TSSP Letterhead Templatepngtssp/images/misc/RFT_Capacity_… · Web view2.11. Associates and...

REQUEST FOR TENDER29 September 2017

Research Study Capacity Development in Four Papua New Guinea Transport Sector Agencies

Information for Bidders

TENDER PARTICULARS1. Closing time 5pm (Port Moresby Time), 27 October 2017

2. Mode of submission Tenders are to be submitted electronically to the address for submission specified in section 3 below.The technical proposal and financial proposal are to be submitted in one email as two separate PDF files not exceeding 2MB each.

3. Address for submission [email protected]

4. Electronic file format PDF file format not exceeding 5MB

5. Tender validity period 120 days

6. Contact person For RFT process matters Jeff Morgan at [email protected]

For RFT technical matters Richard Guy at [email protected]

7. Page limits Technical Proposal comprising: Statement addressing the Assessment Criteria: 8(eight) A4 pages Annex 1 – one (1) Personnel Schedule Table Annex 2 – CVs of Key Personnel: Max 5(five) pages per person

nominated (note – only Key Personnel CVs are required, not all personnel)

Annex 3 - one (1) A3 Gantt Chart Work Plan Annex 4 – Letters of Association, one page for each letter (only if

associating with another company / sub-consultant)

Separate Financial Proposal

8. Currency Financial proposals must be expressed in Papua New Guinea Kina (PGK)

9. Financial limit Not specified

The Papua New Guinea – Australia Transport Sector Support Program, managed

by SMEC, is an Australian aid project, funded by the Australian Government.1

mailto:[email protected]



Capacity Development in Four Papua New Guinea Transport Sector Agencies

Invitation to submit a detailed and priced proposal

1. INTRODUCTION

The Papua New Guinea - Australia Transport Sector Support Program (TSSP) continues the Australian Government's long term commitment to the PNG transport infrastructure sector. The shared long term goal of TSSP is a safer, more reliable transport system in place enabling economic and social development in PNG.

TSSP, managed by SMEC, is an Australian aid project, funded by the Australian Government. SMEC, the Managing Contractor, is seeking tenders to conduct an evaluation study of capacity development in four Papua New Guinea transport sector agencies as described in the Description of Services provided separately as Attachment 1 to this Request for Tender (RFT).

The Government of Australia (GoA), provides technical and financial support to the PNG Transport Sector through the following initiatives: Transport Sector Support Program (TSSP) Phase One (2007-2014) and Phase Two (2014-2019); 2010 Memorandum of Understanding (MoU) on cooperation in the transport sector; and the Institutional Partnerships Program (IPP).

TSSP requires a study commencing in late-2017, with final reporting by mid-2019, to understand and assess the appropriateness and extent of on-going capacity development strategies and activities designed to strengthen operations, performance and effectiveness in four transport sector agencies:

Department of Works (DoW); PNG Air Services Limited (PNGASL); Civil Aviation Safety Authority (CASA); and PNG Accident Investigation Commission (PNGAIC).

Each agency has signed an Agency Support Arrangement (ASA) with GoA aimed at improving effectiveness, efficiencies, service delivery and international road and aviation safety and security requirements.

GoA provides a range of supports that facilitate capacity development in agencies including co-funded in-line management and training positions, MoU support, technology upgrades, and long and short-term advisory, specialist and consultancy support.

SMEC is seeking competitive tenders for implementation of the services. The successful tenderer will be engaged through a contract drafted from that provided separately as Attachment 2 to this RFT.

In seeking international and/or domestic consultants to undertake the specified activities on its behalf, SMEC will comply with the broad principles as outlined in the GoA Commonwealth Procurement Rules (http://www.finance.gov.au/procurement/procurement-policy-and-guidance/commonwealth-procurement-rules/ ), and will adhere to the requirements contained in the TSSP Procurement Guidelines.

2. CONDITIONS OF RFT

2.1 Eligibility to Tender

A Tenderer is ineligible to tender where the Tenderer or any subcontractor of the Tenderer is listed by the World Bank in its “Listing of Ineligible Firms” or “Listings of Firms, Letters of Reprimand” posted at www.worldbank.org (the “World Bank List”).

2.2 Documents that must be lodged:

Completed and signed Declaration as specified in Attachment 4 to this RFT;



http://www.worldbank.org/

http://www.finance.gov.au/procurement/procurement-policy-and-guidance/commonwealth-procurement-rules/

http://www.finance.gov.au/procurement/procurement-policy-and-guidance/commonwealth-procurement-rules/

Completed and signed Submission Checklist as specified in Attachment 5 to this RFT;

Technical Proposal in a format as specified in Attachment 3 to this RFT; and

Financial proposal in a format as specified in Attachment 7 to this RFT.

2.3 Language:

All documents submitted as part of this Tender must be in English.

2.4 Extensions:

SMEC may extend the Closing Time at its sole and absolute discretion and will issue an Addendum notifying any decision to extend.

2.5 Tender enquiries:

Enquiries from Tenderers must only be directed to the Contact Person specified in the Tender Particulars.

If a Tenderer finds any discrepancy, error or omission in the terms and conditions of the RFT; or wishes to make any enquiry, including seeking clarification, of the RFT, the Tenderer must notify the Contact Person by email not later than 10 days prior to the Closing Time.

SMEC will respond to any Tenderer enquiries no later than 7 days prior to the Closing Time.

SMEC will issue or publish answers to any Tenderer enquiries to all Tenderers.

2.6 Late Tenders:

A Tender lodged after the Closing Time is a late Tender and will not be accepted.

SMEC will admit to assessment a Tender that was received late solely due to SMEC mishandling. SMEC mishandling does not include mishandling by a courier or mail service provider engaged by a Tenderer to deliver their Tender. It is the responsibility of tenderers to ensure that their Tender is dispatched in sufficient time for it to be received by SMEC by the Closing Time.

2.7 Non-conforming Tenders:

Tenders will be regarded as non-conforming if they fail to conform to one or more of the requirements of this RFT, with the exception of Late Tenders. Late Tenders will be handled in accordance with Clause 2.6 above.

SMEC may, at its absolute discretion, assess or reject a non-conforming Tender. SMEC will not enter into correspondence about a decision to assess or reject a non-conforming Tender.

Tender conformity requirement are necessarily strict in order to provide Tenderers with an equal opportunity to tender and to allow SMEC to assess tenders on an equitable basis.

Tenderers are advised of the following conformity issues and usual treatment of those issues by the tender secretariat:

Conformity Issue Treatment by the tender secretariat

Inclusion of covering letter in the proposal Covering letter removed from tender prior to providing tender to the TAP

Statement addressing the assessment criteria exceeds stipulated page limit

Pages exceeding the page limit removed from tender prior to providing tender to the TAP



CV exceeds stipulated page limits Entire CV removed from tender prior to providing tender to the TAP

CV lacks personal contact details Entire CV removed from tender prior to providing tender to the TAP

CV lacks referee information Entire CV removed from tender prior to providing tender to the TAP

CV includes referee who is employed by a related entity (see Clause 3.2.5)

Entire CV removed from tender prior to providing tender to the TAP

CV not certified Entire CV removed from tender prior to providing tender to the TAP

Financial proposal contains caveats or uncosted elements

Tender deemed non-conforming and not considered further

2.8 Amendment of the RFT:

SMEC may amend the RFT by issuing an Addendum no later than 7 days prior to the Closing Time.

2.9 Contracting Entity with SMEC

The contract shall be between the successful Tenderer and SMEC International Pty Ltd. The contract will include all standard sub-consultancy agreement conditions as included in the standard sub-consultancy agreement at Attachment 2.

2.10 Insurance

Tenderers are referred to Clause 10 of the Standard Sub-Consultancy Agreement at Attachment 2, which states:

10.1. The Sub-Consultant will procure, prior to the commencement of any work under this Agreement, the following policies of insurance:a) workers’ compensation insurance for liability under statute and at common law in accordance with statutory

requirements. To the extent permitted by law, the policy should extend to provide indemnity to SMEC in respect of any statutory liability to the Sub-Consultant’s employees. The policy must be maintained for the duration of this Agreement;

b) public liability insurance for an amount not less than that stated in Schedule 1. The policy must be maintained for the duration of this Agreement and should note the interests of SMEC as Principal;

c) professional indemnity insurance for an amount not less than that stated in Schedule 1, and maintained for the period stated in Schedule 1; and

d) a comprehensive motor vehicle policy which provides cover for loss or damage to any motor vehicle used in the performance of the Services and for loss or damage to property and death or injury to any person arising out of use of any motor vehicle used in the performance of the Services for an amount not less than stated in Schedule 1.

10.2. The Sub-Consultant will provide certificates of currency for the insurances set out in Clause 10.1:a) prior to the commencement of the Services; and b) any time during the continuance of this Agreement when SMEC makes a request for a particular insurance policy or for all

of the policies of insurance.10.3. If the Sub-Consultant fails to effect or maintain any of the insurances required by this Agreement, SMEC may effect and

maintain such insurances. The cost incurred will be a debt owed by the Sub-Consultant to SMEC. SMEC may set off the debt in accordance with the terms of Clause Error: Reference source not found or withhold payment until the Consultant has complied with its insurance obligations as set out in Clause Error: Reference source not found of this Agreement.

10.4. The Sub-Consultant’s compliance with this Clause does not in any way limit the liabilities and obligations of the Consultant under this Agreement.

10.5. The provisions of Clause Error: Reference source not found survive the expiration or termination of this Agreement.



Tenderers are also referred to Schedule 1 of the Standard Sub-Consultancy Agreement at Attachment 2, which states:

“Minimum Level of Professional Indemnity Insurance: AUD300,000

Minimum Level of Public Liability Insurance: AUD10,000,000

Minimum Level of Motor Vehicle Liability Insurance: AUD10,000,000”

SMEC may require the successful Tenderer to produce, on demand, evidence of compliance with Clause 10 of the Standard Sub-Consultancy Agreement prior to the award of the Contract.

2.11 Associates and other Sub-contractors

Tenders involving two or more parties who have not formed a single legal entity will only be accepted if the Tender is submitted on the basis that one party, the Tenderer, is intended to act as the prime contractor and any other party becomes a sub-contractor known as an “Associate”.

Tenders involving Associates will be assessed on the basis of that arrangement. Tenders must include assurance to SMEC from an authorised representative of the Associate of their corporate commitment to and involvement in the Project in the form of a single page Letter of Association in a separate annex (Annex 5 – Letters of Association).

In addition to Associates, Tenderers are required to include detailed information on other work to be sub-contracted (excluding Specified Personnel) and proposed sub-contractors, where these are reasonably known at the time of the Tender and have expressed their willingness to be involved in the Project. These details must also be included in Annex 5 of the Technical Proposal.

Letters in which organisations express their willingness to be involved with the Tenderer in the Project as a sub-contractor must be limited to a single page per organisation and include details on the broad skills or areas in which the organisation may add value.

SMEC contracts assign full responsibility for all sub-contracted Services to the contractor.

2.12 Ownership of Tenders and RFT

All Tenders become the property of SMEC on lodgement.

The Tenderer authorises SMEC to copy, adapt, amend, disclose, including to SMEC contractors and advisers, or do anything else necessary, in SMEC's sole discretion, all materials including that which contains intellectual property rights of the Tenderer or other parties contained in the Tender.

Copyright in this RFT is reserved to SMEC.

2.13 Conflict of Interest:

Tenderers must:

Identify any actual or potential conflict between the interests of the Tenderer, its Associates or subcontractors or their other clients and the interests of SMEC, DFAT or TSSP; and

Detail the procedures they intend to implement for dealing with any actual or potential conflicts between the interests of the Tenderer, its Associates or subcontractors or their other clients and the interests of SMEC, DFAT or TSSP, which may arise in connection with the submission of their Tender or the conduct of the Services described in this RFT.



If any actual or potential conflicts between the interests of the Tenderer, its Associates or subcontractors or their other clients and the interests of SMEC, DFAT or TSSP arise for a Tenderer before entering into a Contract for the Services, SMEC may:

enter into discussions to seek to resolve such conflict of interest; or

disregard the Tender submitted by such a Tenderer; or

take any other action that SMEC considers appropriate.

2.14 Tendering conduct:

The Tenderer warrants that it has not engaged in collusive or anti-competitive practices with any other Tenderer in the preparation of its Tender.

If a Tenderer is found to have made false or misleading claims or statements, or receives improper assistance or improperly obtains confidential information, SMEC reserves the right to reject at any time any Tender lodged by or on behalf of that Tenderer.

2.15 SMEC’s Rights:

All SMEC procurement is consistent with GOA Commonwealth Procurement Rules. The core principle of Commonwealth procurement is to achieve value for money. SMEC is also bound to conduct its procurement in an ethical, accountable, transparent, efficient and effective manner. SMEC reserves the right to:

seek Tenders from any organisation;

accept or reject any Tender;

terminate, extend or vary its procurement process for the Services;

request clarification in relation to a Tender;

terminate negotiations with the preferred Tenderer and commence negotiations with any other Tenderer;

evaluate Tenders as SMEC sees appropriate; and

negotiate with the Tenderer whose Tender is ranked first. If unable to form a contact with the first-ranked tenderer, SMEC reserves the right to negotiate with the next ranked Tenderer and so on.

2.16 DFAT’s Adviser Remuneration Framework

SMEC is obliged to implement DFAT’s Adviser Remuneration Framework (“the ARF”), which stipulates the remuneration rate ranges that apply to adviser positions. SMEC has no discretion to agree to rates that exceed the market reference point (MRP) as defined in the ARF.

The ARF is at http://dfat.gov.au/about-us/publications/Documents/adviser-remuneration-framework-2016.pdf . Tenderers are advised to familiarise themselves with the ARF and its requirements. Tenderers are advised that the Tenderer’s Declaration requires Tenders to be fully compliant and consistent with the ARF.

The ARF rates apply only to adviser remuneration. The ARF rates do not include management fees. Eligible management fee components include:

o profits, including commercial margins and mark-up for personnel and project management; o financial management costs;



http://dfat.gov.au/about-us/publications/Documents/adviser-remuneration-framework-2016.pdf

http://dfat.gov.au/about-us/publications/Documents/adviser-remuneration-framework-2016.pdf

o costs of contractor administrative and head office staff, including any contractor representative(s);

o costs associated with establishing and maintaining premises and equipment, including utilities;

o insurance costs as required by the contract, but exclusive of the costs of medical insurance for Advisers;

o taxation, as applicable; o costs of complying with the contractor’s reporting and liaison obligations under the contract; o costs associated with all personnel briefings in Australia or in-country; o costs associated with any subcontracting and procurement of goods and services; o costs, including domestic and international travel, accommodation, per diems, and local

transport costs where required for contractor head office personnel; o any other overheads required to perform the services; and o any escalators; and any allowance for risks and contingencies.

Tenderers must disaggregate fee rates into adviser remuneration rates and management fee rates.

For personnel that do not meet the ARF’s definition of an “adviser”, fee rates are not subject to the ARF.

For the purposes of this Request for Tender, the following terms shall be applied as defined in, and in the context of, the ARF:

o “adviser”;

o “duration of engagement”;

o “long-term”;

o “short-term”;

o “discipline”, “professional discipline”, “discipline category” or “discipline group”;

o “job level” or “job level description”;

o “remuneration rate”;

o “market reference point (MRP)”; and

o “Mobility Allowance”.

Tenders that fail to include all requested information relevant for SMEC to assess adviser status, duration of engagement, discipline, job level and eligibility for Mobility Allowance shall be deemed non-conforming.

Tenders that fail to disaggregate adviser remuneration rates and management fees shall be deemed non-conforming.

2.17 Contract Negotiations

It is SMEC’s intention to contract on the basis of the Standard Sub-Consultancy Agreement contained in this RFT. In particular, the General Terms of the Standard Sub-Consultancy Agreement are not negotiable.

Negotiations between SMEC and the successful Tenderer will be conducted in order to reach a mutually satisfactory agreement between the Parties. This may include any clarifications and minor revisions to the Description of Services and the basis of payments as required.



At the commencement of negotiations, the successful Tenderer must submit to SMEC a statement, signed by the authorised representative of the Tenderer, confirming the availability of all personnel nominated in the Tender. If the Tenderer is unable to confirm the availability of nominated personnel and if it is established that nominated personnel were offered in the proposal without confirming their availability, the Tenderer may be disqualified. Any proposed substitute personnel shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Tenderer within the period of time specified in the letter of invitation to negotiate.

Negotiations will conclude with a review of the draft Contract. To complete negotiations SMEC and the Consultant will initial the agreed Contract.

Negotiations will take place at the address nominated for the submission of tenders. SMEC will provide the successful Tenderer with reasonable notice of the date of those negotiations.

2.18 Tenderer’s Acknowledgement

A Tender is submitted on the following basis:

no legal obligation or agreement whatsoever is intended to be or is created between SMEC and any Tenderer by virtue of the tender process (including but not limited to statements contained in this RFT) unless and until contract negotiations are completed and a formal written agreement acceptable to SMEC is entered into and executed by an authorised officer of SMEC and by the successful Tenderer, if any;

the Tenderer acknowledges and agrees that SMEC, its employees, agents and advisers are not, and will not be responsible or liable for, the accuracy or completeness of any information contained in this RFT; and

the Tenderer is responsible for all costs of and incidental to the preparation and delivery of the Tender, including obtaining this RFT, or any subsequent stage of the procurement process, including answering any queries and providing any further information sought by SMEC.

2.19 Notification of Tenderers

Tenderers will be notified of the Tender outcome in writing.

3. TENDER REQUIREMENTS

3.1 Assessment of Tenders - General

Tenders will be assessed on the following basis:

To achieve the best value for money outcome. Value for money determinations are made on a whole-of-life basis. SMEC is not bound to accept the lowest priced Tender or any Tender.

Technical Proposal will receive 80% weighting in the total assessment. Financial proposal will receive 20% weighting in the total assessment. In achieving these weightings, technical proposals will be scored out of 100 points and weighted by a factor of 0.8 as in Section 3.2.2 below, and financial proposals will be scored out of 20 points as in Section 3.3.2 below.

The score for the overall assessment will be obtained by adding the Weighted Technical Score to Weighted Financial Score to achieve the Total Assessment Score.

The Total Assessment Score will be used solely to rank Tenders.

3.2 Technical Proposal



The technical proposal must:

adhere to the specifications detailed in the Tender Particulars; and

be presented in the format provided in Attachment 3 to this RFT.

3.2.1 Technical Assessment – Weighting in accordance with 3.1 above:

Assessment of Technical Proposals will be undertaken by a Technical Assessment Panel (the “TAP”) comprising SMEC and TSSP representatives appointed at SMEC’s sole discretion. The TAP will assess Tenders based on the technical selection criteria specified in Section 3.2.2 of this RFT.

In conducting its assessment the TAP will consider adviser positions and the Tenderer’s nominated personnel in the context of the Discipline Groups and Job Levels as defined in the ARF.

At the conclusion of scoring, the TAP will rate each Technical Proposal as either “suitable” or “unsuitable”. Suitability will be determined by the TAP on the basis of a Technical Proposal being fit for purpose, giving the Project a high likelihood of success. This rating may be determined by the overall score, or by the score against any one or more criteria. Technical Proposals that include one or more personnel that do not satisfy the minimum discipline and job level requirements of the position may be rated “unsuitable”. Only those Tenders rated “suitable” will proceed to assessment of the financial proposal.

TAP members are required to maintain the “commercial-in-confidence” nature of the proceedings of the TAP. TAP members must not discuss matters relating to the technical assessment of any tender with any party. Tenderers must not make contact with any members of the TAP. Any such contact will be considered a breach of confidentiality and may result in SMEC rejecting the tender of the Tenderer concerned.



3.2.2 Technical Assessment Criteria and Weightings

The Technical Proposal will be assessed by the TAP using the following comparative weightings:

Assessment Criteria MaxScore

MaxSub-total

Capacity and Experience of the Organisation

Demonstrated capacity to recruit, support, maintain and supervise a team in the field and undertake fieldwork, in Papua New Guinea.

5

30Previous experience in impact evaluations of capacity development and institutional change projects in developing country contexts.

20

Demonstrated capacity to perform quality assurance over written technical reports. 5

Methodology and Work Plan

Articulated understanding of the objectives, scale and focus of the project as per the Description of Services.

20

40Fitness for purpose of the proposed methodology including, key questions, stakeholder identification, data collection techniques, data analysis, timing, and allocation of tasks and responsibilities of the research team.

20

PersonnelExperience and qualifications of nominated personnel, pertinent to the requirement as per the Description of Services. 30 30

100 100

The following formula will be used to provide the weighted score for technical proposals:

Weighted Technical Score = Total Technical Points of individual proposal x 80

Total Technical Points of highest scoring proposal

3.2.3 Interviews

Deleted – not applicable

3.2.4 Curricula Vitae (CVs)

CVs for Key Personnel are to be presented as Annex 2 to the Technical Proposal.

CVs for team members must:

be presented in the format provided in Attachment 6 to this RFT;

be certified in the manner detailed in Attachment 6 to this RFT. Note that while an original signature on CVs is preferred, copies are allowed. However, Tenderers are reminded of their warranties and the potential consequences to their Tender as detailed in the Tenderer’s Declaration (Attachment 4 to this RFT);

nominate and provide contact details of two referees who can provide an objective assessment of the quality of relevant and recent work performed by the proposed team member. Referees who can supply character references only are not sufficient.



3.2.5 Referees

Tenderers must ensure that nominated referees do not have an actual or potential conflict of interest when acting as a referee. In particular, Tenderers must ensure that referees:

are not an employee of, or current holder of executive office (or similar position) within, the organisation, or do not have a business in association with the Tenderer or a subsidiary organisation of the Tenderer;

are not included in the Tender as proposed team members; and

are not SMEC employees.

Tenderers must further ensure that nominated referees:

are available to be contacted in the 3-week period after the Closing Time; and

are able to provide comments in English.

In the event that SMEC is unable to obtain referee reports from nominated referees, having made reasonable efforts to do so using referee contact information supplied in the Technical Proposal, SMEC reserves the right to regard that personnel’s claims as unsubstantiated. The provision of information that is unable to be substantiated may disadvantage the Tenderer.

SMEC reserves the right to check the accuracy of the information and quality of work performed with nominated referees and with other persons as SMEC chooses.

3.3 Financial Proposal – Weighting in accordance with 3.1 above

The financial proposals must be:

inclusive of all taxes and costs. Tenderers will provide information regarding their tax liability;

expressed in Papua New Guinea Kina; and

be presented in the format provided in Attachment 7 to this RFT.

3.3.1 Preparation of Financial Proposals

Tenderers are to include their own estimated costs for all items.

In addition to personnel costs, prospective Tenderers may also need to consider:

Equipment;

Travel;

Accommodation and per diem;

Office operating costs, including office accommodation;

Communications and report publishing;

Mobilisation;

Costs of field work and data collection;

Escalation and allowances for currency fluctuations; and

Necessary insurances and taxes.

3.3.2 Assessment of Financial Proposals



Assessment of Financial Proposals will constitute the weighting described in 3.1 above, as a percentage of the overall tender assessment.

Assessment of Financial Proposals will be conducted independently of and after assessment of the technical proposals.

The following formula will be used to provide the weighted score for financial proposals:

Weighted Financial Score = Price of cheapest proposal x 20

Price of individual proposal



ATTACHMENTS TO THIS REQUEST FOR TENDER

Attachment 1 – Description of Services

Attachment 2 Standard Sub-Consultancy Agreement

(Provided separately)

Attachment 3 – Presentation of the Technical Proposal: Format

Attachment 4 – Tenderer’s Declaration: Format

Attachment 5 – Tenderer’s Submission Checklist: Format

Attachment 6 – Curriculum Vitae of Key Personnel: Format

Attachment 7 – Presentation of the Financial Proposal: Format



Attachment 1 – Description of Services

CAPACITY DEVELOPMENT IN FOUR PAPUA NEW GUINEA TRANSPORT SECTOR AGENCIES

BackgroundThe Government of Australia (GoA), provides technical and financial support to the PNG Transport Sector through the following initiatives: Transport Sector Support Program (TSSP) Phase One (2007-2014) and Phase Two (2014-2019); 2010 Memorandum of Understanding (MoU) on cooperation in the transport sector; and the Institutional Partnerships Program (IPP).

TSSP requires a study commencing in late-2017, with final reporting by mid-2019, to understand and assess the appropriateness and extent of on-going capacity development strategies and activities designed to strengthen operations, performance and effectiveness in four transport sector agencies:

Department of Works (DoW); PNG Air Services Limited (PNGASL); Civil Aviation Safety Authority (CASA); and PNG Accident Investigation Commission (PNGAIC).

Each agency has signed an Agency Support Arrangement (ASA) with GoA aimed at improving effectiveness, efficiencies, service delivery and international road and aviation safety and security requirements.

GoA provides a range of supports that facilitate capacity development in agencies including co-funded in-line management and training positions, MoU support, technology upgrades, and long and short-term advisory, specialist and consultancy support.

Research ProposalThe research proposal focuses on the support provided by GoA to aviation and land transport in PNG to strengthen regulatory, operational and technical efficiencies, performance, and effectiveness. The agencies selected for study are:

PNG Air Services Ltd (PNGASL);

Civil Aviation Safety Authority (CASA);

PNG Accident Investigation Commission (PNGAIC); and

Department of Works (DoW).

AviationPNGASL, CASA and PNGAIC operate within complex technical and regulatory aviation environments in PNG with clearly-defined operating procedures set by international conventions and national legislation, regulations, rules, and guidelines.

Agency Capacity Diagnostics (ACDs), supported by TSSP and DIRD were conducted in the agencies and identified areas requiring support. The ACDs led to five-year capacity-building programs outlined in Agency Support Arrangements (ASAs) signed with PNGASL and CASA in 2013, and PNGAIC in 2014.

Technical and procurement support, including co-funded in line senior management positions, equipment and sharing expertise through the MoU, advisers from the Strongim Gavman Program (SGP), and short-term consultancies, is provided to aviation agencies by TSSP through the ASAs, and DIRD supported by Airservices Australia (AA), Civil Aviation Safety Authority (Australia) and the Australian Transport Safety Bureau (ATSB).



Land TransportDoW is GoPNG’s implementing agency for road infrastructure throughout the country. It is the largest GoPNG infrastructure agency and has an office in every province in the country linked through an area wide network.

GoA signed an ASA with DoW in October 2016. DoW is supported by TSSP which provides advisory and specialist staff assistance together with short-term consultancies to support institutional strengthening and capacity development in the headquarters and provincial offices of the agency.

Research IssueAHC and TSSP require a study, commencing in late-2017 with final reporting by mid-2019, to understand and assess the nature and extent of capacity development in agencies and how agencies benefit, and change over time, using different approaches to capacity development including:

co-funded in-line positions;

support from equivalent GoA agencies through MoU;

direct advisory and specialist support;

short term consultancies; and

agency-based training events.

Terms of ReferenceThe terms of reference for the study are:

Gather key quantitative and qualitative data to construct baselines for each agency about capacity, effectiveness, efficiencies, and service delivery prior to the provision of GoA support.

Conduct regular reviews of the progress of capacity development approaches, strategies and activities supported by GoA in the agencies.

Collect perspectives from senior agency management, and facilitators of capacity development, about the nature of capacity development and successful agency performance in a PNG context.

Determine the extent of institutional, organisational, and individual change resulting from capacity development approaches, strategies and activities and identify what is working well and less well.

Assess the impact of GoA capacity development approaches, strategies and activities on both men and women in the agencies.

Identify factors driving capacity development and change in agencies which contribute to, or obstruct, capacity development and change and how they operate.

Identify additional capacity development needs to consolidate and leverage further capacity development and change in the agencies.

Assess the impact of improved agency performance on agencies in the transport sector; the private road and aviation sector; and to meet international road and aviation safety and security standards.

Describe and assess the implementation by agencies of safeguards policies such as the GoPNG Gender Equity and Social Inclusion (GESI) and child and environmental protection, and identify factors promoting, or limiting the implementation of such policies.

Provide progressive results and reports on a regular basis to inform TSSP and GoA of the progress and outcomes of the study.



Attachment 2 Standard Sub-Consultancy Agreement

Provided Separately



Attachment 3 – Presentation of the Technical Proposal: Format

The Technical Proposal will comprise:

Statement addressing the Selection CriteriaAnnex 1: Personnel ScheduleAnnex 2: CVs of PersonnelAnnex 3: Work PlanAnnex 4: Letters of Association

Statement addressing the Assessment Criteria

1. Capacity and Experience of the Organisation

Assessment Criteria Demonstrated capacity to recruit, support, maintain and supervise a team in the field and

undertake fieldwork, in Papua New Guinea. Demonstrated experience in impact evaluation of infrastructure projects. Demonstrated capacity to perform quality assurance over written technical reports.

2. Methodology

Assessment Criteria: Demonstrated understanding of the requirement as per the Description of Services. Fitness for purpose of the proposed methodology including, among other things, clear allocation of

tasks and responsibilities

3. Personnel

Referring to Personnel Schedule in Annex 1 CVs in Annex 2

Assessment Criteria:

Experience and qualifications of nominated personnel, pertinent to the requirement as per the Description of Services.



Attachment 3 – Presentation of the Technical Proposal: Format (continued)

Annex 1 – Personnel Schedule Tenderers must present as part of their tender the following table detailing nominated key personnel and identifying the total number of inputs per nominated personnel.

PERSONNEL SCHEDULE

Position Name and Key responsibilities Adviser?1 Discipline Group and Job Level2

Input Units3 Number of days or months input

[insert position title] The team member’s name must match that shown on the CV at Annex 2

Yes or no e.g. C3 Insert # of days or months

Annex 2 – CVs of Personnel In the format presented at Attachment 6 to this RFT.

Annex 3 – Work Plan Tenderers must develop and present as part of their tender an A3-size Gantt chart Work Plan that identifies the major steps they propose in delivering the services, as well as the time and resource allocations proposed for each step of the Work Plan. The Work Plan must be structured in such a manner as to facilitate analysis of the Plan against the Activity components and outputs.

Annex 5 – Letters of Association (as appropriate)

1 The term “adviser” is defined in DFAT’s Adviser Remuneration Framework.2 Discipline Group and Job Level as defined in DFAT’s Adviser Remuneration Framework.3 Input units are days for short-term personnel and months for long-term personnel. Short-term and long-term are defined in DFAT’s Adviser Remuneration Framework.



Attachment 4 – Tenderer’s Declaration: Format

Tenderer’s DeclarationI, [name, address and corporation of person making the declaration], do solemnly and sincerely declare that:

1. DEFINITIONS

1.1 In this declaration:

“Services” means Services to be performed by the Contractor in the [enter Project name];

“SMEC” means SMEC International Pty Ltd;

“Tenderer” means [list name and address of your company]; and

“Tender Price” means the total amount excluding Reimbursable Expenses indicated by a Tenderer as being the lowest amount for which that Tenderer is prepared to undertake the Services.

2. BASIS OF DECLARATION

2.1 I hold the position of [managing director or other title] of the Tenderer and am duly authorised by the Tenderer to make this declaration.

2.2 I make this declaration on behalf of the Tenderer and on behalf of myself.

3. THE OFFER

3.1 The Tenderer tenders to perform the Services for the Tender Price set out in the Tender, which is submitted as a separate file (for electronic submissions), or in a separate sealed envelope (for hard copy submissions).

3.2 The Tenderer undertakes, if this Tender is accepted and a Contract acceptable to SMEC is executed by both parties, to commence the provision of the Services and to perform them in accordance with the Contract.

3.3 The Tender is accurate in every respect. In particular, I warrant that the information and certification included in each CV submitted in the Tender is accurate, that the proposed team members have been approached and confirmed their availability, that no proposed team member is a current SMEC employee, and that SMEC has the authority to make the inquiries referred according to the CV certification.

3.4 I warrant that the Tender is fully compliant and consistent with the Standard Sub-Consultancy Agreement.

3.5 I warrant that the Tender is fully compliant and consistent with DFAT’s Adviser Remuneration Framework.

3.6 I warrant that the Tenderer has used its best endeavours to ensure that all employees of the Tenderer, or of its agents or contractors, proposed as Contractor Personnel for the Contract are of good fame and character.



3.7 I acknowledge that if the Tenderer is found to have made false or misleading material claims or statements in the Tender or in this declaration, or to have used confidential information, or received improper assistance, SMEC will reject at any time any Tender lodged by or on behalf of the Tenderer.

3.8 I agree:

(a) that the Tenderer will be bound by this Tender for the Tender Validity Period of 120 days after the Closing Time; and

(b) that this Tender may be accepted by SMEC at any time before the expiration of that period or any additional period to which we may agree.

3.9 I acknowledge that this Tender will not be deemed to have been accepted except as specified in the RFT.

3.10 I understand that SMEC is not bound to accept the lowest priced or any Tender.

3.11 I warrant that in preparing the Tender for the Services the Tenderer did not act in any way which did or could have had the effect of reducing the competitiveness of the tender process for the Services. In particular I warrant that the Tenderer did not engage in:

(a) any discussion or correspondence with other tenderers concerning the Tender or the amount of the Tender;

(b) any collusive tendering or other anti-competitive practices with any of the other Tenderers or any other person; or

(c) any conduct or have any arrangement or arrive at any understanding with any of the other Tenderers.

3.12 I warrant that in preparing the Tender, the Tenderer has complied with the principles of competitive neutrality.

3.13 I warrant that the Tenderer, and any subcontractor of the Tenderer are not:

(a) listed on a World Bank List as referred to in Clause 2.1 (Eligibility to Tender) of this RFT;

(b) listed on any similar list maintained by any donor of development funding (Relevant List), or:

(c) subject to any proceedings which could lead to listing on a World Bank List or listing on a Relevant List.

3.14 Neither the Tenderer nor any of its employees, agents or contractors have been convicted of an offence of, or relating to bribery of a public official, nor are they subject to any proceedings which could lead to such a conviction.

3.15 I undertake that the Tenderer will not permit any of its employees, agents or contractors, to work with children if they pose an unacceptable risk to children’s safety or well-being.

3.16 No employees of the Tenderer, or its agents or contractors, who have been nominated in Project positions that involve working with children, have been convicted of a criminal offence relating to child abuse, nor are they subject to any proceedings which could lead to such a conviction.



3.17 Neither the Tenderer nor any of its agents or contractors has an unsettled judicial decision against it relating to employee entitlements.

3.18 Neither the Tenderer nor any of its employees, agents or contractors had knowledge of the technical proposal or the Tender Price for the Services of any other tenderer prior to the Tenderer submitting its Tender for the Services.

3.19 Neither the Tenderer nor any of its employees, agents or contractors disclosed the technical proposal or the Tender Price for the Services submitted by the Tenderer to any other tenderer who submitted a tender for the Services or to any other person or organisation prior to the Closing Time.

3.20 Prior to the Tenderer submitting its Tender for the Services neither the Tenderer nor any of its employees, agents or contractors entered into any contract, agreement, arrangement or understanding that the successful Tenderer for the Services would pay any money, or would provide any other benefit or other financial advantage, to or for the benefit of any other tenderer who unsuccessfully tendered for the Tender.

3.21 I warrant that [Tenderer’s name] submits the Tender on its own behalf and is bound by this Tender.

4. ADDENDA TO TENDER DOCUMENTS

I acknowledge receipt of the following Addenda, the terms of which are incorporated in the Tender:

Number _____ Dated _____ Number _____ Dated ____

Number _____ Dated ____ Number _____ Dated ____

5. ADDRESS OF TENDERER

Address or Registered Office of Tenderer

Address for service of notices (NOT PO. BOX)

Telephone Number: ............. Fax Number: .............

I nominate the following as the contact person for all matters relating to this tender:

Name: [insert name of contact person]

Address: [insert address of contact person]

Telephone Number: [insert telephone number of contact person]

Email Address: [insert email address of contact person]

SIGNED for and on behalf of [insert organisation/ company name] by:

insert name and title

)

)

)

Signature



Attachment 5 – Tender’s Submission Checklist: Format

Tenderer’s Submission ChecklistThis checklist is to be included with all proposals. Tenderers are to confirm that their proposal complies with the requirements of the Request for Tender (RFT) by initialling the box where appropriate.

This checklist is provided to Tenderers in order to assist in the submission of a proposal which conforms with the requirements of the RFT, however it is not an exhaustive list of these requirements. It is to be noted that all requirements detailed in the RFT are mandatory and that failure to comply with any of them may lead to a Tenderer’s proposal being deemed non-conforming.

Checked

Tenderer’s Declaration

Has the Tenderer’s Declaration been completed and signed?

Technical Proposal and Annexes

Is the Technical Proposal within the specified page limit?

Does the Technical Proposal address each of the selection criteria individually?

Does the Technical Proposal indicate the Tenderer’s nominated contact person and contact details on the cover page?

Has a Gantt Chart Work Plan been presented at required?

Are the required annexes included and within the specified page limit(s)?

Key Personnel

Are the CV’s within the specified page limit and certified and signed by the nominated personnel?

Do the CV’s include the name and personal contact details of the nominated personnel?

Do the CV’s include the nationality and, if relevant, permanent residency status of the nominated personnel?

Have at least two (2) referees been nominated on each of the CV’s and has it been confirmed that they are:

a) not an employee of, or the holder of a current executive office (or similar position) within the organisation of, or do not have a business in association with the Tenderer or a subsidiary of the Tenderer;

b) not included in the Tender as proposed team members;c) not employees of SMEC.

Checked

Financial Proposal

Is the financial proposal in the required format?

Is the financial proposal a fully costed schedule of rates expressed in Papua New Guinea Kina and based on the inputs as specified in the Scope of Services, including:

(a) escalation?(b) necessary insurances and taxation required by the Contract Conditions and for the

performance of the Services?(c) detailed information on assumptions used in preparing the pricing?(d) Consistent with the DFAT Adviser Remuneration Framework?



Attachment 6 - Curriculum Vitae of Key Personnel: Format

Maximum 5 (five) A4 pages. CV to be presented in the format below. Two referees to be nominated with contact details. CVs lacking this information may be excluded from

consideration in the tender assessment. Refer to Description of Services for skills requirements

___________________________________________________________________________

1. Proposed Position

for this project : Position

2. Name : Name

3. Date of Birth : day Month year

4. Nationality :

5. Personal Address :

Telephone No. :

Fax No. :

E-mail Address :

6. Education : list qualifications in reverse chronological order, includingname and date of award, plus name of the awardinginstitution

7. Other Training :

8. Language & Degree of Proficiency:

Language Speak Read Write

[insert language] [degree of proficiency] [degree of proficiency] [degree of proficiency]

[add or delete rows as required]

9. Membership in

Professional Societies :

10. Countries of Work

Experience :

11. Employment Record : in reverse chronological order, listing relevant experience

(in the format below)

From : To:

Employer

Position Held

Description of Duties



12. Detailed Tasks Assigned: Work undertaken that best illustrates capability to handle the tasks assigned in the Project (Presented in the format below).

For the [insert title of Key Position 1]

Each example (1, 2, 3, etc), is to include: Project Title, Country, Year, Position, Description

[insert criterion 1] 1.

2.

3.


[repeat for each criterion] 1.

2.

3.


13. Referees:

Name Position:

Name:Position:

Contact Details:Email:Telephone:Mobile:

Contact Details:Email:Telephone:Mobile:

14. Certification

“I, [insert name], declare that:

(a) the information provided in this CV is accurate and hereby authorise SMEC to make whatever inquiries it may consider reasonable and necessary to undertake in the course of the Tender assessment in relation to the information I have provided in this CV or any other matter which may relate to my suitability for the position for which I have been nominated;

(b) I am available to participate in the Project in the role in which I have been nominated in the Tender for the period or periods indicated in the Tender;

(c) I am a person of good fame and character; and

(d) I have not been convicted of an offence of, or relating to, bribery of a public official, nor am I subject to any proceedings which could lead to such a conviction.”

SIGNATURE :

DATE OF SIGNING :



Attachment 7 - Presentation of the Financial Proposal: Format

Table 1: Long Term Adviser Costs4

NOT APPLICABLE FOR THIS TENDER

4 Long term position as defined by the ARF – 6 months or greater continuous input


by SMEC, is an Australian aid project, funded by the Australian Government. 25

Attachment 7 - Presentation of the Financial Proposal: Format (continued)

Table 2: Short Term Adviser Costs

Position NameJob Level and Prof.

Discipline Category5

Number of Days Input Payable Up To Daily fee

(AUD) 6

Upper Limits Payable

(AUD)

TOTAL

5 Not applicable for national positions

6 Daily Fee cannot exceed the ARF MRP for the applicable Job Level and Professional Discipline Group




Table 3: Adviser Support Costs

Long Term Advisers7

NOT APPLICABLE FOR THIS TENDER

7 Long term position as defined by the ARF – 6 months or greater continuous input




Short Term Advisers

Position Name Number of trips Airfares8 Hotel9 and

per diemsVisas / taxes10 Transfers11 Communications12

Upper Limits Payable

(AUD)

TOTAL

8 Airfares for sectors less than 4 hours are to be economy class; sectors greater than 4 hours are to be business class. Reimbursed at cost.

9 Reimbursed at cost

10 Reimbursed at cost.

11 Reimbursed at cost.

12 Lump sum.




Table 4: Operational Costs13

Description Cost per month No of monthsUpper Limits Payable

(AUD)

TOTAL

13 Reimbursed at cost




Table 5: Management Fee Breakdown

Item Maximum Amount Payable

profits, including commercial margins and mark-up for personnel and project management;

costs of Contractor administrative and head office staff, including the cost of a Contractor Representative, if any;

insurance costs as required by this Contract, but exclusive of the costs of medical insurance for Advisers;

taxation, as applicable;

costs of complying with the Contractor’s reporting and liaison obligations under thisContract;

costs, including domestic and international travel, accommodation, per diems, and localtransport costs where required for all Contractor Head Office personnel;

any other overheads required to perform the Services in accordance with the Contract;

recruitment costs;

any allowance for risks and contingencies;

all other costs not specifically identified

TOTAL




Table 6: Summary for “like-for-like” assessment

Item Maximum Amount Payable

Long Term Adviser Costs NA

Short Term Adviser Costs

Adviser Support Costs - Long Term NA

Adviser Support Costs - Short Term

Operating Expenses

Management Fee

TOTAL TENDER PRICE (including GST/VAT and all other applicable taxes)



TSSP Letterhead Templatepngtssp/images/misc/RFT_Capacity_… · Web view2.11. Associates and...

Documents

Transcript of TSSP Letterhead Templatepngtssp/images/misc/RFT_Capacity_… · Web view2.11. Associates and...