Residential Maintenance Services Panel Trade Group 3 Request for Tender Tender Briefing 2016 (DHA ) Topics DHA Overview RMS Panel Tender Timeline DHA 360Pro Tender System Management and Maintenance Areas (by trade) Management Area Statistical Data RFT Key Points KPIs, WHS, Ability, Price Tender Evaluation DHA Online Services 360Pro Webinar (snapshot) Links, Contacts and Questions DHA was established as a Statutory Agency in 1988 and became a government business enterprise in DHA manages around 18,000 residences nationally, representing approx. $10 billion worth of housing stock. DHA builds and acquires around 1,000 new properties annually. Defences peak posting period is between Nov and Feb each year. DHA undertakes increased vacancy maintenance works. In FY 14/15, over 250,000 maintenance items were completed nationally. DHA Overview RMS Panel The RMS Panel is made up of contractors nationally who deliver maintenance and emergency repairs to houses in DHAs portfolio. The RMS Panel is made up of three trade groups. This RFT focuses on Trade Group 3 (TG3) and covers the following trades: Trade Group 3 1.Carpentry 2.Building 3.Fencing 4.Garage Doors 5.Glazing 6.Locksmith 7.Pest Control 8.Screens 9.Ceramic Tiling 10.Roof Tiling Tender Timeline The dates below are indicative only. Should any changes occur this will be communicated through an addenda. ActivityAnticipated Date Issue Request for TenderWednesday 27 January 2016 Tenderer Briefing information sessions1-15 February 2016 RFT questions close3pm (AEDT) Monday, 29 February 2016 Tender Close3pm (AEDT) Monday 7 March 2016 Tender assessment completeApril 2016 Tenderer announcementsApril 2016 Contractor briefing sessionsApril 2016 Deed of Agreement signingApril 2016 Contractor transition period1 to 30 June 2016 Service commencement date1 July 2016 DHA 360Pro Tender System As a Government Organisation we follow a strict procurement policy. DHA will be using the 360Pro online tender system for TG3: https://360providers.apetsoftware.com.au/Public/PublicJobs.aspx?Code=dhaprod https://360providers.apetsoftware.com.au/Public/PublicJobs.aspx?Code=dhaprod All tender submissions must be completed in 360Pro. No Hard Copy submissions will be accepted. Late tenders will not be accepted. Questions should be submitted via the Contact Job Manager button in 360Pro. Addendas will be released via 360Pro to theaddress of every registered tenderer. If you submit a tender early, you can reopen, revise and resubmit your tender before the closing time. A webinar has been developed this year to guide tenderers in the use of 360Pro. DHA procurement policy also governs what information can be provided to tenderers whilst the tender is under assessment. DHA will provide tenderers with updates throughout the assessment period. All tenderers will receive the same information. DHA has the right to seek clarification/additional information from your Company during this period. No tenderer will be provided with an Individual status update. Questions during Tender Assessment Management and Maintenance Areas Proposed Trade and Maintenance Areas 9 Mgt AreaMaintenance AreaBuildingCarpentryFencingGarage DoorsGlazingLocksmithPest ControlScreensCeramic TilingRoof Tiling Adelaide Adelaide Central Adelaide North Adelaide South Broken Hill No Port Augusta No Port Lincoln No Port Wakefield No Brisbane Rockhampton No Cairns Canberra Canberra North Canberra South Queanbeyan Darwin Nhulunbuy/Gove Hunter Valley Armidale No Banora Point No Coffs Harbour and Sawtell No Hunter Valley No Junction Hill No Lismore and Evans Head No Old Bar and Taree No Port Macquarie No Singleton No Tamworth Proposed Trade and Maintenance Areas 10 Mgt AreaMaintenance AreaBuildingCarpentryFencingGarage Doors GlazingLocksmithPest ControlScreensCeramic Tiling Roof Tiling Ipswich Canungra and Gold Coast Ipswich Melbourne Ballarat No Bellarine Peninsula Hobart Launceston Melbourne Central Melbourne East Melbourne North Melbourne West Mornington Peninsula Puckapunyal Sale Devonport No Nowra Wollongong Perth Broome and RAAF Curtin Carnarvon Exmouth/Learmonth Geraldton Karratha Newman Perth North Perth South Port Hedland Tom Price Proposed Trade and Maintenance Areas 11 Mgt AreaMaintenance Area BuildingCarpentryFencingGarage DoorsGlazingLocksmithPest ControlScreensCeramic Tiling Roof Tiling SydneyBathurst and Orange Hurstville Liverpool Pennant Hills Richmond TindalAlice Springs Tindal Kununurra Toowoomba TownsvilleThursday IslandNo TullyNo WeipaNo MackayNo Mount IsaNo Townsville Wagga Wagga WodongaAlbury/WodongaNo Statistical Data The RFT contains statistical data for each Management Area to help tenderers understand the volume of maintenance work. This data provides: An overview of the number of dwellings by Management Area Individual trade specific data by Management Area The following set of slides provides the Statistical Data for the Management Area of INSERT Statistical Data RFT Key Points Key Performance Indicators Emergency Maintenance Emergency Response Emergency Completion Routine Maintenance Overdue for booking Overdue for completion Overdue for invoicing Overdue for quote Quality Performance Recalls Standard of Service and Workmanship Complaints Cost Performance Cost Effectiveness Successful delivery of Residential Maintenance Services You will need to demonstrate / provide information on: Technical ability to deliver residential maintenance services Licenses and insurances (for you, your employees and subcontractors) Hourly rates for Normal Hours and After Hours work for each Trade (Time and Materials) For Pest Control a Schedule of Rates Capacity RFT Key Points Technical Ability and Pricing RFT Key Points - Workplace Health and Safety Compliance with WHS legislation is mandatory All tenderers need to demonstrate they meet relevant WHS legislation. There are now three ways that you can be assessed as meeting WHS in 360Pro: Assessed by external auditor Assessed by DHA in past 12 months for relevant trades Completion of DHAs full WHS questionnaire and assessment Successful tenderers must complete DHAs WHS Induction training DHA will run internal reports to monitor compliance Refresher training may be required during the contract period. What makes up the Tender Evaluation? Step 1 Registration and screening. Step 2 Minimum Requirements. Step 3 Price Range Test Step 4 Evaluation Criteria. Tender evaluation is completed by the relevant Management Area by a dedicated tender evaluation committee of at least three people Tender Evaluation Methodology Online Services Portal DHA Contractors will be required to use the DHA Online Services Portal for: Works allocation Invoicing Communications Uploading files and completing forms/fields DHA Online Services Portal is available through the internet or you can download the DHA mobile phone application. The following screen shots provide an overview of DHA Online Services Portal. Online Services Portal Maintenance Contractors Page Maintenance Items Overview 360 Pro Webinar Tenderer Instructions Links and Contact Details DHAs Website:www.dha.gov.au/rftwww.dha.gov.au/rft 360Pro tender tool: https://360providers.apetsoftware.com.au/Public/PublicJobs.aspx?Code=dhaprod RFT questions: Contact Job Manager button found in 360Pro Technical questions 360Pro: Other Enquiries: Questions