Request for Proposal · Wyong Office: 2 Hely St / PO Box 20 Wyong NSW 2259 l P 02 4350 5555 Gosford...
Transcript of Request for Proposal · Wyong Office: 2 Hely St / PO Box 20 Wyong NSW 2259 l P 02 4350 5555 Gosford...
Wyong Office: 2 Hely St / PO Box 20 Wyong NSW 2259 l P 02 4350 5555
Gosford Office: 49 Mann St / PO Box 21 Gosford NSW 2250 l P 02 4325 8222
E [email protected] l W www.centralcoast.nsw.gov.au l ABN 73 149 644 003
Request for Proposal
Professional Services < $150K
Central Coast Council is seeking Proposals for the following contract:
Contract Skate, BMX and/or Scooter Competitions and Events
Services Description
Central Coast Council would like to procure Skate, BMX or Scooter
competitions and / or events to be held at the below listed Council
owned skateparks during the period February – December 2020. See Part
1 – Contract Information for further details.
• Banjo’s Skatepark, Terrigal
• BATO Yard, Bateau Bay
• Berkeley Vale Skatepark
• Copacabana Skatepark
Closing Time 17:00 on Friday 1 November 2019
Submissions received after this deadline will not be considered.
Method of Lodgement
By email to: [email protected]
Council Contact Officer
Adam Kidd - Sports Activation and Development Officer
Phone: (02) 4350 5148
Email:[email protected]
Pre-Proposal meeting
There is no preliminary meeting nor on-site briefings scheduled. If your
submission should require detailed information in terms of the location,
site, precinct of specific Skate Parks, then please undertake your own site
inspection – venues are open to public and no formal arrangements need
be made.
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Proposal Evaluation Criteria
(not necessarily in order of
weighting)
➢ Conformity with the Request for Proposal Documents
➢ Suitability of your proposed Event/s to meet
Council objectives (described below)
➢ Demonstrated Experience and credible Referees
➢ Local Supplier Status or Local Content
➢ Demonstrated Capacity to satisfy WHS, Risk
and Liability requirements
➢ Strength of the Event to provide a pathway for
winners to participate in international
competitions
➢ Provides and opportunity to promote
participation in Skate, BMX and Scooter
➢ Provides an opportunity to showcase Skate,
BMX and Scooter at a high level
➢ Provides an opportunity for Competition and /
or Development Pathways
➢ Value for Money
Documents to be submitted
with Proposals
• All the Returnable Forms in Part 4, completed and signed where
required
• Note anything else to be returned e.g. methodology/program etc.
This is not a Purchase Order
Structure and Contents of this Request for Proposal
This Request for Proposal consists of the following parts:
Cover Page: Request for Proposal
➢ The Cover Page contains the specific information and instructions regarding this Request for
Proposal including the Closing Time, Contact Person, Method of Lodgement and Evaluation
Criteria
Part 1: Contract Information and Contract Brief
➢ This part sets out Council’s requirements for the Services
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Part 2: Conditions for Submitting Proposals
➢ This part contains the general instructions, conditions and guidelines to be followed in
submitting Proposals
Part 3: Returnable Forms
➢ This part contains the forms, schedules and information Service Providers are required to
provide with their Proposal
Part 4: Attachments ➢ Contract Brief
➢ CCC’s Standard Conditions of Contract – Professional Services
➢ Site Plan for Listed Skate Parks
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Part 1 – Contract Information and Contract Brief
Central Coast Council is seeking Proposals for a contract for services for the engagement
of qualified and experienced associations and or organsiations to run Skate, BMX or Scooter
competitons and / or events at Council owned skateparks during the period from February-
December 2020.
Council is seeking to use this Request for Proposal as a basis for negotiating a contract with the
Preferred Service Provider.
1.1 Background
Council wishes to secure events that will either attract state, national and/or international
participation and interest, or provide an opportunity to promote participation, showcase or
provide an opportunity for competition in the disciplines of Skate, Scooters and/or BMX.
BATO Yard - Bateau Bay:
BATO Yard Skate Park is fast gaining attention across the country as one of Australia’s top skate
parks attracting world-class events designed for skate, scooters, BMX and WCMX use.
BATO Yard was opened in 2016 and covers approximately 2800m2, and has a mixture of transition
and street with additional activities including parkour and basketball, pathways and the inclusion of
social spaces and refuge areas.
The highlight of the park could be considered the bowl, which has the ability to hold international
competitions. At a depth of 3.6m (12ft) and 450mm (1.5ft) of vert, it is the deepest bowl in Australia
- while the inclusion of an additional mini flow bowl area allows for users to develop their skill sets
whilst increasing the number of users within the facility.
Banjo’s Skatepark – Terrigal:
Constructed within the last year, Banjo’s skatepark facility is well spaced, with good flow between
obstacles, and provides a variety of opportunities for beginner and intermediate skatepark users.
The facility is approx. 560m² with a mix of street and park obstacles, including an open bowled
mini-ramp with hip and extension, A-frame banks and block, flat bank hip, grind blocks, rails,
manual pad and small pump track.
The surrounding reserve has open grassed areas with additional sheltered seating and BBQ’s.
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Berkeley Vale Skatepark – Berkely Vale:
Berkley Vale Skatepark contains a mixture of beginner to intermediate features with good variety in
height / complexity and opportunity for progression. The layout also allows for combination lines
throughout the skatepark and caters for mostly street riders, with the addition of the mini-ramp
providing opportunities for riders that prefer transitions.
The skatepark is approx. 550m² and consists of 3-4 linear combination street lines and a miniramp
with numerous rails, manual pads and ledges. A flat bank to the north east and quarter pipe to the
south west provide run-up for the street features.
Copacabana Skatepark – Copacabana:
Copacabana Skatepak is a local scale facility with a footprint area of approx. 300m². The layout
includes an open bowl with mini-ramp section, spine, blended roller, hips and pockets. There are
two grind ledges and large platform spaces.
The facility caters well for transition/bowl riders with a lot of space between the transitions to the
south of the skatepark.
1.2 Contract Brief
➢ Council wishes to secure events that will either attract state, national and/or
international participation and interest, or provide an opportunity to promote
participation, showcase or provide an opportunity for competition in the
disciplines of Skate, Scooters and/or BMX.
➢ The events should be staged between the period of February – December 2020.
Council will consider extending contracts for recurring annual events based upon
the successful outcomes of the first year’s event
➢ Council must be awarded certain Rights to procure Sponsorships to the proposed
Events – either exclusively or in association with the successful Promoter /
Organiser
➢ The proposed Events should contribute to the local economy by supporting Local
business, participation, spectatorship and increased visitor attendance to the
Central Coast
• Resources to be supplied by Council include:
- Council media release prior to event and post event
- Social media awareness ads on Council’s website and SM platforms
- Local newspaper ad
- Supply and use of Central Coast Council logo and approved wording
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- Cleaning and stocking of amenities
- Waste collection
- Entrants indemnity and photo/video release forms
- Distribution of posters and flyers in key locations on the Central Coast
• Central Coast Council reserves the commercial rights to raise sponsorship for any event.
• Council encourages the development of events that offer equal prize money for males and
females and to host a women only event/s and mixed ride events.
• Your Proposal is required to contain/address the following elements:
- Introduction to the Respondent Organisation / Promoter
- Relevant experience in organising and hosting similar events.
- Proposed Event details including:
o targeted participant demographics - age, town, country, male/female, qualifying
and/or ranking status.
o The number of anticipated competitors and spectators
o Suggested dates
o Duration of the event
o Program of event
o Contingency plan for wet weather/adverse circumstances
- Declaration of existing sponsors and sponsorship arrangements covering the timeframe
of this contract
- Marketing and Communication strategy
- Risk Assessment
- Economic Benefits
- Council’s Rights and Benefits
- Detailed costs to Council
- Relevant payment terms.
1.3 Fee Structure and Payments
The fee structure for the provision of Services under the proposed Contract is a fixed lump sum .
Service Providers are also required to provide hourly rates for any additional work that may be
requested by Council that is outside the scope of the Services.
All other costs and expenses necessary to provide the services under the Contract must be
included in the lump sum fee or rates proposed, including without limitation the cost of all
personnel, support systems, overheads, profit, expenses, disbursements and all other associated
costs.
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There is a limited budget for this project and any changes to the timing or scope of work under the
Contract need to be managed by the successful Service Provider in consultation with Council to
ensure there is no increase in the overall fee payable by Council under the contract.
1.4 Invoicing and Payment
Invoices may be submitted on completion of each milestone.
Council’s payment terms are 30 days from the end of the month an accurate invoice is received
(see clause 3 of Council’s Standard Conditions of Contract – Professional Services for more details
about payment and invoicing).
1.5 Timeframes
The timeframe for the Contract is as follows:
• Commencement – Seven (7) days from the date of the Letter of Acceptance.
• Completion - 12 months from the date of the letter of acceptance.
1.6 Location of Work
The Contractor will be required to undertake an hold the event / competitions from the assigned
skatepark for their event / competition. These options are comprised of the four venues listed in
the services description.
1.7 Insurance
The Service Provider will be required to have the following insurances under the Contract (see
Clause 16 of Council’s Standard Conditions of Contract – Professional Services for more details):
• Public Liability: $20 million in respect of any one claim.
• Workers Compensation insurance covering its employees
1.8 Council’s Representative under the Contract
Adam Kidd - Sports Activation and Development Officer
Phone: (02) 4350 5148
Email:[email protected]
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Part 2 – Conditions for Submitting Proposals
Proposals are invited in accordance with these Conditions for Submitting Proposals:
1. Validity Period: Proposals to remain valid for 120 days.
2. Acceptance: A Proposal will only be accepted by Council when a signed Letter of
Acceptance is given to the successful Service Provider by or on behalf of Council or via the
issuing of an official Council Purchase Order. The successful Service Provider will be
required to enter into a Contract for the Provision of the Services within 14 days of the date
of the Letter of Acceptance or in accordance with details specified on Council’s Purchase
order. The terms of this Request for Proposal, the Preferred Service Provider’s Proposal and
Council’s Standard Conditions of Contract – Professional Services will form the basis of
negotiations for a contract with the Preferred Service Provider.
3. Closing Time: Proposals must be received by the Closing Time specified on the Cover Page
of this Request for Proposal. Proposals received after the Closing Time will only be
considered in exceptional circumstances (e.g. technical problems loading documents onto
e-mail).
4. Lodgement instructions: Proposals may ONLY be lodged by the lodgement method(s)
specified on the Cover Page of this Request for Proposal. Proposals must NOT be placed
in the Proposal Box, handed to counter staff or sent to any other Council personnel or
address.
5. Enquiries: All enquiries are to be made to the Council Contact Person referred to on the
Cover Page of this Request for Proposal, between 8.30 am and 4.00pm, Monday to Friday.
Enquiries must not be made to any other person. Verbal enquiries must be confirmed in
writing.
6. Addenda: Council may vary the terms and requirements of this Request for Proposal at any
time before the Closing Time, by issuing addenda.
7. Evaluation Criteria: Proposals will be evaluated on the basis of the Proposal Evaluation
Criteria specified on the Cover Page of this Request for Proposal. Service Providers should
not place any significance on the order in which the criteria are listed nor should it be
assumed the criteria have equal weight or significance. Any Proposal that does not comply
with or address the evaluation criteria may be eliminated from consideration from the
evaluation process.
8. Acceptance of Proposals is at the absolute discretion of Council. Council is not bound to
accept the lowest Proposal or any Proposal submitted, whether conforming to this Request
for Proposal or not. Council reserves the right to suspend, terminate or abandon this
Request for Proposal at any time during or after the Closing Time.
9. A Proposal which proposes alternative standard or general conditions to Council’s
Standard Conditions of Contract will be regarded as a non-conforming Proposal.
10. Ethics: Any person responding to this Request for Proposal agrees to be bound by
Council’s Statement of Business Ethics for Tenderers and Contractors which can be viewed
and downloaded from Council’s web site. In particular, persons responding to this Request
for Proposal must not:
a) submit a Proposal without a firm intention to proceed;
b) engage in any form of collusive practice; and
c) directly or indirectly canvass support from an elected member or employee
of Council at any time.
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Part 3 – Returnable Forms
Form 1 – Acknowledgement
Form 2 – Pricing Schedule
Form 3 – Key Personnel
Form 4 – Experience and Referees
Form 5 – Additional Information Required
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Form 1: Acknowledgement – Sign and return this form
Note to Service Providers: This form must be signed by the entity submitting the Proposal. If the Service
Provider is a company it must be signed by a director or person(s) authorised to sign for the company.
The Service Provider hereby submits a Proposal to carry out the services in accordance with the Request
for Proposal Documents and for the price/rates set out in Form 2.
The name of the Service Provider in relation to the Proposal is:
Name of Provider:
(Must be a legal entity):
Business or Trading Name:
ABN:
Phone: Fax:
Mobile: Email:
Address:
Suburb: Post Code:
The Service Provider’s Contact Person in relation to the Proposal is:
Name:
Phone: Fax:
Mobile: Email:
The person nominated to be the Contractor’s Representative for the purposes of all notices to be given
by Council under the Proposed Contract is:
Name:
Phone: Fax:
Mobile: Email:
In submitting its proposal the Service Provider declares that it has complied with and will continue to be
bound by the requirements set out in:
• Conditions of Proposal
• Council’s Statement of Business Ethics for Tenderers and Contractors.
Signature: _______________________________________ Name and Position: _______________________________
Signature: ________________________________________ Name and Position: _______________________________
Date: _________________________________________
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Form 2: Pricing Schedule – Complete and return this form
1 Lump Sum Price for the Services
The Service Provider offers to perform the services under the proposed contract in accordance with the
Request for Proposal Documents, for the following price(s):
Item Particulars of Services Total Lump Sum
Amount
(ex GST)
Total Lump
Sum
Amount
(incl GST)
All Services required under the Contract – the lump
sum includes but is not limited to the cost of all
personnel, support systems, overheads, profit,
expenses, disbursements and all other associated
costs
Contract Milestone Lump sum fee
(Ex GST)
Lump sum fee
(Incl GST)
% Fee payment
of completion of
milestone
Conclusion of event 100%
Total lump sum fee for the
completion of the Services
under the Contract (excl GST)
2 Hourly Rates for Additional Services
The Service Provider offers the following rates that may be used for the purpose of assessing invoices and
as a basis for any additional services that may be requested in writing by Council under the contract.
Item Key Personnel Hourly rate
(ex GST)
Hourly rate
(incl GST)
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Form 3: – Key Personnel - Complete and return this form
The Service Provider nominates the following Key Personnel to carry out the Services under the Contract:
Name Position Experience &
Qualifications
Hourly rate
(excl GST)
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Form 4: - Experience and Referees – Complete and return this form
Describe the Service Provider’s experience in services of a similar nature to the contract, completed in the
last 3 years.
Note: Council reserves the right to make its own independent enquiries
Client Project
Name and
Value
Contract
Value $
Contract
dates/
duration
Brief Description of Services
and names of the key
personnel who provided the
services
Listed below are three referees who may be approached to establish that the Service Provider has, in the
recent past, satisfactorily executed services of a similar nature to Council’s requirements.
Client Name of Referee Contact Phone Number
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Form 5: - Additional Information Required – Complete and return
this form together with any additional documents requested
The Service Provider is required to provide the following additional information and/or documents,
to assist in demonstrating compliance with the Request for Proposal evaluation criteria:
Additional information or documents required Documents to
form part of
contract?
Documents
submitted?
(Service Provider
to indicate “Yes”
or “No” for each
document)
Curriculum Vitae of the Service Provider and Key
Personnel – to include information about skills,
qualifications and experience relevant to the evaluation
criteria
YES
Copies of certificates evidencing the currency of
insurances required under the Contract
YES
A Statement which demonstrates the Tenderer’s
Capability and Methodology for carrying out the Services
including the following:
1. Details of the Tenderer’s understanding of Council’s
requirements.
2. Process for delivering the services.
3. Back-up and support services available.
4. The proposed program for carrying out the services,
including key personnel.
YES
Social Impact
Evidence that demonstrates the organisations status as
any of the following:
• Social Enterprise
• Disability Organisation
• Indigenous Business
YES
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VENUE AERIALS:
BATO YARD
Banjo’s
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Berkeley Vale
Copacabana