and management process

(b) an incident management process for reporting, recording (in incident register), investigating and managing all health and safety incidents

(c) health and safety monitoring and inspections(d) health and safety training including induction and on-going training and

recording of training provided in a health and safety training register(e) occupational health management including identification, assessment and

monitoring(f) emergency response procedures.

h. The Supplier must have a formal documented system for vehicle maintenance to ensure and all vehicles used to deliver the Services are road-worthy and operate safely including:

i. regular vehicle inspections including pre-departure checksii. a vehicle maintenance/servicing programme

iii. maintenance and servicing performed by competent and suitably qualified personsiv. recording of all vehicle related issues including all repairs, servicing and

maintenance conductedv. system for ensuring regulatory compliance (e.g. COF, RUC, vehicle license,

vehicle age)

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vi. reporting, recording, auditing and assurance.

i. The Supplier must operate a formal, documented driver competency and training programme that includes:

i. Induction training for all driversii. NZQA unit standards training as per driver pre-conditions (paragraph 2.1, a, ii, (f))

iii. A programme/plan of on-going training for all drivers (no less than two half days per Driver per annum) that may include:

(a) Driving skills/defensive driving related training (e.g. driving on gravel)(b) Appropriate behaviour, liaising with schools and managing students

(c) Vehicle maintenance and inspection(d) first aid (refresher)

(e) stress and time management(f) Incident management

(g) hazard identification and health and safetyiv. Route/school specific familiarisation training

v. Drug/alcohol testingvi. Competency testing

vii. Means for ensuring that annual medical examinations of drivers are completed and that any resultant appropriate actions are taken promptly

viii. Means for ensuring that all traffic and any other offending is reported, recorded and that appropriate actions are taken promptly

ix. Safeguards to ensure that only suitably trained/qualified drivers are involved in delivery of the Services

x. Recording of all training and testing

j. [Optional] The Supplier must operate a radio telephone (RT) communication system between each vehicle providing the Services and a central base that is staffed throughout the time that the Services are being provided.

k. [Optional] The Supplier must operate a formal, documented student identification process for recording all students embarking onto and disembarking from the vehicle.

l. The Supplier must operate a formal, documented incident management process for appropriately managing incidents including:

i. Vehicle related incidents (e.g. breakdowns, vehicle accidents, near misses)ii. Route related incidents (e.g. adverse weather conditions, road closures)

iii. Student related incidents (e.g. misbehaviour, injuries, illness)

m. [Optional] The Supplier must operate a formal, documented procedure for safe student embarking and disembarking that provides reasonable assurance of student safety at embarkation/disembarkation points.

2.3 Capability (skills and expertise)a. The Supplier (including any sub-contractor) must have sufficient organisational capability

to satisfactorily provide the Services. Organisational capability may be evidenced by:i. meeting the requirements detailed at paragraph 2.1.b.i (passenger service

licenses pre-condition) and paragraph 2.1.b.ii (ORS rating pre-condition)

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ii. relevant, recent experience providing the Services or similar services in a comparable setting (e.g. institutional), preferably in the same area/region.

iii. a good track record of providing the Services or similar services (supported by referees’ feedback and any other information the Buyer may have or obtain).

b. All drivers engaged by the Supplier to provide the Services (including relief drivers) must have sufficient capability to satisfactorily provide the Daily Bus Services. Driver capability may be evidenced by:

i. Meeting the requirements detailed at paragraph 2.1.c.ii (driver pre-conditions)ii. relevant, recent experience providing Daily Bus or similar services in to similar

clients (e.g. institutional), preferably in the same area/region.iii. a good track record providing Daily Bus or similar services (supported by referees’

feedback and any other information the Buyer may have or obtain).

2.4 Capacity (resources and availability)a. The Supplier must have a sufficient number of suitable vehicles available to fully deliver

the Services throughout the term of the Contract including no less than [xx] relief vehicle.

b. All vehicles to be used to deliver the Services must: i. meet all requirements detailed at paragraph 2.1.c.iii (passenger service licenses

pre-condition)ii. be of sufficient size to ensure that there will be no less than one seat per student

(excluding seating in the driver’s compartment e.g. driver’s passenger seat).c. Where a vehicle nominated in Schedule 1: vehicle Information will exceed the maximum

vehicle age during the term of the Contract, the Supplier must have a vehicle replacement plan for ensuring that vehicle age requirements for all vehicles used to provide the Services will be met throughout the term of the Contract. Preference will be given to Tenderers whose vehicles of an age such that they will not require replacement during the term of the Contract.

d. The Supplier must have a sufficient number of suitable drivers available to fully deliver the services throughout the term of the Contract including no less than [xx] relief driver.

e. It is preferred that no part of the provision of the Services is sub-contracted. Any proposed sub-contracting arrangement must be acceptable to the Buyer and the sub-contractor must meet all requirements for the provision of Services.

2.5 Pricea. Pricing information required from Tenderers and the format for its presentation is set out

in the Schedule 4: Pricing information.b. Tenderers are to offer a per kilometre rate which will be applied to the route information at

Appendix A: Route Information and Map to calculate a Tender Price.c. The price may be adjusted annually based on an annual review by the Ministry of the

base and per kilometre rates of funding provided to the Buyer using a formula based on the prices paid to Ministry-contracted transport service providers in the year immediately prior to the adjustment. This adjustment will reflect annual changes in transport costs, taking account of the NZ Transport Agency indexation indices and processes for diesel buses (as set out in the New Zealand Transport Agency Procurement Manual) to calculate any fluctuation of input costs.

The tendered Price must:i. be inclusive of all costs, fees, expenses and charges associated with the

satisfactory delivery of the Services

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ii. clearly state the Price in NZ$ exclusive of GST

iii. take into account and include adequate provision for all risks, contingencies and other circumstances relating to the satisfactory delivery of the Services

iv. Include reference to all assumptions and qualifications made about the satisfactory delivery of the Services.

d. The Buyer is under no obligation to check Tenderers’ pricing for errors or omissions.e. If a Tenderer offers a Price that is substantially lower than other Tenders (an abnormally

low bid) or the Buyer is not satisfied that the Price offered is adequate to meet the obligations of the Contract, the Buyer may exclude the Tenderer from further evaluation or selection as preferred or seek to verify that the Tenderer is capable of satisfactorily delivering the Services and meeting all of the conditions of the Contract for the Price tendered.

f. If the Buyer discovers price errors and/or omissions in any Tender, the Buyer may give the relevant Tenderer the opportunity to:

i. correct such error and/or omission so long as by the correction there would be no material prejudice to any other Tenderer (as determined by the Buyer in its sole discretion),

ii. confirm that its Tender remains open for acceptance notwithstanding the error, oriii. withdraw its Tender.

g. Acceptance of a Tender that contains (an) error(s) will not invalidate the Contract formed by that acceptance.

2.6 The Contracta. It is intended that the Supplier will be engaged to deliver the Services through a Contract

with an initial term of [X] years and with an optional extension of up to [X] years at the sole discretion of the Buyer [X+X] years.

b. The Services are provisional upon Ministry funding which is based on numbers of eligible students and a funding formula calculation, each of which is reviewed annually.

c. A copy of the draft Contract is included at Appendix B.

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SECTION 3: Tender Evaluation3.1 Evaluation method and criteria

Tenders will be evaluated by an Evaluation Team (ET) using a conformance and best value evaluation model against the following criteria and scoring:

Criterion Scoring

Pre-conditions Appropriate passenger service licence(s) ORS Operator Rating of 4 star or above Public Liability insurance Drivers hold appropriate licences and P endorsement Drivers not have any conviction relating to child abuse, or

alcohol or drug abuse Drivers must have completed or have an agreed programme

to complete within six months, the following New Zealand Qualification Authority (NZQA) Unit Standards, or an equivalent training programme approved by the Ministry:o 3465o 3466o 26551 or 6401o 26552 or 6402o 15162o 17972o 24089 o 15163 (if applicable)

Vehicles:o are PSVso have current CORso minimum age requirementso have a current CoFo have passed at first inspection the last five (two and a

half years of) CoF checks for brakes, steering, tyres and suspension, or be on 12-monthly CoI inspections.

Pass/Fail

The Services Workable solution for the full delivery of the Services Vulnerable children policy Health and safety Driver training programme [Optional] RT communication system Incident management process [Optional] Student identification process [Optional] Student embarking and disembarking procedure

Pass/Fail

Capability (skills and expertise) Organisational and driver experience and track record Pass/Fail

Capacity (resources and availability) Sufficient suitable vehicles and drivers

o Requirement to replacement vehicle(s) during term of contract: -3/10

Pass/Fail

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o If vehicle replacement plan is required but not provided or is evaluated as inadequate: tender will be deemed to be non-compliant with vehicle age pre-condition

o sub-contracting: -2/10

Price Lowest

3.2 Price evaluationPrice evaluation will involve the following:

a. Non-compliant Tenders and Tenders excluded for being evaluated as Fail for any non-price criterion will be excluded from price evaluation.

b. A total Price will be calculated for each Tender based on tendered per km rate x km of travel.

3.3 Due diligenceDue diligence may be undertaken on one or more Tender/Tenderer and the results may be taken into account in the evaluation/selection process. Due diligence may include:

a. reference checks

b. clarifications, interviews, and/or presentationsc. Police vetting of personnel

d. other checks (e.g. validity of proposal, financial, probity, legal).

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SECTION 4: Form of TenderDaily Bus Services for [name of School]4.1 Tenderer’s Details

Tenderer name: [Tenderer’s Organisational name]

Full legal name (if different) [Legal name]

Physical address [Main or head office]

Postal address [E.g. P.O Box address]

Registered office [Registered office if applicable]

Business website [URL]

Type of entity (legal status) [E.g. sole trader/partnership/limited liability company]

Registration number [Company registration number if applicable]

Country of residence [Country where the Tenderer is resident for tax purposes]

GST registration number [NZ GST number OR Overseas based]

Contact person [Full name of the person authorised to represent the Tenderer]

Title/position [Title/position of the Tenderer’s contact person]

Telephone number [Area code - number]

Mobile number [Prefix - number]

Email address [Email address]

Transport Service Licenses (large and small) numbers

[License number(s)]

4.2 Pre-conditions

4.2.1 Confirm that you fully meet all of the pre-conditions detailed in paragraph 2.1.

[Confirmed/not confirmed]

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4.3 The Solution

4.3.1 Outline your plan for fully delivering the services including:

Allocation of vehicles and drivers to be used to deliver the services and their deployment

Type/size of vehicles (including maximum passenger numbers) Plan for deploying relief vehicles/drivers at short notice

Communications and customer relationship management Complaints process

All sub-contracting arrangements (if relevant)

[Answer]

4.3.2 Confirm that you:

Have a formal documented child protection policy

Operate a child protection system including:o Safety checking (including VCA Police vetting) of workerso Ensuring that safety checking remains currento Safeguards for ensuring that only acceptably safety checked workers will

be in the presence of students during the delivery of the Serviceso worker risk assessmento Core worker exemption processo Data protectiono Reporting, recording, auditing and assurance

Provide a brief description of each component list above including:

o What is involved?o To what standard?o Who is responsible?o What frequency (how often)?o What records are kept?o What assurance/checks/oversight is in place?

Vulnerable Children Act policy in place [Confirmed/not confirmed]

Attach a copy of your child protection policy

Student safety system in operation [Confirmed/not confirmed]

[Description of safety checking (including VCA Police vetting) of workers]

[Description of how safety checking remains current] [Description of safeguards for ensuring only acceptably safety checked workers

will be in the presence of students] [Description of worker risk assessment]

[Description of core worker exemption process] [Description of data protection safeguards]

[Description of reporting, recording, auditing and assurance]

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4.3.3 Confirm that you:

have a formal documented health and safety policy

operate a formal documented health and safety system that aligns with AS/NZS 4801:2001 and that includes:

o a hazard identification, reporting and risk assessment and management process

o an incident management process for reporting, recording (in incident register), investigating and managing all health and safety incidents

o health and safety monitoring and inspectionso health and safety training including induction and on-going training and

recording of training provided in a health and safety training registero occupational health management including identification, assessment

and monitoringo emergency response procedures

Health and safety policy in place [Confirmed/not confirmed]

Health and safety system operating that includes: Hazard management process [Confirmed/not confirmed]

Incident management process [Confirmed/not confirmed] Health and safety monitoring and inspections [Confirmed/not confirmed]

Health and safety training system [Confirmed/not confirmed] Occupational health management system [Confirmed/not confirmed]

Emergency response procedures [Confirmed/not confirmed]Attach a copy of your health and safety policy and proof of any health and safety accreditation (if held).

4.3.4 Confirm that you operate a formal documented vehicle maintenance system that includes:

Regular vehicle inspections including pre-departure checks.

Vehicle maintenance/servicing programme. Having all vehicle maintenance and servicing performed by competent and

suitably qualified persons Recording of all vehicle related issues including all repairs, servicing and

maintenance conducted. System for ensuring regulatory compliance (e.g. COF, RUC, vehicle license,

vehicle age). Reporting, recording, auditing and assurance.

Describe each component listed above including: What is involved?

To what standard? Who is responsible?

What frequency (how often)? What records are kept?

What assurance/checks/oversight is in place?

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Vehicle maintenance system in operation: [Confirmed/not confirmed]

[Description of vehicle inspections/checks]

[Description of vehicle maintenance/servicing programme] [Description of reporting issues, repairs, servicing and maintenance]

[Description of regulatory compliance system] [Description of reporting, recording, auditing and assurance]

Attach a copy of your vehicle maintenance programme

4.3.5 Confirm that you operate a formal, documented driver competency and training system that includes:

Induction training for all drivers

A programme/plan of on-going training for all drivers (no less than two half days per Driver per annum) that may include:

(a) Driving skills/defensive driving related training (e.g. driving on gravel)

(b) Appropriate behaviour, liaising with schools and managing students(c) Vehicle maintenance and inspection

(d) first aid (refresher)(e) stress and time management

(f) Incident management(g) hazard identification and health and safety

NZQA unit standards training as per driver pre-conditions Route/school specific familiarisation training

Drug/alcohol testing Competency testing

Means for ensuring that all annual DL9 medical examinations are completed and that appropriate actions are taken promptly

Means for ensuring that all traffic and any other offending is reported, recorded and that appropriate actions are taken promptly

Safeguards to ensure that only suitably trained/qualified drivers are involved in delivery of the Services

Recording of all training and testingDescribe each component listed above including:

What is involved? To what standard?

Who is responsible? What frequency (how often)?

What records are kept? What assurance/checks/oversight is in place?

Driver competency and training system: [Confirmed/not confirmed]

[Description of induction training]

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[Description of on-going training programme] [Description of route/school specific familiarisation training]

[Description of drug/alcohol testing] [Description of competency testing]

[Description of means for ensuring that all annual DL9 medical examinations are completed and that appropriate actions are taken promptly]

[Description of means for ensuring that all traffic and any other offending is reported, recorded and that appropriate actions are taken promptly]

[Description of safeguards to ensure all drivers are suitably trained/qualified] [Description of recording of training/testing]

Attach a copy of your driver management programme

4.3.6 [Optional] Confirm that you will operate a radio telephone (RT) communication system between each vehicle providing the Services and a central base that will be staffed throughout the time that the Services are being provided. Provide a brief description of your RT system.

[Confirmed/not confirmed]

[Description of RT system]

4.3.7 [Optional] Confirm that you operate a formal, documented student identification process for recording all students embarking onto and disembarking from the vehicle including:

Recording students transported Reporting absences

Non-entitled/casual students transportedProvide a brief description of how your student identification process works

Student identification process: [Confirmed/not confirmed]

[Description of student identification process]

4.3.8 Confirm that you operate have a formal, documented incident management process for appropriately managing incidents including:

Vehicle related incidents (e.g. breakdowns, vehicle accidents, near misses) Route related incidents (e.g. adverse weather conditions, road closures)

Student related incidents (e.g. mis-behaviour, injuries, illness)Provide a brief description of your incident management process

Incident management process: [Confirmed/not confirmed]

Attach a copy of your incident management process

4.3.9 [Optional] Confirm that you have a formal, documented procedure for safe student embarking and disembarking that provides reasonable assurance of student safety at embarkation/disembarkation points.

Provide a brief description of your student embarking/disembarking procedure including:

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Instructions to students Instructions to drivers

What assurance/checks/oversight is carried out?

Student embarking and disembarking procedure: [Confirmed/not confirmed]

[Description of incident management process]

4.4 Capability

Complete and attach:

Schedule 1: Vehicle Information Schedule 2: NZ Transport Agency Information Consent Form

Schedule 1: Vehicle Information has been completed in full and is attached [Confirmed/not confirmed]

Schedule 2: NZ Transport Agency Information Consent Form has been completed in full and is attached: [Confirmed/not confirmed]

4.4.1 Provide a brief overview of your organisation and its experience providing the Services and/or comparable services (similar services to similar clients e.g. institutional) including:

ownership/management structure

number of years of operation industry history including specific to school transport

range of services provided and what proportion of each represents of your current business (e.g. public transport 50%, charters 10%, cruise ship tourism 30%, school transport 10%)

experience in the relevant market/region

certifications, accreditations, relevant memberships

[Answer]

4.4.2 Confirm that all drivers to be engaged by the Supplier to provide the Services (including relief drivers) meet the requirements detailed at paragraph 2.1.c.ii (driver pre-conditions) and describe the relevant, recent experience of those drivers in providing school bus services or similar services to comparable clients (e.g. institutional), preferably in the same area/region.

All drivers meet all driver pre-conditions: [Confirmed/not confirmed]

[Description of drivers’ relevant recent experience]

4.5 Capacity

4.5.1 Outline your plan for ensuring that there will be sufficient suitable vehicles and drivers available to fully deliver the Services throughout the term of the Contract including

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for:

relief drivers and vehicles

potential increase in student number/additional services.

[Answer]

4.5.2 Where any vehicle nominated in Schedule 1: Vehicle Information will exceed the maximum vehicle age requirement during the term of the Contract, outline your vehicle replacement plan for ensuring that vehicle age requirements for all vehicles used to provide the Services will be met throughout the term of the Contract.

[Answer or “Not Applicable”]

4.5.3 Confirm that the no part of the provision of the Services will be sub-contracted.

If not confirmed, provide a brief description of sub-contracting arrangements including: Extent of the sub-contracting

The name of sub-contracting parties What assurance/checks/oversight will be carried out to ensure that sub-

contractors meet all requirements for the provision of Services.

No part of the Services will be sub-contracted: [Confirmed/not confirmed]

[If not confirmed, description of sub-contracting arrangements]

4.6 Referees

Provide the details of two referees from recent customers for whom you have delivered comparable Services. Tenderers must ensure that the referees have agreed to be referees and are aware that they may be contacted by the Buyer. By providing these contact details you authorise the Buyer contacting these referees, collecting information about the Tenderer and using such information for the evaluation (including due diligence) of the Tender. You also agree that information provided by referees will be confidential to the Buyer.

Referee One

Organisation name [Organisation name]

Contact name: [Contact name]

Telephone [Contact telephone number]

Email [email address]

Referee Two

Organisation name [Organisation name]

Contact name [Contact name]

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Telephone [Contact telephone number]

Email [email address]

4.7 Due Diligence

The Buyer may undertake checks to assess the risk of entering into a Contract with a Tenderer. A Tender/Tenderer may be excluded from further evaluation or selection as preferred if the Buyer determines that entering into a Contract with a Tenderer represents a significant risk to the Buyer.

4.7.1 Confirm that there are no events, matters or circumstances whether actual, contemplated or threatened, that have or may represent a risk to the Buyer or affect your ability to satisfactorily deliver the Services including (but not limited to):

actions of insolvency proceedings, bankruptcy, administration (voluntary or otherwise), statutory management, compulsory winding up, receivership or similar

legal proceedings, investigation or the threat of investigation by any regulatory or investigative authority such as the Commerce Commission, Serious Fraud Office or the Financial Markets Authority

structural/ownership changes (e.g. merger, sale, restructure) disputes (e.g. union dispute, legal dispute, court action) being declared a threat to national security or the confidentiality of sensitive

government information being designated as a terrorist by New Zealand Police.

If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.7.2 Confirm that no director, principal or Key Personnel of your organisation:

is the subject of any legal proceedings, investigation or the threat of investigation by any regulatory or investigative authority such as the Commerce Commission, Serious Fraud Office or the Financial Markets Authority

has been convicted of a criminal offence related to business or professional conduct

has been declared to be bankrupt, in receivership or liquidation has made a false declaration has had a serious performance issue in relation to previous delivery of services has been convicted of professional misconduct or any serious crime or offence

(or has any pending) has performed an act or omission which has adversely reflected on the

commercial integrity of your organisation has failed to pay taxes, duties or other levies has been declared a threat to national security or the confidentiality of sensitive

government information is a person or organisation designated as a terrorist by New Zealand Police.

If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

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4.8 Insurances

4.8.1 Confirm that you hold and will maintain for the full term of the contract Public Liability insurance maintain public liability insurance of $1 million per occurrence

[Confirmed / Not Confirmed: [Explanation]]

4.8.2 Confirm that you maintain all relevant passenger service insurances as required by law.

[Confirmed / Not Confirmed: [Explanation]]

4.9 Conflicts of Interest

4.9.1 Confirm that you are not aware of any circumstance that may represent an actual, potential or perceived Conflict of Interest between your interests and your duties/responsibilities in delivering the Services. If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.9.2 Confirm that you are not aware of any of the Buyer’s personnel having any interest in, or association with your organisation that may give rise to any perceived, potential or actual Conflicts of Interest. If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.10 Assumptions and Contract Acceptance

4.10.1 Confirm that your Tender is not based on any assumptions. If unable to confirm, provide the following detail for each assumption:

Tender document reference a full description of the assumption the potential impact of the assumption

[Confirmed / Not Confirmed (detail each assumption as above)]

4.10.2 Confirm your acceptance in principle of the terms and conditions in the draft contract (attached). If not confirmed, detail the clause number and outline your concern.

[Confirmed / Not Confirmed (detail contract clause and outline concern)]

4.11 Price

4.11.1 Complete Schedule 4: Pricing Information

Schedule 3: Pricing Information has been completed and is attached.

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4.12 Tenderer’s Declaration

Item Declaration Declaration

RFx Process Terms and Conditions

I have read and fully understand this RFT including the RFx Process Terms and Conditions (Section 1.6) and related GETS questions/answers and Tender Notifications. I confirm that the Tenderer agrees to be bound by them.

[Agree/Disagree]

Collection of further information

I authorise the Buyer to:

a. collect relevant information about my organisation (including drivers) (except commercially sensitive pricing information) from any relevant third party, including a referee, or previous or existing client and

b. use such information in the evaluation of this Tender.

The Tenderer agrees that all such information will be confidential to the Buyer.

[Agree/Disagree]

The Requirement

I have read and fully understand the nature and extent of The Requirement (Section 2). I confirm that the Tenderer has the necessary capability and capacity to fully meet or exceed the Requirement (satisfactorily deliver the Services throughout the term of the Contract).

[Agree/Disagree]

Ethics

In submitting this Tender, the Tenderer confirms that it:

a. has not entered into any improper, illegal, collusive or anti-competitive arrangements with any competitor

b. has not directly or indirectly approached any representative of the Buyer (other than the Point of Contact) to lobby or solicit information in relation to the RFT

c. has not attempted to influence, or provide any form of personal inducement, reward or benefit to any representative of the Buyer.

[Agree/Disagree]

Offer Validity Period

I confirm that this Tender, including the price, remains open for acceptance by the Buyer for the Offer Validity Period stated in Section 1.6.

[Agree/Disagree]

Conflicts of Interest

All Conflicts of Interests that the Tenderer is aware of have been reported in the Conflict of Interest section of the Form of Tender. Where a Conflict of Interest arises during the RFT process, the Tenderer will report it

[Agree/Disagree]

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immediately to the Point of Contact.

DECLARATION

I declare that in submitting this Tender and declaration:

b. the information provided is true, accurate and complete and not misleading in any material respect

c. the Tender does not contain intellectual property that will breach any third party’s rights

d. I have secured all appropriate authorisations to submit this Tender, to make the statements and to provide the information in the Tender and I am not aware of any impediments to entering into a Contract to deliver the Services.

e. I understand that the falsification of information, supplying misleading information or the suppression of material information in the Tender and this declaration may result in the Tender being excluded from further evaluation or selection and may be grounds for termination of any Contract awarded as a result of the RFT.

By signing this declaration, the signatory below confirms that he/she has been authorised by the Tenderer to make this declaration on its behalf.

Signature:[Signature of the person authorised to represent the Tenderer]

Full name: [Full name of the person authorised to represent the Tenderer]

Title/position:[Title/position of the person authorised to represent the Tenderer]

Tenderer name: [The Tenderer organisation name]

Date:[Date]

4.13 Tenderer’s Checklist

All Sections of the Form of Tender have been completed. ☐

The Tenderer’s Declaration has been completed and signed by the person authorised to represent the Tenderer ☐

Referees detailed in the Tender have agreed to be referees and are aware that they may be contacted by the Buyer. ☐

The following documents are being submitted by the Tenderer:

Form of Tender (completed) ☐

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Schedule 1: Vehicle Information (completed) ☐

Schedule 2: NZ Transport Agency Information Consent Form ☐

Schedule 3: Pricing Information ☐

Appendix 1: Training Information

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Appendix 1: Training Information

The Ministry acknowledges the NZ Motor Industry Training Organisation (MITO) National Certificate in Passenger Service with strands in School Bus Driver, Urban Bus Driver and Coach Driver. The required unit standards are part of the National Certificate, therefore drivers undertaking National Certificate training, once they have attained the above Unit Standards, meet the requirements of this Agreement.

The Ministry of Business, Innovation and Employment (MBIE) WorkSafe New Zealand ‘First Aid for Workplaces – A Good Practice Guide’ states that First Aid Certificates are issued by training providers and are evidence that the person has completed the requirements for the certificate. They are valid for two years.

The Ministry requires a refresher course every two years to keep the First Aid Certificate current, and update the first aider’s knowledge. If a certificate has lapsed for more than three calendar months from the certificate’s expiry date, the certificate holder will need to complete a full first aid course again to meet the requirements of this Contract.

The Ministry reserves the right to amend the two year refresher course required to keep the Certificate current if the timeline in the MBIE ‘First Aid for Workplaces – A Good Practice Guide’ is amended.

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Schedule 1: Vehicle Information

This form must be provided in a Microsoft Word or Microsoft Excel format only. Scanned copies will not be accepted.Tenderer name: [Tenderer’s Organisational name]

List all vehicles intended to be used to deliver the Services (including relief vehicles)

Registration numbers of vehicles on annual inspections

Registration numbers of vehicles on six-monthly inspection

[Registration number: no gaps and upper case letters e.g. ABC123] [Registration number]

[Registration number] [Registration number]

[Registration number] [Registration number]

[Registration number] [Registration number]

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Schedule 2: NZ Transport Agency Information Consent Form

[name of School] Daily Bus Services

NZ TRANSPORT AGENCY INFORMATION CONSENT FORM

Tenderer: [Tenderer organisation name]

I, [Name of person authorised to represent the Tenderer] (name),

of [Address] (address),

[Occupation] (occupation)

I declare that:

1. I confirm I have the authority to make this declaration on behalf of my organisation

2. I consent to the [name of School] disclosing details of my organisation’s response to this tender to the Ministry of Education to release to the NZ Transport Agency;

3. I consent to the NZ Transport Agency accessing the Motor Vehicle Register (MVR) to confirm the current ownership and ownership history of the Vehicles listed in the Tender response or any other vehicles owned or operated by the company;

4. I consent to the NZ Transport Agency accessing the Land Automotive Transport Inspection System (LATIS) to retrieve and print details of the Certificate of Fitness inspections, including details of faults and re-inspections, which have been carried out in the last two and a half years in respect of the Vehicles listed in the Tender response or any other vehicles owned or operated by the company;

5. I consent to the NZ Transport Agency accessing Vehicle Testing Station (VTS) records to view all inspections if needed;

6. I consent to the NZ Transport Agency accessing it’s information systems to retrieve and print details of events including roadside inspections of the Vehicles listed in the Tender application and traffic offences related to the operation of these Vehicles in the passenger service;

7. I consent to the NZ Transport Agency disclosing the information described above to the Ministry of Education to release to the Buyer ([name of School]).

8. I consent to a Transport Officer (Vehicle Specialist) presenting and interpreting the information described above to the Evaluation Panel or if relevant, the Ministry of Education and giving any expert opinion on that information as may be required by that committee

Name

Title

Signature and Date

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Schedule 3: Pricing InformationTenderer name: [Tenderer’s Organisational name]

Provide your per km rate

Route no. Route name Route length (km one way) $ Rate per km

[Route No.] [Route name] [km] [$]

[Route No.] [Route name] [km] [$]

[Route No.] [Route name] [km] [$]

APPENDIX A: Route Information and MapList all driver intended to be used to deliver the Services (including relief drivers)

Route no. Route name Route length (km one way)

No. of students

First pick-up and last drop-off location First pick-up time Last drop-off time

[Route No.] [Route name] [km] [xx] [xx]am – [xx]am [xx]am – [xx]am

[Route No.] [Route name] [km] [xx] [xx]am – [xx]am [xx]am – [xx]am

[Route No.] [Route name] [km] [xx] [xx]am – [xx]am [xx]am – [xx]am

[Attach a map that outlines the route]

[Describe the route followed by the bus, to supplement the map. For example:

Route 4 – Featherston Road.

In the morning:

The bus departs Timaru School on Hamilton Street, northbound towards Blenheim Street.The bus turns left on to Blenheim Street.The bus turns right onto Kāpiti Road.The bus turns right on to Featherston Road.The bus…]

In the afternoon:

The bus departs Timaru School on Hamilton Street, northbound towards Blenheim Street.The bus turns left on to Blenheim Street.The bus turns right onto Kāpiti Road.The bus turns right on to Featherston Road.

The bus…]