Tender Invitation - Yarriambiack Shire · A1.1 Tender Invitation Summary Yarriambiack Shire Council...

Tender

Invitation

Tender Name:

Provision of Banking and Bill Payment Services

Closing Date & Time:

2.00 p.m. Friday 19th April 2019

Tender Number:

C242/2019

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Telephone (03) 5398 0100 - Email [email protected] - Internet Address www.yarriambiack.vic.gov.au 34 Lyle Street, Warracknabeal Victoria 3393 • Postal Address • PO Box 243, Warracknabeal VIC 3393

Contents PART A INTRODUCTION ................................................................................................. 7

A1.1 Tender Invitation Summary.................................................................................. 7

A1.2 Tender Document Content .................................................................................. 7

A1.3 Lodgement .......................................................................................................... 7

A1.4 Enquiries ............................................................................................................. 7

A1.5 Council Commitment ........................................................................................... 7

A1.6 Council Contacts ................................................................................................. 8

PART B. CONDITIONS OF TENDERING .......................................................................... 9

B1.1 Introduction ......................................................................................................... 9

B1.2 Scope of Service ................................................................................................. 9

B1.3 Background ......................................................................................................... 9

B1.4 Extent of Service Requirements .......................................................................... 9

B1.5 Performance Measurement ............................................................................... 10

B2 GENERAL RFT INFORMATION ........................................................................... 11

B2.1 Tender Coordinator ........................................................................................... 11

B2.2 Tender Parts ..................................................................................................... 11

B2.3 Closing Date ...................................................................................................... 11

B2.4 Tender Submission ........................................................................................... 11

B2.5 Paper-based Collection & Response ................................................................. 12

B2.6 Submitting a Compliant Tender ......................................................................... 12

B2.7 Minimum Content and Format ........................................................................... 12

B2.8 Definitions ......................................................................................................... 13

B3 TENDER LODGEMENT (Further Information) ...................................................... 14

B3.1 Hard Copy Lodgement of Tenders..................................................................... 14

B4 ASSESSMENT OF TENDERS .............................................................................. 15

B4.1 Assessment Overview ....................................................................................... 15

B4.2 Assessment Weightings .................................................................................... 15

B4.3 Assessment of Tenders ..................................................................................... 16

B4.4 Process Timetable ............................................................................................. 16

B5 TENDER ACCEPTANCE ...................................................................................... 16

B5.1 Acceptance ....................................................................................................... 16

B5.2 Clarification or Additional Information ................................................................ 17

B5.3 Notice of Tender Acceptance ............................................................................ 17

B6 TENDER VARIATIONS......................................................................................... 17

B6.1 Tender Variations .............................................................................................. 17

B6.2 Tender Variations May Not Be Accepted ........................................................... 18

B7 FORMAL INSTRUMENT OF AGREEMENT ......................................................... 18

B7.1 Conditions of Contract ....................................................................................... 18

mailto:[email protected]

http://www.yarriambiack.vic.gov.au/

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B7.2 Term of Contract ............................................................................................... 18

B8 SERVICE PROVISIONS ....................................................................................... 18

B8.1 Working Hours................................................................................................... 18

B8.2 Completion of Services ...................................................................................... 19

B8.3 Delivery Period .................................................................................................. 19

B8.4 Compliance with Specification of Services ......................................................... 19

B9 PRICING AND PAYMENT .................................................................................... 19

B9.1 Payment for Services ........................................................................................ 19

B9.2 Fixed Pricing ..................................................................................................... 19

B9.3 Pricing Inclusions .............................................................................................. 19

B10 TAXES AND STAMP DUTY .................................................................................. 19

B10.1 Goods and Services Tax (GST) ......................................................................... 19

B10.2 Stamp Duty ....................................................................................................... 19

B11 INSURANCE ......................................................................................................... 20

B11.1 Insurance Coverage .......................................................................................... 20

B12 RELEASE AND INDEMNITY ................................................................................ 20

B13 EVIDENCE OF ACCREDITATION, REGISTRATION OR LICENCING ................. 20

B14 OCCUPATIONAL HEALTH AND SAFETY (OHS) ................................................. 20

B15 PERSONNEL ........................................................................................................ 21

B15.1 Personnel/Resources ........................................................................................ 21

B15.2 Employee Awards ............................................................................................. 21

B15.3 Disputes and Sub-Contractors ........................................................................... 21

B16 GENERAL CONDITIONS OF RFT ........................................................................ 22

B16.1 Alternative Tenders ........................................................................................... 22

B16.2 Tender Alterations ............................................................................................. 22

B16.3 Interpretation on Specification of Requirements ................................................ 22

B16.4 Information Supplied by Council ........................................................................ 22

B16.5 Information Supplied by Vendor ........................................................................ 22

B16.6 Publicity ............................................................................................................. 23

B16.7 Canvassing of Council and Council Officers ...................................................... 23

B16.8 Identity of the Vendor ........................................................................................ 23

B16.9 Tender Format................................................................................................... 23

B16.10 Late Tenders.................................................................................................. 23

B16.11 Non-Compliant Tenders ................................................................................. 23

B16.12 Ownership of Tenders .................................................................................... 23

B16.13 Tender Withdrawal ......................................................................................... 24

B16.14 Vendor Declaration ........................................................................................ 24

B16.15 Inconsistency of Terms and Conditions.......................................................... 24

B16.16 Unethical or Inappropriate Conduct ................................................................ 24



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B16.17 Council Policies ............................................................................................. 25

B16.18 Privacy Act ..................................................................................................... 25

B16.19 Disclosure of Contract Information ................................................................. 25

B16.20 Quality & Environmental Assurance. .............................................................. 26

PART C SPECIFICATION INFORMATION ..................................................................... 27

C1 YARRIAMBIACK SHIRE ....................................................................................... 27

C1.1 Council Economics ............................................................................................ 27

C1.2 Yarriambiack Towns .......................................................................................... 27

C1.3 Yarriambiack Shire Services.............................................................................. 28

C1.4 Council Plan ...................................................................................................... 28

C1.5 Yarriambiack Shire Income & Expenditure ........................................................ 29

C1.6 Council Map and Silo Art Trail ........................................................................... 30

C2 OVERVIEW OF REQUIREMENTS ....................................................................... 31

C2.1 Rate Payments .................................................................................................. 31

C2.2 Quantitative Criteria – Price ............................................................................... 32

C2.2.1 Price Assessment ...................................................................................................... 32

C2.2.2 Schedule of Rates ..................................................................................................... 32

C2.2.3 Full Pricing Annexure ................................................................................................ 32

C2.2.4 Establishment Costs ................................................................................................. 32

C2.3 Qualitative Criteria – Product ............................................................................. 33

C2.3.1 Overdraft and Account Facilities ............................................................................... 33

C2.3.2 Provision of daily bank statements ........................................................................... 33

C2.3.3 Electronic Banking Payment Facilities ....................................................................... 33

C2.3.4 Payment to Creditors................................................................................................ 33

C2.3.5 Payments by Direct Debit ......................................................................................... 33

C2.3.6 Payment of Salaries to employees ............................................................................ 34

C2.3.7 Electronic Banking Security ....................................................................................... 34

C2.3.8 Electronic Commerce ............................................................................................... 34

C2.3.9 Automated Loan Repayments ................................................................................... 34

C2.3.10 EFTPOS Services .................................................................................................... 34

C2.3.11 Corporate Card Programme .................................................................................. 35

C2.3.12 BPAY ..................................................................................................................... 35

C2.3.13 Bulk Coin .............................................................................................................. 35

C2.3.14 Bank Guarantees .................................................................................................. 35

C2.3.15 Safe Custody ......................................................................................................... 35

C2.4 Bill Payment Services ........................................................................................ 35

C2.4.1 Bill Payment Volumes ............................................................................................... 35



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C2.4.2 Payments by Telephone ........................................................................................... 36

C2.4.3 Payments by Internet ............................................................................................... 36

C2.4.4 Payments by Direct Debit ......................................................................................... 36

C2.4.5 Payments by Other Mediums ................................................................................... 36

C2.4.6 Information Requirements ....................................................................................... 36

C2.5 Qualitative Criteria - Relationship Management ................................................. 37

C2.5.1 Standard & Poor’s Rating .......................................................................................... 37

C2.5.2 Relationship Management ........................................................................................ 37

C2.5.3 Formal reviews ......................................................................................................... 37

C2.5.4 Conforming Schedule ............................................................................................... 37

C2.6 Qualitative Criteria - Implementation .................................................................. 38

C2.6.1 Proposed Implementation Timing ............................................................................. 38

C2.6.2 Conforming Schedule ............................................................................................... 38

C2.6.3 Critical Aspects ......................................................................................................... 38

C2.6.4 Changeover Costs ..................................................................................................... 39

C2.7 Qualitative Criteria – Commitment to the Yarriambiack Shire Community.......... 40

C2.7.1 Local Support and Grants.......................................................................................... 40

C2.7.2 Sponsorship/Partnership/Ongoing Support .............................................................. 40

C2.7.3 Branch Representation ............................................................................................. 40

C2.8 Qualitative Criteria - Innovation ......................................................................... 41

C2.8.1 Channel Migration .................................................................................................... 41

C2.8.2 Systems Integration, Connectivity and Reporting ...................................................... 41

C2.8.3 BPAY Services ........................................................................................................... 41

C2.8.4 New Payments Platform ........................................................................................... 41

C2.8.5 Other Information .................................................................................................... 41

C2.9 Further Information ............................................................................................ 42

C2.10 Disclaimer ......................................................................................................... 42

PART D CONFORMING SCHEDULES ........................................................................... 43

D1 Form of Tender ..................................................................................................... 44

D2 Schedule 1 Schedule of Rates .............................................................................. 45

D3 Schedule 2 Statement of Conformance ................................................................. 50

D4 Schedule 3 Receipt of Addenda ............................................................................ 51

D5 Schedule 4 Relationship Management Team ........................................................ 52

D6 Schedule 5 Collusive Tendering Statutory Declaration .......................................... 53

D7 Schedule 6 Quantities – Special Conditions .......................................................... 54

D8 Schedule 7 Conflict of Interest .............................................................................. 55

D9 Schedule 8 Company References ......................................................................... 56



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D10 Schedule 9 Insurance and Indemnity Disclosure ................................................... 57

D11 Schedule 10 Implementation Plan ......................................................................... 58

D12 Schedule 11 OHS POLICY & MANAGEMENT ...................................................... 59

PART E CONTRACT ANNEXURE .................................................................................. 62



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PART A INTRODUCTION

A1.1 Tender Invitation Summary

Yarriambiack Shire Council (“Council”) is seeking to appoint a provider of Banking and Bill Payment Services for a contract period of 3 years with the availability of a further two 12-month extensions. The precise detail of these services and contract term are included in Part C of this document. It is the preference of Council to award the Contract to a single service provider, who will complete all banking requirements associated with day to day Council banking functions, and all functions associated with the receipting of transactions for rate payments, and other payments made to and by Council.

A1.2 Tender Document Content

Part A Introduction Part B Conditions of Tendering Part C Specification Information Part D Tender Conforming Schedules Part E Contract Annexure The tender documents contain all details relevant to the proposed contract and no representations, information or materials whatsoever regarding the tender shall have any force or effect unless they appear expressly in the tender documents or in any additional documents issued by Council which apply to the tender and/or proposed contract.

A1.3 Lodgement

Tender Responses must be lodged – • In accordance with the Tendering Conditions specified in Part B; • Using, completing and signing the Tender Form and conforming schedules

contained in Part D; • In conformity with Council’s specification contained in Part C; and • By the time, date and at the location shown on the front page of this Invitation

to Tender.

A1.4 Enquiries

Enquiries may only be made by contacting the Tender Officer in the manner disclosed within this Invitation to Tender.

A1.5 Council Commitment

Council is committed to honesty, fairness and transparency in all its dealings with Tenderers and will adhere to the requirements of Council’s Procurement Policy which can be accessed on Council’s website.



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A1.6 Council Contacts If a tenderer becomes aware of, or has information indicating, fraudulent or unfair activity in relation to this tender process, the tenderer is requested to inform Council’s Chief Executive Officer. Jessie Holmes Chief Executive Officer Yarriambiack Shire Council 34 Lyle Street Warracknabeal VIC 3393 Telephone (03) 5398 0100 Email: [email protected] Enquiries relating specifically to the tender process and the contents of this document should be marked to the attention of: Anita McFarlane General Manager of Corporate Services Yarriambiack Shire Council 34 Lyle Street Warracknabeal VIC 3393 Phone: (03) 5398 0100 Email: [email protected]





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PART B. CONDITIONS OF TENDERING

B1.1 Introduction Yarriambiack Shire Council (“Council”) invites suitably qualified persons or corporations to submit a Tender for the provision of the specified banking and bill payment services to Council upon the conditions set forth in this RFT. This Tender is conducted in accordance with the requirements of Council’s Procurement and Tendering Policy.

B1.2 Scope of Service Council is seeking to appoint a provider of banking and bill payment services for the period 1 August 2019 until 31 July 2022 with an option of two (2) further 12-month periods, which may be exercised at the same time. The precise details of these services are included in Part C of this document. Yarriambiack Shire Council hereby invites Respondents to fully inform themselves of the requirements of Contract No. C242/2019 and submit a comprehensive response for the consideration of Council.

B1.3 Background Yarriambiack Shire Council was formed on 19 January 1995 by the amalgamation of the former Shires of Karkarooc and Warracknabeal, most of the Shire of Dunmunkle and part of the Shire of Wimmera. Warracknabeal is the main service centre of the area, with a catchment pattern that extends from the northern Wimmera to the Southern Mallee. It is complemented by Hopetoun in the north and Minyip, Murtoa and Rupanyup in the south, with another eleven small towns spread throughout the municipality.

B1.4 Extent of Service Requirements The successful Bank shall be responsible for the supply of all services as described in this RFT and provision of all resources of whatever kind necessary for the successful completion of the Contract.



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B1.5 Performance Measurement Council will measure the overall performance based on a set list of qualitative based Key Performance Indicators are described below. • Ability to meet agreed timeframes for the provision of services. • Ability to understand and address all relevant issues in a concise and

comprehensive manner. • Ability to identify and implement operational improvements to existing banking

processes. • Compliance with Council’s Policies relevant to the provision of the services. • General availability of support services when requested including 24-hour

availability. • Overall satisfaction with the Customer Service provided.



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B2 GENERAL RFT INFORMATION

B2.1 Tender Coordinator Any enquiries regarding the Tender should be referred to the Tender Coordinator in the first instance. Any enquiries regarding the Tender should be referred to the primary contact: Anita McFarlane General Manager of Corporate Services Phone: (03) 5398 0118 Email: [email protected]

B2.2 Tender Parts As previously mentioned, the documents provided by Council for this RFT include the following:

Part Reference Part Description

A This section provides Tenderers with a brief overview of the Council and the opportunity available.

B This section provides Vendors with an overview of the RFT, general RFT information, RFT conditions and a guide to submitting the Tender.

C This section is the Specification which is comprised of the Service Information and further details on the requirements of the Council.

D This section comprises the compulsory sections and schedules that must be completed for the RFT to be deemed compliant.

E This section is an Annexure to the proposed contract to be signed with the successful Tenderer on completion of this initiative.

B2.3 Closing Date Time: 2.00 p.m. Date: Friday 19th April 2019 A Tender received after the closing time and date will not be considered.

B2.4 Tender Submission Submission of Tender Responses and associated documents is required via the Tender Box or mail as detailed in Section B3.




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B2.5 Paper-based Collection & Response A hardcopy of the Tender document can be viewed free of charge or may be collected from Council’s Administrative Centre, Lyle Street, Warracknabeal, between the hours of 8:15am and 5:00pm Monday to Friday (excluding public holidays). Vendors must submit physical copies of the Tender response documents, provided all documents required are submitted. Where Council has in the past provided templates for the completion of responses, we have elected not to limit the size or detail Tenderers wish to include in the responses to this contract.

B2.6 Submitting a Compliant Tender In order for a Tender to be deemed compliant, Tenderers must ensure that: a) the Tender is completed in accordance with the conditions set out in Part B of

this RFT; b) the Conforming Schedules set out in Part D are completed correctly and

returned as part of the Tender Response. c) the Tender (and other documentation) is lodged by the closing time and date

specified in Part B; d) the Vendor’s Declaration form is signed and submitted; and e) where applicable, the Contractor Compliance Package must be completed in

full and submitted. Any Tender failing to comply with any of the above requirements may be deemed non-compliant and eliminated by Council (in its absolute discretion) from the assessment process.

B2.7 Minimum Content and Format The minimum content and format are the minimum content and format requirements that a Tender must meet in order to be eligible for further consideration by Council as part of this RFT. A Tender must include all required information, statements, certifications, declarations and be in a form meeting the required format described in the conditions of this RFT. A Tender which does not meet the minimum content and format requirements will be automatically disqualified unless it is clear that the Vendor has made an unintentional error of form.



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B2.8 Definitions Below is a summary of the key terms used in this RFT. Addendum: The form on which any explanation or amendment to the RFT

is issued upon. Annexure: Any documents that are annexed as part of this RFT. Attachments: Any documents that are attached as part of the RFT. Closing Date: The deadline for lodgement of the RFT. Conditions: The conditions applicable to the RFT and Contract. Contract: The formal instrument of agreement between Council and the

Contractor. Contractor: The person or corporation who will provide the services and

where the context so requires includes its employees, agents, sub-contractors and officers.

Contract Supervisor: The person or persons stated in the RFT as appointed by

Council (refer page 11) Council: Yarriambiack Shire Council. Deliverables: The services to be supplied by the Contractor to Council in

accordance with the Contract. eTender: The electronic Tender file also described as Part B. GST: A tax levy duty charge or deduction together with any related

additional tax interest penalty fine or other charge imposed by or under the GST law.

Tender: The completed Tender submitted by the Vendor in answer to

the Request for Tender, including any accepted variation to the Tender.

Tender Coordinator: means the person appointed by Council specified in Clause

A1.6. Request for Tender: This document including any addenda to the RFT issued by

Council. RFT: Request for Tender. Selection Criteria: The criteria used by Council to evaluate the Tender. Services: The specific services described in Parts C and D. Specification: The detailed description of the services.



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Term: The period of this Contract as set out in Clause B1.2 Vendor: Any person or corporation that has or intends to submit a

Tender to Council.

B3 TENDER LODGEMENT (Further Information) The preferred method of Tender document lodgement is physical delivery to the Tender Box at Council offices in Warracknabeal (please refer to Section B2.4) for the address and further details relating to this process. A Tender may be lodged with Council either in hard copy or via mail as follows:

B3.1 Hard Copy Lodgement of Tenders Tenders and other documentation must be printed and lodged in ‘hard copy’ format. Please note when lodging a Tender in ‘hard copy’ format, the Tender must be in a sealed envelope and be clearly marked with the applicable RFT Number and Title. ‘Hard copy’ Tenders may be lodged either in person or by mail. Tenders lodged in person are to be submitted through the Council Tender Box located at the following address. Yarriambiack Shire Council 34 Lyle Street Warracknabeal VIC 3393 Tenders lodged by mail are to be addressed as follows. Tender Box Yarriambiack Shire Council PO Box 243 Warracknabeal VIC 3393 IMPORTANT NOTICE: An accompanying electronic copy of the Tender on a USB is required to be submitted. If the Tender is accompanied by an electronic copy on USB, a single paper copy of the document is the requirement. Should a Tenderer elect not to provide an electronic copy, two physical copies of the document is the requirement. Where the Tender is sent by mail or courier, the Tenderer must allow sufficient time to ensure the Tender arrives before the nominated closing date and time. Council accepts no responsibility for documents that are lost in the post or misplaced in transit.



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B4 ASSESSMENT OF TENDERS

B4.1 Assessment Overview In considering tenders, Council or any Tender Evaluation Panel acting on its behalf, shall take into account all selection criteria and specification information listed in the tender documents. Respondents should ensure that the prescribed selection criteria are adequately addressed in their submission. Council will award the tender after having regard to the tender evaluation report and any other factors which it considers relevant. As part of the evaluation process, Council or its Tender Evaluation Panel may require Respondents to make a personal presentation, may interview and negotiate with Respondents and seek further information.

B4.2 Assessment Weightings Yarriambiack Shire Council will establish an Evaluation Panel to evaluate responses to the Tender. Respondents will be evaluated on the following attributes:

Attribute Weighting %

Price Based on calculations across high volume channels.

45%

Product Sophistication Ability to meet Council processing requirements, security levels and data import specifications

15%

Relationship Management Support Support team applied including location, use of help-desks.

5%

Commitment to the Community Information provided on sponsorships, grants, participation and other support including Branch representation.

20%

Ability to Implement Project management approach over an 8-week period. This measure is to include proposed changeover costs should implementation of a new Contractor be required.

10%

Degree of innovation New products and strategies to assist Council and ratepayers with a focus on migration from paper to electronic channels.

5%



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B4.3 Assessment of Tenders All Tenders are assessed on both a Qualitative and Quantitative basis in accordance with the weightings specified in section B4.2. In assessing a Tender, Council will take into consideration the following assessment criteria. • Rates and pricing submitted for the provision of the services. • Resources, capacity and availability of staff to provide prompt, authoritative

and appropriate audit services to Council. • A clearly demonstrated understanding of the operating environment of Local

Government. • Ability to comply with the Specification of Services. • Methodologies or systems of work employed to provide the service. • The ability to provide Council with additional value-added services as

required. • Technical capacity and experience. • Quality assurance systems and procedures. • Referee information. • Ability to provide evidence of compliance with insurance requirements. • Ability to provide evidence of relevant licences, authorities, etc. • Ability to comply with the time frames stated for the provision of the services.

B4.4 Process Timetable Council advises that the following broad timetable will be followed. Tender advertised Monday 25 March 2019 Tender closes 2.00 p.m. Friday 19 April 2019

Preparation for submission to Council By early-June 2019 Council approval and Tenderers advised By end June 2019 New contract signed By end July 2019 Implementation begins (if required) 1 August 2019 Implementation completed 30 September 2019 Go “live” date 1 October 2019 Tenderers will be advised of any changes and clarification to the above schedule but should note the closing date and time which will not change.

B5 TENDER ACCEPTANCE

B5.1 Acceptance Council reserves the right to accept all or part of the Tender. Council shall not be bound to accept the Tender offering the lowest cost to Council or where a Tender does not satisfactorily meet the Qualitative requirements of the Tender (as determined by Council at its absolute discretion). Where Council does not accept any Tender, Council may at its absolute discretion invite new Tenders.



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B5.2 Clarification or Additional Information In addition to any other requirements set out in the RFT documentation, Council may, before a Tender is accepted, require a Vendor to: a) clarify any aspect of the Tender including submitted prices and/or rates; and b) provide additional information necessary to fully evaluate the Tender. Failure to comply with a request by Council for further information or to clarify any aspect of the Tender within the time frame specified by Council may, result in the Tender being deemed non-compliant.

B5.3 Notice of Tender Acceptance Council will notify the successful Vendor in writing within 60 days of the Tender being accepted by Council. Notice will be sent by post or email, or left at the postal address stipulated in the Tender. The date of acceptance of the Tender will be the date of Council’s letter notifying the successful Vendor.

B6 TENDER VARIATIONS

B6.1 Tender Variations At any time before Council accepts any of the Tenders for this Contract, a Vendor who has submitted a Tender may, subject to the Conditions of this Section of the RFT, vary their Tender: • By providing Council with further information by way of explanation or

clarification; or • By correcting a mistake or anomaly. Such a variation may be made either: • At the request of Council; or • With the consent of Council at the request of the Vendor, but only if in the

circumstances, it appears to Council reasonable to allow the Vendor to provide the information or correct the mistake or anomaly.

The variation may be made subject to: • The Vendor providing documented proof of an error or anomaly; • The variation does not substantially alter the Tender price; and • All other Vendors, whose Tender have the same or similar characteristics,

shall be given the opportunity to vary their Tender in a similar way.



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B6.2 Tender Variations May Not Be Accepted Council reserves the right to refuse an amendment or variation to a Tender in its absolute discretion.

B7 FORMAL INSTRUMENT OF AGREEMENT

B7.1 Conditions of Contract The successful Vendor will be required to execute a Contract consistent with the Contract for the Supply of Professional Services. It is the preference of Council to request a purpose written Contract from the successful Contractor for consideration. A copy of the General Conditions of Contract – Long Form is available on request, should this not be acceptable. It is the responsibility of the Tenderer to review the Conditions of the Contract prior to submitting a Tender. No allowance will be considered for any incorrect interpretation of this Contract. All Contract documentation must be executed by the Vendor within 7 business days of the notification of acceptance of the Tender. Unless and until a formal agreement is executed, the Tender together with Council’s written notification and the RFT shall constitute the Contract between the Council and the Vendor.

B7.2 Term of Contract Council shall engage the Vendor for a period of three years, with provision for two 12-month extensions to be taken concurrently, or consecutively.

B8 SERVICE PROVISIONS

B8.1 Working Hours Working hours have limited applicability in establishing or continuing a banking relationship, however to the extent that they are applicable when bank staff are present at Council Offices, the following information should be noted. The customary spread of working hours will be 8+ hours per day worked between 8:15 am and 5:00 pm; and ordinary working days shall mean Monday to Friday inclusive but exclusive of proclaimed public holidays and rostered days off. The Contract Supervisor may approve access to the site(s) for the purpose of providing the services, outside customary working hours. The Contract Supervisor may impose conditions on access to the site(s) and the provision of services that are outside the customary working hours and work days; including prohibiting or restricting the performance of the services which may require supervision during extended working hours.



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B8.2 Completion of Services All services shall be provided and completed within the timeframes and/or frequencies as specified in the Contract. If these times or dates are not met, the Vendor is in breach of the Contract and this will be grounds for Council to terminate the Contract.

B8.3 Delivery Period In the event that the services are not supplied within the time stated in the RFT, Council reserves the right to terminate the Contract.

B8.4 Compliance with Specification of Services The services must be provided in accordance with the conditions of the Contract.

B9 PRICING AND PAYMENT

B9.1 Payment for Services Payment will be made in accordance with the conditions of the Contract agreed to, by Council and the successful Contractor. All payments for services completed as part of this Contract will be subject to the Vendor successfully completing the specified services.

B9.2 Fixed Pricing All prices tendered shall remain firm for 90 days after the specified closing date of the Tender.

B9.3 Pricing Inclusions Unless otherwise stated, prices shall include all levies, duties, fees, taxes and charges applicable to the services described in the Specification. Any additional costs not stated in the Tender will not be allowed as a charge for any transaction under any resultant Contract unless otherwise agreed to by the Council.

B10 TAXES AND STAMP DUTY

B10.1 Goods and Services Tax (GST) Where the services provided are a taxable supply under the GST Law, the price, fee or rates offered by the Vendor must be inclusive of all applicable GST.

B10.2 Stamp Duty Not applicable



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B11 INSURANCE

B11.1 Insurance Coverage Vendors must have in place, prior to the commencement of the Contract, all relevant insurance requirements including the following policies. a) Public Liability Insurance with a minimum liability of no less than $20,000,000. b) Workers Compensation Insurance for all employees. c) Professional Indemnity Insurance with a minimum liability of no less than Two

Million Dollars d) Any other insurance policy relevant to the provision of these services. Vendors are required to complete the Conforming Schedule of Insurance (see Part D) as part of their Tender and provide copies of each individual policy certificate showing its currency. Please note it is the responsibility of the Vendor to provide Council with insurance renewal certificates upon expiry. Failure to do so in a timely manner may result in termination of the Contract.

B12 RELEASE AND INDEMNITY The Vendor shall indemnify and keep indemnified Council against any claim, demand, action, suit or proceeding that may be brought or made against the Council in relation to the Contract, including but not limited to: • any loss, damage, or expense incurred by another person by reason of any

act or default of neglect of the Vendor in the performance of their obligations under the Contract;

• any delay by the Vendor in executing or failing to complete the Services under the Contract; and

• any costs and expenses that may be incurred by the Vendor in connection with any such claim, demand, action, suit or proceeding.

B13 EVIDENCE OF ACCREDITATION, REGISTRATION OR LICENCING Vendors must ensure they have in place at all times, the appropriate accreditation, registration or licence necessary for the provision of the Services. Council may request evidence that all accreditations, registrations or licences are held prior to any Contract being awarded. Failure to provide this evidence may result in the Tender being deemed non-compliant.

B14 OCCUPATIONAL HEALTH AND SAFETY (OHS) i) Compliance with Health and Safety Legislative Requirements

Tenderers must comply with all applicable legislation relating to health and safety. The Occupational Health and Safety Act 2004 is the principal legislation. There are, however, other Acts, Regulations, Codes of Practice and Australian Standards which



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impose specific health and safety requirements that may be relevant to the contract works. ii) Demonstrated Evidence of OH&S Management System

The Tenderer's OH&S management system must demonstrate compliance with the employer duties section of the Occupational Health and Safety Act (2004). In general terms these duties entail that the Tenderer and its employees are able to carry out their work in safe premises, using proper and safe plant and substances, employing systems of work that are safe and providing adequate instruction, training and supervision. iii) Tenderers OHS Management System Questionnaire

Tenderers must complete the Contractor OHS Management System Questionnaire set out in Schedule 11 and include the completed document with their tender submission. This questionnaire forms part of the Council’s tender evaluation process. The objective of the questionnaire is to provide an overview of the status of Contractors OHS management system. The successful contractors will be required to verify their responses to the questionnaire by providing evidence of their ability and capacity in relevant matters prior to commencing the service.

B15 PERSONNEL

B15.1 Personnel/Resources The Vendor must have sufficient personnel employed to ensure that all services are provided for at all times and in accordance with the Specification of Services.

B15.2 Employee Awards The Vendor must, in relation to all personnel employed by it, comply with all awards or agreements and laws applicable to their employees having regard to the hierarchy of laws in Australia including the payment of appropriate wages and allowances. The Vendor must pay to all employees covered by any Federal or State Award or agreement such rates of pay as are described together with all applicable entitlements and superannuation contributions. Non-compliance with any award or agreement pertaining to the employment and payment of salaries or wages of employees participating in this provision of these services may result in the Contract being terminated by Council without notice.

B15.3 Disputes and Sub-Contractors In any agreement entered into with sub-contractors (whether nominated or not) or other persons in connection with the services, the Vendor shall ensure that the provision concerning settlement of disputes do not provide for arbitration by an officer, employee or Councillor of the Council.



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B16 GENERAL CONDITIONS OF RFT

B16.1 Alternative Tenders A Vendor may submit an alternative Tender which must be relevant to the provision of the required services. All alternative Tenders must be set out in a separate section and clearly marked as an ‘Alternative Tender’. The alternative Tender may also include alternatives or variations to the Specification that may be applied to the provision of services stated in the RFT. Vendors shall clearly state the manner in which the alternative Tender differs from that specified including any additional information that will assist Council in assessing the alternative Tender. A Vendor submitting an alternative Tender must also submit a complying Tender. Council is not bound to accept any alternative Tender or any alternatives or variations and may at its absolute discretion, reject any alternative Tender as being non-compliant.

B16.2 Tender Alterations No explanation or amendment of the RFT documents shall be recognised unless in the form of a written addendum issued by Council.

B16.3 Interpretation on Specification of Requirements The Vendor must check and must ensure the accuracy of all relevant information provided in the Specification before proceeding with the provision of these Services. Contractors shall not be entitled to any extra cost resulting from their failure to obtain specific details and other information pertaining to the described services.

B16.4 Information Supplied by Council Council does not represent or warrant, that information made available in this RFT is fully complete and details all conditions. Council is not responsible for any interpretations, deductions and conclusions made by the Vendor from the information made available in this RFT. The Vendor shall accept full responsibility for its interpretations, deductions or conclusions.

B16.5 Information Supplied by Vendor The Vendor must disclose to Council any information relevant to past history of the supply of similar services by the Contractor or by a related entity (including any director of a corporate entity) in relation to breaches of law, investigations or disciplinary action that has resulted in the loss or early termination of a contract or the imposition of any reprimand or penalty (financial or otherwise).



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B16.6 Publicity The Vendor must not furnish any information or issue any document or other written or printed material relating to this RFT for publication in any of the media without the prior written approval of the Council.

B16.7 Canvassing of Council and Council Officers If a Vendor canvasses a Councillor or Council Officer with a view to influencing the acceptance of any Tender made by it or any other Vendor, then regardless of such canvassing having any influence on the acceptance of such Tender, Council may at its discretion omit the Tender from consideration.

B16.8 Identity of the Vendor The identity of the Vendor is fundamental to the Council. The Vendor shall be the person, persons, corporation or corporations named as the Vendor in the Tender. Upon acceptance of the Tender by Council the Vendor will become the Contractor.

B16.9 Tender Format The Tender and such other documents required to be submitted shall be completed in full. Tenderers are encouraged to provide sufficient information and explanation in a logical format to allow for extensive and detailed review. Incomplete Tenders may be deemed non-compliant and eliminated from the assessment process.

B16.10 Late Tenders Any Tender received after the specified Closing Date and Time will not be accepted.

B16.11 Non-Compliant Tenders Any Tender found to be not in compliance with any Section or Condition stated in the RFT or contains provisions not required or allowed by the RFT may be declared by Council as a non – compliant Tender.

B16.12 Ownership of Tenders All documents, materials, articles and information submitted by the Vendor as part of or in support of a Tender shall become upon lodgement (post, or in person), the absolute property of the Council and will not be returned to the Vendor at the conclusion of the RFT process. Despite anything to the contrary, Council recognises that the Vendor shall be entitled to retain copyright and other intellectual property rights contained in the Tender.



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B16.13 Tender Withdrawal In the event that a Vendor requests to withdraw a Tender already submitted to Council for assessment, such request shall not be recognised by Council unless formal notification of the withdrawal is received by Council within five business days of the closing date of the RFT.

B16.14 Vendor Declaration The Tenderer is required to complete the Vendor’s Declaration form. In doing so the Vendor acknowledges that: • all terms and conditions including any specific requirements of the RFT, have

been read and understood; • all information contained in the Tender is true and correct; and • the Tender has been completed in full as per the conditions of the RFT.

B16.15 Inconsistency of Terms and Conditions In the event of there being any conflict or inconsistency between the conditions in this RFT and those in the Contract between the Vendor and Council, the terms and conditions appearing in the Contract shall have precedence to the extent of the inconsistency.

B16.16 Unethical or Inappropriate Conduct A Vendor will be disqualified from submitting a Tender if Council is of the opinion that the Vendor’s conduct (including the conduct of its agents and employees) in connection with the RFT amounts to unethical or inappropriate conduct. For the purposes of this Section, unethical or inappropriate conduct shall include but not be limited to: a. misleading or deceptive conduct in relation to their Tender or this RFT; b. any collusion, anti-competitive conduct, or other unlawful or unethical conduct

with any other Vendor, or any other person in connection with the preparation of their Tender or this RFT;

c. the receipt of improper assistance of employees or former employees of Council;

d. any attempt to solicit information from or improperly influence related persons of Council, client of Council or violate any laws or Council policies regarding offering inducements in connection with Council’s procurement processes; and/or

e. any act of an unethical or improper manner or contrary to the law. In addition to any other remedies available at law or any Agreement, Council reserves the right, in its absolute discretion, to reject a Tender lodged by a Vendor that has acted or is believed to have acted in contravention of this Section. If a Vendor suspects corrupt conduct by any other party they may give written notice of their concern to the Tender Coordinator or Tender Supervisor. Council will then respond to the Vendor in accordance with its Complaints Management Policy.



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B16.17 Council Policies Where applicable policies exist, this RFT is subject to the following Council Policies: • Purchasing Policy; • Tender Evaluation Policy • Fraud Control Policy. • Information Security Policy. • Work Health and Safety Policy. • Code of Conduct Copies of these policies can be obtained from the Council by contacting the Tender Co-ordinator.

B16.18 Privacy Act The Privacy Act 1988 (Cwlth) (Privacy Act) and the relevant Privacy and the Personal Information Protection Act for the State of South Australia, establishes a national scheme providing, through codes of practice adopted by private sector organisations and the National Privacy Principles, for the appropriate collection, holding, use, correction, disclosure and transfer of personal information by private sector organisations. Vendors should note that the Agreement requires the Vendor to comply with the Privacy Act, including the Information Privacy Principles and the National Privacy Principles. Vendors should obtain, and will be deemed to have obtained, their own advice on the impact of this legislation on their participation in this Request for Tender and any subsequent agreement.

B16.19 Disclosure of Contract Information Documents and other information relevant to the contract may be disclosed when required by law under the Government Information (Public Access) Act 2009 (GIPA Act) or under a Court order. The GIPA Act gives certain rights to members of the public to access information in Council’s possession concerning contracts between the private sector and Council. Access is limited by exceptions and exemptions necessary for the protection of essential public interests and the private business affairs of persons in respect of whom information is collected and held by Council. For the avoidance of doubt, Council discloses that it considers the publication of Tender Responses to be in the public interest. This may include the publication in Council Reports and/or publication on its website of details of all Vendors’ particulars together with information, including, but not limited to, price. Information received from Tenderers that is intellectual property, proprietary, commercial-in-confidence or otherwise confidential, will not be disclosed without their prior consent. Vendors should obtain, and will be deemed to have obtained, their own advice on the impact of this legislation.



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B16.20 Quality & Environmental Assurance. Council supports Vendors who have acceptable quality and environmental assurance systems. Preference will be given to Vendors who are accredited by a third party in accordance with: • Aust/NZ Standard IS0 9000 series; and • Environmental Standard ISO 14000 series.



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PART C SPECIFICATION INFORMATION

C1 YARRIAMBIACK SHIRE

Yarriambiack Shire Council was formed on 19 January 1995 by the amalgamation of the former Shires of Karkarooc and Warracknabeal, most of the Shire of Dunmunkle and part of the Shire of Wimmera. It has an area of 7158 square kilometres and has a population of 6,674 as at last national Census. The Shire stretches from the Wimmera River just north of the Grampians in the south, to the centre of the Mallee in the north. The Yarriambiack Creek is the main natural feature traversing the Shire. The area is also linked by road and rail systems that run in a north-south direction. The area has an almost ideal climate with a short winter and delightful autumn and spring. Summer temperatures can be hot, particularly in the north.

The Shire is situated between the Grampians and Murray Tourist Regions and provides a link between Horsham in the south and Mildura in the northern end of that region. It is located immediately to the east of some of Victoria’s main eco-tourist attractions, including the Big Desert, Wyperfeld National Park, Lake Hindmarsh, Lake Albacutya and the Little Desert.

C1.1 Council Economics

Of the population, almost half the workforce is employed in agriculture. Many other residents depend indirectly on farming, as they are employed in services used by the farming population. The population trends are remarkably similar to other areas across most of the Wimmera/ Mallee. The rural areas and small towns have tended to lose population, while the population bases of the larger towns have shown more stability.

The Shire is the heartland of grain production and handling in the Wimmera/Mallee. The dry-land farming area produces one quarter of Victoria’s total production of wheat and barley and is noted for the production of lambs and wool. Legume and oilseed crops are very important and alternative livestock enterprises are also well established.

The number of farms in the municipality has steadily declined with the average farm increasing in size. Changes in farm size and numbers reflect increased efficiency – less people producing more in order for the grain industry to remain profitable in the face of deregulated markets and declining returns. The Wimmera/Mallee constitutes one of the most efficient grain growing areas in the world.

C1.2 Yarriambiack Towns

Warracknabeal is the main service centre of the area, with a catchment pattern that extends from the northern Wimmera to the Southern Mallee. It is complemented by Hopetoun in the north and Minyip, Murtoa and Rupanyup in the south, with another eleven small towns spread throughout the municipality.

The Shire is well situated to serve the needs of local economies and communities and promote and facilitate increased public and private investment in developing its grain and related industries. Warracknabeal is the sub-regional centre for the northern Wimmera and southern Mallee, with excellent facilities for shopping, aged care, health, recreation and other commercial activities.



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C1.3 Yarriambiack Shire Services

The following information is extracted from the 2017/2018 Annual Report.

C1.4 Council Plan



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C1.5 Yarriambiack Shire Income & Expenditure



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C1.6 Council Map and Silo Art Trail

Figure 3. Yarriambiack Shire Council Map and Silo Art Trail



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C2 OVERVIEW OF REQUIREMENTS

Yarriambiack Shire Council is seeking to appoint a provider of Transaction Banking Services for the period 1 August 2019 until 31 July 2022 with an option of two further 12-month periods which may be exercised at the same time. Council operating platform is Civica with all revenue streams for collection; Council Rates, Pet Registrations, Homecare and other various related payments managed via this platform. For regular bill payment, Council currently utilises: • Telephone; • Payments by Mail; • Payments in Person at Council; • Payments in Person at Australia Post; • Australia Post Billpay; • BPAY; • Direct Credit to Council’s account. Council is looking to expand its options with regard to all payment mechanisms and is interested in any strategies that will positively influence payments to more efficient channels. Tenderers should note the ‘Innovative Services’ Evaluation Criteria. Council is looking to streamline existing time-consuming processes such as deposit identification, paper-based payments, agency transactions, voucher tracing, animal payments, and enhance BPAY services and reconciliation services. These are a selection of items only. An innovative approach to both Banking and Bill Payment will be favourably viewed.

C2.1 Rate Payments

Yarriambiack Shire Council issues approximately 7,000 rate notices which are usually forwarded to residents in July/August each year. Next Full Rating Year - 1 July 2019- 30 June 2020. Using this next full rating year, approximately 75% of ratepayers choose to pay the full amount on the 15th February of the rating year.

Instalment Dates 1st 30 September 2019

2nd 30 November 2019

3rd 28 February 2020

4th 31 May 2020

Quarterly Instalment Option Provision is made for the payment of rates by four quarterly instalments. A ratepayer may elect to utilise this method by paying the first quarterly amount shown on the annual rate notice on or before 30 September 2019. Thereafter, a reminder notice



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with due dates and amounts for the remaining instalments, is forwarded in Oct, Jan and April each year. Ratepayers can elect pay their rates in full on the 15th February or the outstanding balance at any time. The estimated number of rate transactions per annum across all frequencies and channels, is in the vicinity of 21,500.

C2.2 Quantitative Criteria – Price

C2.2.1 Price Assessment

Tenderers must note that the assessment of pricing for this contract is on a ‘first offer, best offer’ basis.

C2.2.2 Schedule of Rates

Section D of this document includes a Conforming Schedule entitled Schedule of Rates. It is Council’s requirement that this Schedule be returned as part of the Tender response. Tenderer’s should note that wherever possible, a dollar figure should be included, with appropriate explanation if required. A response of ‘Price On Application’ within the Schedule of Rates is problematic, with a detailed explanation required where a specific figure is not offered.

C2.2.3 Full Pricing Annexure

Tenderers should also note that the Schedule of Rates is not exhaustive. It is the expectation of Council that a full and complete pricing schedule be included with the Tender response as Attachment or Appendix ‘A’.

C2.2.4 Establishment Costs

The successful Tenderer (the contractor) will be required to cover all costs associated with switching providers (if applicable) and provide support necessary in advising clients of any changed banking conditions. It is important that where establishment fees for any services remain the responsibility of Council, these are clearly identified, and highlighted.



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C2.3 Qualitative Criteria – Product

This section contains information on the range of products and services to be made available to Council for the term of the new Contract. Tenderers are encouraged to present an extensive amount of detail on services assessed to be of benefit to Council.

C2.3.1 Overdraft and Account Facilities

Council currently operates an Overdraft of $2m (Two Million Australian Dollars). The method of calculating interest on overdraft and the basis for determining the overdraft interest rates chargeable must be specified. All fees associated with an Overdraft facility must be detailed. Seasonally, the overdraft amount increases to A$3.5m (Three Million and Five Hundred Thousand Australian Dollars) from November to April annually. The Schedule of Rates (Schedule B2) requests details of the applicable interest rate as at 11.00 am on Tuesday 9th April, 2019. The ability to offset credit funds against an Overdraft position on a daily basis is of interest and should be presented if available.

Yarriambiack Shire Council’s main operating account is to be operated at the Bank’s closest branch office, which must be extensively detailed, and is to be an interest-bearing cheque account.

C2.3.2 Provision of daily bank statements

Council currently completes a daily manual upload followed by an automated account reconciliation through the Civica operating platform. Tenderers should advise the capability to enable automatic reconciliation to continue.

C2.3.3 Electronic Banking Payment Facilities

Payment of salaries and creditors electronically.

C2.3.4 Payment to Creditors

Council currently pays its creditors by cheque and EFT. Presently over 90% of all payments are made by EFT and Council expects the number of payments to increase by the end of the Contract period.

C2.3.5 Payments by Direct Debit

Direct Debit is also included later in this section under the Bill Payment sub-section. It appears here for Direct Entry uniformity. Council does not currently operate a Direct Debit system and is very interested in how it would complement the existing Accounts Receivable offering. Tenderers should provide extensive detail of this service.



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C2.3.6 Payment of Salaries to employees Council performs a fortnightly payroll transfer. The average value is up to $230,000 (Two Hundred and Thirty Thousand Australian Dollars) and the average number of transactions is 200 per fortnightly transmission.

C2.3.7 Electronic Banking Security

Electronic Banking platform security, incorporating administrative functions, security levels and password protection for users should be highlighted.

C2.3.8 Electronic Commerce

Council wishes to avail its customers, both internal and external, with the most up to date electronic commerce facilities available at the present time. Electronic bank statements and balances available on a daily basis with ability to download transactions to computer-based bank reconciliation systems are essential. The following functions are a requirement:

• Electronic reporting whereby Council can download the previous day’s transactions;

• Reporting on an intra daily basis to Council so that we can view the current day’s transactions;

• Facility to download creditors and employee’s payments for direct credit to appropriate bank accounts.

C2.3.9 Automated Loan Repayments

Direct periodic loan, lease and other repayments to all lenders.

C2.3.10 EFTPOS Services

Provision/rental of Credit Card and EFTPOS facilities (Council currently utilises two (2) EFTPOS machines which are fixed terminals. EFTPOS payments are to be credited daily in summary to the bank account. A monthly statement is required to be sent to Council detailing individual transactions on a daily basis. Full details of the Tenderer’s available information technology to support current and future banking including on-line (virtual) terminals, EFTPOS and smart card facilities are requested. Full detail of security levels, log-in procedures, administrative functions and processing conformity should be included. Full details of the process for Surcharging the Merchant Service Fee must be included, to enable Council to make an informed decision on whether to progress down this path.



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C2.3.11 Corporate Card Programme

Council currently utilises one (1) Corporate Card, however it is envisaged that this programme will grow during the contract period Full details of the cost, and management capability of a Programme should be included.

C2.3.12 BPAY

Council is a registered BPAY user with User ID No.s 102400 (Rate Payments), 255992 (Animal Registrations) and 102483 (Debtor Payments) used for payments to Council. Council expects the continuation of BPAY services to be uninterrupted during the Tender period. Costs of all BPAY options should be separately detailed, including establishment fees, merchant and transaction fees. Fees for additional BPAY Services detailed in the Innovative section of this Specification should also be included.

C2.3.13 Bulk Coin

Bulk coin collection is not a service required by Council.

C2.3.14 Bank Guarantees

Council may require a Bank Guarantee facility during the contract term. An indicative interest rate should be provided in Schedule 1 for comparative purposes. Tenderer’s should assume a potential value of $200k.

C2.3.15 Safe Custody

Council may require the use of the Bank’s safe custody facility or back up computer tapes, other electronic data and other valuables. Details and pricing of this service that the Tenderer can provide should be included in Annexure A.

C2.4 Bill Payment Services

C2.4.1 Bill Payment Volumes

The following are estimated volumes of Revenue Collection transactions accepted by Council:

• Rates – 7,000 assessments of which 25% are paid by instalment.

• Dog and Cat Registrations – 1,000 p.a.

• Aged Care payments - minor

• Infringements - minor Note that these numbers are estimates only, based on the 2017/2018 business year.



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C2.4.2 Payments by Telephone

Council requires a secure, automated, on-line validation system capable of handling large peak transaction volumes (current daily maximum transactions are 100) with on-line credit card validation capacity. There are four main peak load periods for rate payments each year at the end of the months of September, November, February and May. Peak load for Animal Registrations is April annually.

C2.4.3 Payments by Internet

Council may require a secure on-line validation system for acceptance of payments via the Internet with on-line credit card validation capacity during the contract period. It is not an initial requirement. Pricing should be based on a small amount of transactions initially.

C2.4.4 Payments by Direct Debit

Council is interested in the possibility of establishing a Direct Debit facility. Extensive information on this channel will be highly regarded.

C2.4.5 Payments by Other Mediums

Tenderers should detail any other payment method and services that are not detailed above.

C2.4.6 Information Requirements

Information for the above Telephone, Internet, Direct Debit and Other Medium Bill Payment Services must include the following features, benefits, costs and capability: (a) Method of delivery, frequency and timing of data transfer (including option of

separate files per payment method taken up), including details of data structure options.

(b) Cost – including establishment fees, transaction costs, annual fees, merchant fees, fees for any enhancements.

(c) Enhanced services available – eg. Data imaging. (d) Any software purchase requirements and associated costs. (e) Help desk facility – including hours of operation, capacity of Help desk and of

each option. (f) Processing turnaround time of transactions, including cut-off time each day. (g) The capacity to differentiate between different transaction types and send the

data to different destinations. (h) The ability to merge data from multiple sources (eg. IVR and Internet) into one

data file.



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C2.5 Qualitative Criteria - Relationship Management

C2.5.1 Standard & Poor’s Rating

The Service Provider must hold a banking licence under the Commonwealth Banking Legislation. Details are to be provided in regard to the Tenderer’s Standard and Poor’s rating which must be a minimum of BBB+.

C2.5.2 Relationship Management

Council requires a strong working relationship with the Service Provider. The Service Provider must nominate one primary person as the point of representation for discussions relating to the banking services contract. Where possible, specialist staff, and staff at a local branch to deal with Council's Banking and Revenue Collection Services should be detailed.

C2.5.3 Formal reviews

Formal review meetings to be held annually and as required with the provider’s designated manager and Council’s General Manager of Corporate Services or their delegate. Meetings are considered necessary to ensure that Yarriambiack Shire Council is informed of the latest Banking and Revenue Collection Services and economic climate forecasts and to resolve any issues in a timely manner.

C2.5.4 Conforming Schedule

A Conforming Schedule is included in this Tender Offer for completion of details of the nominated relationship management team, requesting explanation of the level of responsibility, experience, and office location.



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C2.6 Qualitative Criteria - Implementation

The Tender shall submit an Implementation Plan and timetable, including strategies for a seamless transition (if required) with continuity of service provision for the commencement of the services.

C2.6.1 Proposed Implementation Timing

Should it be required, Council is intending to embark on an implementation program over an eight-week period beginning 1st August 2019 with a ‘go live’ date of the 30th September 2019. The respondent shall ensure that this timeframe can be met as an integral element of the service delivery or provide an alternative date range with reasonable justification for the change.

C2.6.2 Conforming Schedule

A complete and comprehensive explanation of the Implementation process is a conforming requirement, and a Conforming Schedule is included to ensure that critical requirements are addressed. The Conforming Schedule shall form the basis of the service implementation. The timetable is to include strategies for a seamless transition with continuity of service provision. This should address, but not be limited to the following criteria.

C2.6.3 Critical Aspects

Tenderers must ensure that the following critical aspects are addressed • Project Management Principles – Details of the project management

principles to be employed and exercised during the process. • Project Management Team – Details of the staff to be engaged during the

implementation period, their role, and reporting line. • Timing – Inclusion of a properly dated Gantt Chart that details the higher-level

requirements, and timing within the 8-week period that these requirements will be met.

• Technology – Explanation of the ability of the Tenderer to import/export financial information, transactions and reconciliation data between the Bank systems and Council’s operating platform.

• Administrative issues such as registration of bank signatures, approval of rates and animal registration notices, printing of cheques etc

• Training (including commitment to providing training to appropriate Council staff on use of the systems)

• Cost – Should establishment fees be applied to any bank or third party service to be implemented that are deemed the responsibility of Council, the Tenderer must include these costs within this section.



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C2.6.4 Changeover Costs Council is keen to understand the proposed cost of Implementation of services.

Note that Council is keenly aware that this is an inexact exercise, but requires respondents make an attempt to qualify the costs associated with the transition of services from one provider to another within the proposed 8-week period. Tenderer’s should include any establishment fees that are applicable to services required for the proposed solution. Council also expects an understanding of the resources required and time to be allocated to the implementation project. Any fee waiver that may be offered to Council while within the Implementation process should also be detailed at this point.



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C2.7 Qualitative Criteria – Commitment to the Yarriambiack Shire Community

The Tenderer should document in its presentation, how it is currently involved in the local community and/or how it supports community health and well-being in general.

C2.7.1 Local Support and Grants

Council organises a number of major events and festivals. The capacity and existing level of involvement of the Financial Institution in these events or any other endeavour should be detailed. Any appetite to be involved in future activities should also be outlined.

C2.7.2 Sponsorship/Partnership/Ongoing Support

Council sponsors a number of major community events. If service providers express interest, Council may involve service providers in sponsorship of such events. A proactive approach in identifying improvement opportunities, innovation and partnering to develop and to implement these changes is required.

C2.7.3 Branch Representation

Service providers must offer easy access to their facilities to Council’s customers and ratepayers within, and on the periphery of the Yarriambiack Shire Council boundary. A list of the Tenderer’s branch locations should be provided, along with a detailed suggestion regarding the logistics of daily depositing should it be required.



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C2.8 Qualitative Criteria - Innovation

The presentation of new and innovative services that will potentially benefit Council and its customers is a weighted criterion in this exercise. We encourage Tenderers to be as expansive as possible on new services with potential applicability to Council. The following challenges will be core to the assessment of this criteria.

C2.8.1 Channel Migration

As the cost of paper-based transactions continues to rise, Council is keen to understand what initiatives the Tenderer may offer and employ during the Contract period, to encourage the use of electronic methods of payment. Note that an ‘offer to assist wherever possible’ is not considered a satisfactory response under this measure. Council is interested in where the Tenderer will actively co-ordinate and participate in initiatives that result in a reduction of paper transactions and an increase in electronic transactions over the Contract period.

C2.8.2 Systems Integration, Connectivity and Reporting

Council sees the importing of payment data as a critical factor in enhancing the service to the community. Tenderers should highlight their capability with regard integration with Civica, to a granular level for files being imported.

C2.8.3 BPAY Services

BPAY is currently the most popular method of payment for volume transactions such as rate payments and other payments to Council. It is also a favoured method within Council given it’s ‘cleared funds’ and ‘automated reconciliation’ properties. New services such as BPAY Partial Refunds, and BPAY QR Codes should be presented, along with information on where additional BPAY Biller Codes could be utilised.

C2.8.4 New Payments Platform

Council is interested in the applicability of the New Payments Platform, specifically where benefits of this new system can be derived.

C2.8.5 Other Information Note that this list is a sample of services that are of interest to Council and is non-exhaustive. As stated above, Council encourages Tenderers to be as expansive as possible with regard to new and innovative services that may benefit Council and its relationship with the community.



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C2.9 Further Information

The Service Provider may be required to make a presentation in support of its tender which may include a demonstration of any technology, systems, software and any other related matter. Clarification on issues and technical matters relating to the tenders may be discussed prior to acceptance of a tender.

C2.10 Disclaimer

The transaction statistics provided in this document are done so on the understanding that Council does not guarantee the level of accuracy. The information is provided as a guide only at the date this tender specification document was prepared. Council is determined to provide the highest level of service to its customers, the banking statistics provided may not necessarily reflect the future banking profile of Council and its customers. The Tenderer is encouraged to make its own independent enquiries, seek its own advice in relation to banking tender services. Council’s 2017-18 Annual Report is available on the Council website, under the ‘On-Line Services>Publications/Policies’ tabs.



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PART D CONFORMING SCHEDULES Please see over page.



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D1 Form of Tender YARRIAMBIACK SHIRE COUNCIL

FORM OF TENDER FOR CONTRACT

Tender No: C242/2019

For: BANKING AND BILL PAYMENT SERVICES

I/We the undersigned do hereby tender to undertake and complete the work or service for the Contract briefly

described above and have allowed to supply all equipment, materials and labour required whether it be referred to

by name, drawn, described, referred to or implied in the Appended General Conditions of Contract, Specifications

and Drawings (where included) for the value stated below and to bring the Contract Works to practical completion

within the period or by date specified in General Conditions of Contract.

I/We acknowledge that costs incurred in undertaking any investigation and submitting a tender for the works or

services detailed in these tender documents, are the responsibility of the Respondent and Mid Murray Council is

not responsible for, nor will it reimburse for any costs directly or indirectly incurred and that in submitting this tender,

does not imply that the Council will enter into a Contract with the Respondent or any other Respondent.

Dated this ............................................... day of ................................................................... 2019. .

Full name of “Respondent”: ..........................................................................................................

Is the Respondent a registered company .......................................................................... Yes / No*

If yes, the Companies A.C.N. Number ...................................................... ABN………………………

Name of Managing Director ............................................................................................................

Is the Respondent a Partnership or Sole Trader ...................................... Partnership / Sole Trader *

If Yes list the names of the Partners or the Sole Trader ..................................................................

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

Is the name of the Respondent a registered trading name ................................................. Yes / No*

Registered * office/business address: .............................................................................................

………………………………………………………………..

Telephone No: …………………………… Fax No: ...........................................................................

Email Address: ………………………………………………………………………………………….

Name and position of person submitting Tender for and on behalf of and with the authority of the Respondent:

Name: ...........................................................................................................................................

Position: ........................................................................................................................................

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

Address of Respondent for service of notices: ................................................................................

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

Amount of Tender for the Contract Works:

(GST inclusive) As set out in attached Schedule 1 - Schedule of Rates

Signature of person submitting Tender: .........................................................................................

Signature of Witness: .....................................................................................................................

Name of Witness ...........................................................................................................................

(* Delete inappropriate term /s)

(To be submitted with the tender documents)



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D2 Schedule 1 Schedule of Rates Tender No. C242/2019: BANKING AND BILL PAYMENT SERVICES

YARRIAMBIACK SHIRE COUNCIL

SCHEDULE OF RATES

Item Description of Service Estimated

Transaction

Level p.a.

Unit Unit Price

or

Percentage

p.a.

Total Cost

Per Annum#

NB – All pricing is to be inclusive of GST

Bank Accounts

B1 Account Keeping Fee 2

Per a/c

Per mth.

$ ................

B2 Cheques Issued

203

Each

$ ................

B3 Cheques Cashed

20

Each

$ ................

B4 Electronic Debits

100

Each

$ ................

B5 Cheques Deposited

260

Each

$ ................

B6 Branch Deposits

52

Each

$ ................

B7 Express Deposit Box Cheques 1,300 Each $ ................

B8 Express Deposit Box Deposits 260 Each $ ................

B9 Electronic Credits

300

Each

$ ................

Online Accounts

B10 Transaction Reporting 260 Per Day $ ................

B11 Manual Data Updates 10 Each $ ................

B12 Voucher Image Search 5 Each $ ................

B13 Stop Cheques 5 Each $ ................

Electronic Banking

B14 User Fee – Standard User 3 Per Month $ ................

B15 User Fee – Authenticating User 2 Per Month $ ................



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Schedule of Rates (Cont.)


Transaction

Level p.a.

Unit Unit Price

or

Percentage

p.a.

Total Cost

Per Annum#


Direct Entry Services

Fortnightly Payroll Payment – the fortnightly payroll maximum amount is $ 230,000.

E1 Payroll – Credit Listings 200 Per f/n $ ................

E2 Creditors – EFT Payments

3,000

Each

$ ................

E3 Direct Entry Debit 0 Each $ ................

E4 Direct Entry Return 0 Each $ ................

E5 Direct Entry Rejected 0 Each $ ................

E6 Direct Entry Recalled 0 Each $ ................

E7 Direct Entry Limit Exceed 0 Each $ ................

Banking Services

E8 Cheque Cashing Authority 1 Each $ ................

E9 Voucher Retrieval 2 Each $ ................

Customer IT Integration

E10 Establishment (1 Site) 1 Each $ ................

E11 Electronic Platform Monthly Fee 12 Each $ ................

Online Payments

E12 Sundry Direct Credits to Council 350 Each $ ................

E13 Periodical Payments 50 Each $ ................

E14 RTGS – Same Day 5 Each $ ................

E15 RTGS - Immediate 5 Each $ ................

E16 International Payments 1 Each $ ................



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Transaction

Level p.a.

Unit Unit Price

or

Percentage

p.a.

Total Cost

Per Annum#


Sundry Services

S1 Inward TT 1 Each $ ................

S2 Trace Services 5 Each $ ................

S3 Inward Dishonour 5 Each $ ................

S4 Agent Deposit Books 1 Each $ ................

S5 Express Deposit Bags 500 Each $ ................

Overdraft

O1 Total Amount $2m

1

Each $ ................

O2 Establishment Fee 1 Each $ ................

O3 Line Fee 1 Each $ ................

O4 Annual Maintenance Fee 1 Each $ ................

O5 Interest Rate as at 9/4/ 2019 Each % %

O6 Bank Guarantees (Indicative Rate)

Current Value $10k

Each % %

O7 Bank Audit Certificates 1 Each

Corporate Card

CC1 Programme Establishment 1 $ ................

CC2 Annual Card Fee

1

Each

$ ................

CC3 Interest Rate Each

CC4 Card Limit Costs (if any) $20k Each $ ................



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Transaction

Level p.a.

Unit Unit Price

or

Percentage

p.a.

Total Cost

Per Annum#


Merchant Services

M1 MSF on Credit Card Transactions Annual Value

$600k

% $ ................

M2 Credit Card Transactions 631 Each $ ................

M3 Chq/Sav Transactions 496 Each $ ................

M4 Eftpos Terminal Rental – Fixed

2

Per Mth

$ ................

M5 Eftpos Terminal Rental – Mobile 0 Per Mth $ ................

M6 Eftpos Terminal Rental - Virtual 1 Per Mth

M7 Minimum Monthly Fee 1 Per Mth

M8 Facility Maintenance Fee 1 Per Mth

BPAY

BP1 Credit Transaction Fee 3,000

BP2 Debit Transaction Fee 13,500

BP3 Credit Ad Valorem Fee $6.6m

BP4 Presentment Fee (BPAY View) 244



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Bill Payment Collection Services

BPC1 OTC Receipts at Council N/A Each N/A N/A

BPC2 OTC at Australia Post 1,380 Each $ ................

BPC3 OTC at Bank/Branch 0 Each $ ................

BPC4 Telephone Credit Card (IVR) 330 Each

BPC5 Internet Credit Card Payment 420 Each

# Based on estimated transactions p.a.



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D3 Schedule 2 Statement of Conformance

YARRIAMBIACK SHIRE COUNCIL

Statement of Conformance

Tender No. C242/2019: BANKING AND BILL PAYMENT SERVICES

The Respondent is to signify whether or not its tender conforms with the requirements of the Tender Invitation

Documents by striking out below * that which is not applicable.

This Tender * does conform with the Tender Invitation Documents.

** does not conform with this tender/invitation documents

Should the Tender be a Non-Conforming Tender, the Respondent must list below all areas of non-conformance

and the reason for non- conformance. The tender must also value each non-conformance so that, if the non-

conformance is acceptable to Council, the tender prices or rates can be adjusted accordingly. If a non-

conformance is not valued and is unacceptable to Council, the tender may not be further considered.

Area of Non-Conformance Value of Non-Conformance

Signed______________________________________________________________

For and on behalf of __________________________________________________

(The Respondent)

Date_______________________________________



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D4 Schedule 3 Receipt of Addenda

YARRIAMBIACK SHIRE COUNCIL Receipt of Addenda

Tender No. C242/2019: BANKING AND BILL PAYMENT SERVICES

The Respondent is to list below all addenda that it received during the tender period. The Respondent

acknowledges 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.

Signed______________________________________________________________

For and on behalf of __________________________________________________

(The Respondent)

Date_______________________________________



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D5 Schedule 4 Relationship Management Team

Yarriambiack Shire Council Tender No. C242/2019: BANKING AND BILL PAYMENT SERVICES

Designation

(Qualifications/Experience)

Years of

Experience

Office

Location

Responsibilities

1.

Name:..................................................................

Position:................................................................

2.

Name:..................................................................

Position:................................................................

3.

Name:..................................................................

Position:................................................................

4.

Name:..................................................................

Position:................................................................

5.

Name:..................................................................

Position:................................................................

6.

Name:..................................................................

Position:................................................................

7.

Name:..................................................................

Position:................................................................

Name of Respondent: ................................................................................................................. .

Signed: ..................................................................................................................... ..............




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D6 Schedule 5 Collusive Tendering Statutory Declaration Yarriambiack Shire Council

Tender No.C242/2019– BANKING AND BILL PAYMENT SERVICES

Respondent to complete Declaration.

I, ....................................................................of ..................................................................................................... in the State

of …………………..

do solemnly and sincerely declare that in relation to the Tender for Contract No. C242/2019

THAT

1. I hold the position of .......................................... and am duly authorised by

...............................................……………............ (“the Respondent”) to make this declaration its behalf.

2. * Prior to the lodging of it’s Tender, neither the Respondent nor any of its servants or agents had any knowledge of the Tender

Price or proposed Tender Price of any other Bidder nor has the Respondent or any of its servants or agents disclosed to any

rival Bidder the Respondent’s price.

3. Neither the Respondent nor any of its servants or agents has entered into any contract, arrangement or understanding to pay

moneys or provide any other benefit or other financial advantage to any trade association in respect of the Contract, apart from

the normal amount (annual subscription, turnover or contract fee) commonly imposed by that trade association.

4. Neither the Respondent nor any of its servants or agents has entered into any contract, arrangement or understanding that the

successful Bidder for the Contract will pay any money to, or provide other benefit or other financial advantage to any other Bidder

who unsuccessfully tendered for the Contract.

5. The Respondent submitted its tender in good faith and has not deliberately set its tender price in order to enhance the tender

price of other Respondents.

6. As at the date of this declaration, the Respondent intends to do the work set out in the tender.

7. Neither the Respondent nor any of its servants or agents has entered into any contract, arrangement or understanding for the

purpose or one of the purposes being that, in the event that it is successful in its tender, it will pay to or provide any unsuccessful

Respondent or any person any moneys or any benefits or fulfil any undertaking which is a consequence of any collusive tendering

circumstance in respect of or in relation to the tender or any contract resulting there from.

8. It is understood that Yarriambiack Shire Council is not bound to accept the lowest or any Tender it may receive.

9. The Respondent examined the Conditions of Tender and the Tender Documents prior to the submission of its Tender.

AND I make this solemn declaration conscientiously believing the same to be true and by virtue of the provisions of an Act of

the Parliament of New South Wales rendering persons making a false declaration punishable for wilful and corrupt perjury.

DECLARED at )

in the State of …………. this )

day of ) ..............................................................

Two Thousand and )

Before me ..................................................................................................................................................




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D7 Schedule 6 Quantities – Special Conditions

Tender No. C242/2019 – BANKING AND BILL PAYMENT SERVICES

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

(Full Name of Respondent)

Where Yarriambiack Shire Council has agreed to provide preliminary quantities to Respondents:

THE RESPONDENT HEREBY ACKNOWLEDGES AND WARRANTS AND EXPRESSLY AGREES THAT Yarriambiack Shire

Council does not in any way guarantee or warrant the accuracy or completeness of any information of any kind whatsoever

provided, supplied or communicated by Yarriambiack Shire Council to it, as to or in respect of the quantities, items of work or

materials which may be comprised in or associated with the performance of the works and the Respondent FURTHER

HEREBY ACKNOWLEDGES, WARRANTS AND EXPRESSLY AGREES Yarriambiack Shire Council has provided, supplied

or communicated such information on the aforesaid basis and without any representation, statement or promise that such

information is accurate or complete or provides a proper or adequate basis for the Respondent’s assessment of the items or

quantities, items of work or materials or work required to be performed, or comprised in or associated with the Works.

AND FURTHER THE RESPONDENT HEREBY ACKNOWLEDGES, WARRANTS AND EXPRESSLY AGREES THAT

Yarriambiack Shire Council shall not be liable in contract, tort or pursuant to any statute or otherwise for or in respect of any

information of any kind whatsoever provided, supplied or communicated by Yarriambiack Shire Council to the Respondent in

relation to quantities, items of work or materials and the Respondent HEREBY RELEASES YARRIAMBIACK SHIRE COUNCIL

now and forever in respect of any present or future liability including liability for breach of any contract, or in negligence or

pursuant to any legislation as a result of or arising in any way in connection with the supply provision or communication of any

information in relation to quantities, items of work or materials by Yarriambiack Shire Council to the Respondent and in

particular as a result of, or arising in any way in connection with any discrepancy, error, omission or difference between the

actual quantities or items of work or materials required to complete, or required to be supplied in respect of the Works or

comprised in any part thereof, and the quantities or items of work or materials provided, supplied or communicated by

Yarriambiack Shire Council.

AND FURTHER THE RESPONDENT HEREBY ACKNOWLEDGES, WARRANTS AND EXPRESSLY AGREES THAT the

aforesaid warranties, acknowledgements and agreements made by it shall bind its successors and assigns.

(Signed) ............................................................................................................................. .....

For and on behalf of........................................................................................................ .........

(Respondent)

Date ...........................................................................




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D8 Schedule 7 Conflict of Interest Yarriambiack Shire Council


I/We ……………………………………………………………………………………… (Respondent or Joint Venturer) the parties to this submission have considered the implications of making this submission or of providing the services which are the subject of this Tender and: Either: (a) Have satisfied ourselves that no relationships exist between this company and any other company, body,

association or like organisation or any individual or group of individuals who might have an interest in the subject of this Tender.

Or: (b) Have identified the following relationships which might be considered as possible conflicts of interest: (Insert a statement of the relationships) ........................................................................................................... ............................................................................................................................................................................ ............................................................................................................................................................................ ............................................................................................................................................................................ ............................................................................................................................................................................ ............................................................................................................................................................................ ............................................................................................................................................................................ ............................................................................................................................................................................ ............................................................................................................................................................................ ............................................................................................................................................................................ In the event of such relationships arising in the course of preparing a submission or after having presented a submission, the parties will immediately inform the Project Manager, who may take such action necessary to ensure that the outcome of the tender process is not compromised.

Signature of Person Submitting Tender

…...................................................................... Date…............................ ...........

(must be same as person who signed the

“Form of Tender for Contract”)




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D9 Schedule 8 Company References Yarriambiack Shire Council


Company References

Please provide the following information for the three (3) most recent and relevant contracts completed by

the company. Council preference is two “new to bank” referees.

Contract 1 Contract 2 Contract 3

Contract

Description

Client

Contact Name

Phone No.

Email Address (if

available)

Customer Since

Signed______________________________________________________________

Name_______________________________________________________________

For and on behalf of _________________________________________________________________

(The Respondent)

Date_____________________________________(To be submitted with the tender documents)



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D10 Schedule 9 Insurance and Indemnity Disclosure

Tender No. C242/2019– BANKING AND BILL PAYMENT SERVICES

Yarriambiack Shire Council Insurance and Indemnity Disclosure

This disclosure shall be completed by the Respondent or the Respondents authorised

representative: -

Provide details of current coverage:

Class of

Insurance Policy No. Name of

Insurer

Limit of Cover per

Occurrence

Expiry

Date

Per Incident

$A Aggregate

Public Liability

Workers Compensation

Professional Indemnity

Other: Please Specify

I declare that the above information is true and correct and that, if my Tender is accepted, I will

take out and maintain for the period of the Contract insurance and indemnity cover to accord

with specification requirements.

Signed______________________________________________________________

For and on behalf of _

_________________________________________________

(The Respondent)

Date …… /…… /……….




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D11 Schedule 10 Implementation Plan Yarriambiack Shire Council


IMPLEMENTATION PLAN

The Vendor shall submit a Transition Plan and timetable, including strategies for a seamless transition with

continuity of service provision for the commencement of the services.

Council is intending to embark on an implementation program (if required) over an eight week period beginning 1st

May 2019, with a ‘go live’ date of the 30th June 2019.

The respondent shall ensure that this timeframe can be met as an integral element of the service delivery.

Schedule 10 - Implementation Plan shall form the basis of the service implementation. The timetable is to include

strategies for a seamless transition with continuity of service provision. This should address, but not be limited to:

• Technology (including compliance of existing systems and provision/requirement of new systems)

• Administrative issues such as registration of bank signatures, approval of rates and animal registration

notices, printing of cheques etc

• Training (including commitment to providing training to appropriate Council staff on use of the systems)

• Relationship management and implementation Project Management

• Specific details of projected cost of transfer to new service provider

• Details of financial support offered by the new service provider to assist with cost of transfer.

Schedule 10 should provide details of a change over strategy as described above and any costs that may be

associated with providing new systems, software, implementation or any other costs associated with changing

service providers.

Respondents should note that it is a requirement that Schedule 10 contain full detail of establishment fees

associated with the implementation of products and services.

Signed______________________________________________________________

Name_______________________________________________________________

For and on behalf of _________________________________________________________________

(The Respondent)

Date_____________________________________



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D12 Schedule 11 OHS POLICY & MANAGEMENT

This questionnaire forms part of Councils tender evaluation process and are to be completed by Contractors and

submitted with their tender offer. The objective of the questionnaire is to provide an overview of the status of the

Contractors OHS management system. Contractors may be required (on request) to verify their responses noted

in their questionnaire by providing evidence of their ability and capacity in relevant matters.

Certification:

The information provided in this questionnaire is an accurate summary of the company’s occupational

health and safety management system.

Company Name: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Signed: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . . . . . . . . .

Name: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Position: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contact Details: (if different to above)

Contact Name: . . . . . . . . . . . . . . . . . . . . . . . . . . . Contact Number: . . . . . . . . . . . . . . .

Guidelines for Minor Contracts

Contractors providing services in this classification must demonstrate specific understanding of the health and

safety requirements of the work to be performed. Furthermore, the minor contract health and safety requirements

will require that Contractors plan their work, identify the hazards and have in place suitable control measures as

part of a Risk Assessment procedure. The OHS contractual requirements for minor contracts focus on the following:

• Contractor has a good understanding of the hazards and risks associated with their activities.

• Contractor has established systems and procedures for managing the OHS risks, although these may not be

formalised.

• Contractor is licensed for the relevant activities and employees have appropriate competencies and licences

required for the contract works.

• Plant and equipment is appropriately licensed or registered and maintained/inspected on a regular basis.

• Contractor will undertake a contract specific risk assessment to ensure risks are identified and controlled for

the contract services.



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OH&S Questionnaire

YES / NO

Does the Tenderer have a written health and safety policy?

(If yes, a copy of the policy may be requested for verification.)

Does the Tenderer have an OHS Management System certified by a recognised

independent authority (e.g. SafetyMAP)?

Does the Tenderer have a documented OHS Management System? (If YES, a copy of

the contents page(s) may be requested for verification.)

Are health and safety responsibilities formally identified for all levels of staff? (If yes,

provide details.)

Safe Work Practices and Procedures

YES / NO

Has the Tenderer prepared safe operating procedures or specific Safety instructions

relevant to its operations? (If yes, a list of procedures/instructions may be requested for

verification.).

Does the Tenderer have any Permit to Work systems? (If yes, a summary list of permits

may be requested for verification.)

Does the Tenderer have a documented incident investigation procedure? (If yes, a

copy of an incident report form may be requested for verification.)

Plant

YES / NO

Does the Tenderer have procedures for maintaining, inspecting and assessing the

hazards of plant operated/owned by the Tenderer?

Does the Tenderer have procedures to ensure that all plant is registered and

operators licensed?

Hazardous Substances

YES / NO

Does the Tenderer have procedures for storing, handling and disposing of

hazardous substances?



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Manual Handling

YES / NO

Does the Tenderer have procedures for identifying, assessing and controlling risks

associated with manual handling?

Health and Safety Training

YES / NO

Describe how health and safety training is conducted by the Tenderer.

Does the Tenderer maintain a record of all training and induction programs

undertaken for employees?

Are staff trained in the awareness of asbestos in the workplace, and do you have a

procedure on how staff deal with occurrences?

Health and Safety Workplace Inspection

YES / NO

Does the Tenderer undertake regular health and safety inspections at worksites?

Does the Tenderer use standard inspection checklists to conduct workplace health

and safety inspections?

Does the Tenderer have procedures by which employees can report hazards at

workplaces?

Health and Safety Consultation

YES / NO

Does the Tenderer have a workplace health and safety committee?

Does the Tenderer involve employees in decision making over health and safety

matters?

Does the Tenderer have employee elected health and safety representatives?

Health and Safety Performance Monitoring

YES / NO

Does the Tenderer have a system for recording and analysing health and safety

performance statistics?

Are employees regularly provided with information on company health and safety

performance?

Has the Tenderer ever been convicted of an occupational health and safety offence

in the last 5 years? (If YES, provide date and details of offence.)

TO BE COMPLETED AND SUBMITTED WITH TENDER



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PART E CONTRACT ANNEXURE The information detailed below shall be read as part of the Contract:

Services General Conditions – Short Form The Council is (sub-clause):

Yarriambiack Shire Council __________________________________________________________

________________________________________________________________________________

________________________________________________________________________________ The Contractor is (sub-clause):

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________ The Commencement Date is (sub-clause):

1st August, 2019 ___________________________________________________________________ The Contract Documents are (sub-clause):

1. The Form of Agreement;

2. Letter of Acceptance and Additional relevant Correspondence (if any)

3. Form of Tender and Conforming Tender Schedules _____________________________________

4. Specification ____________________________________________________________________

5. Services General Conditions of Contract – Short Form;

6. Formal Communication arising during the tender evaluation _______________________________ The Supervisor is (sub-clause):

Jessie Holmes, Chief Executive Officer, Yarriambiack Shire Council __________________________ The address of the Council is (sub-clause):

34 Lyle Street, Warracknabeal VIC 3393 ________________________________________________



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The facsimile transmission of the Council is (sub-clause):

N/A _____________________________________________________________________________ The address of the Contractor is (sub-clause):

________________________________________________________________________________ The facsimile transmission of the Contractor is (sub-clause):

________________________________________________________________________________ The Initial Contract Term is (sub-clause):

3 years___________________________________________________________________________ The Option Terms are (sub-clause):

Two x 12 month (1 year) periods ______________________________________________________ Period (eg number of days or months) before Expiry by which Option must be exercised is (sub-clause):

3 months _________________________________________________________________________ Fees, charges and costs for which the Contractor is not to be responsible (sub-clause):

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________ Pre-existing Intellectual Property is (sub-clause):

________________________________________________________________________________ The payments to be made to the Contractor are (sub-clause):

As per Schedules __________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________



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The basis of payments to the Contractor is (sub-clause):

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________ The minimum amount of coverage under the Public Liability Policy is (sub-clause):

Twenty Million Dollars ($20,000,000) ___________________________________________________ The minimum amount of coverage under the Professional Indemnity Policy is (sub-clause):

Ten Million Dollars ($ 10,000,000) _____________________________________________________

________________________________________________________________________________ The amount of the performance security is (clause):

Zero _____________________________________________________________________________



Tender Invitation - Yarriambiack Shire · A1.1 Tender Invitation Summary Yarriambiack Shire Council...

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