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Tendering GuideJanuary 2013

Tendering Guide – The City of Charles Sturt of 16

TABLE OF CONTENTS

Why does the Council need to go out to tender?......................................................................................3

How do we provide tender opportunities?...............................................................................................3

How to target the best opportunities.......................................................................................................4

How to Submit a Tender ..........................................................................................................................4

Step 1 – Download the Tender Documents and Determine your suitability for the project .......................4

Step 2 ‐ Understanding the requirements ....................................................................................................5

Step 3 – Preparing your tender.....................................................................................................................5

Sell yourself ...............................................................................................................................................5

Be sure that your submission is compliant ...............................................................................................6

Evaluation Criteria.....................................................................................................................................6

Step 4 ‐ Lodging your tender.........................................................................................................................7

Submitting an “Alternative” offer.............................................................................................................7

Lodgement Requirements ........................................................................................................................7

What happens next?................................................................................................................................8

What is a conforming tender? ..................................................................................................................8

Non‐conforming tenders ..........................................................................................................................8

Evaluation Process ....................................................................................................................................8

Council requesting clarifications...............................................................................................................9

Negotiation ...............................................................................................................................................9

Awarding and Signing the Contract ..........................................................................................................9

Debriefing................................................................................................................................................10

Useful Links ...........................................................................................................................................11

Appendix A – Procurement Policy ..........................................................................................................12

Appendix B – Procurement Flowchart ....................................................................................................13

Appendix C – Tender Forms Guide .........................................................................................................14

Appendix D – Tenders Conformity Checklist...........................................................................................15

Appendix E – Tender Evaluation Worksheet...........................................................................................16


Why does the Council need to go out to tender?

Each year, the Council spends around $60M on a wide variety of works, goods and services. It is important

that the Council obtains value for money when buying the goods, works and services it needs. By inviting

companies to submit competitive quotes and/or tenders the Council ensures that public money is spent in

a way that is fair, open, honest and accountable. The procurement for these projects vary in method,

relative to the risk, complexity and value of the project. These parameters and underlying principles for

procurement are established in Councils Procurement Policy (Appendix A) and the process for tender is

stepped out in Appendix B.

This guide covers approach to tendering only. Projects with a value <$50,000 and that are of low risk, will

undergo a written quotation process, as detailed in the City of Charles Sturt’s Procurement Policy.

How do we provide tender opportunities?

The two most common ways of accessing tender opportunities in the City of Charles Sturt are):

By direct invitation (generally for work between $50,000 ‐ $100,000 in value – known as Select

Tender)

By responding to an advertisement for public tender (>$100,000 in value – known as Open

Tender). These are advertised online on the SA Tenders and Contracts website

http://www.tenders.sa.gov.au and in the Tenderers section of Tuesdays ‘Advertiser’.

These are generally determined based on the values involved (which are established in Councils

Procurement Policy).

In addition to select and open tenders, the market approach may also include Expressions of Interest,

Registrations of Interest, or direct negotiation. A number of factors are considered when determining the

most appropriate method to seek submissions, including the potential value of the contract, capability of

the market, timeliness, and experience.

The City of Charles Sturt also accesses goods, works and services through strategic alliances where a third

party can demonstrate that they have already undertaken a competitive tendering process (or

alternatively we join the competitive process with a number of other organisations) with the aim to

achieve more strategic collaborative buying opportunities. These options include:

Council Solutions Group (formerly G6 Procurement) – which includes Adelaide City Council,

Charles Sturt, Tea Tree Gully, Marion, Onkaparinga, Salisbury

LGA Procurement (formerly Local Government Corporate Services)

Procurement Australia

State Government contracts


How to target the best opportunities

Ensure that you are registered on the SA Tenders and Contracts Website to receive notification of

upcoming public tenders. You can set up a search to email you with relevant tenders once released

(by keyword, category, or even Council).

[Note: The SA Tenders and Contracts website has a useful Frequently Asked Questions section for

use of the site: https://www.tenders.sa.gov.au/tenders/faqs/browse.do#49]

Only tender for genuine and well matched opportunities relevant to your business.

Make sure you have the full capability and resources to deliver the project, and is cost effective to

provide.

Try not to underestimate or over‐commit your time and resources. Do not bid for a contract if you

are not sure you can deliver either to the specification or to your proposed offer.

How to Submit a Tender

Step 1 – Download the Tender Documents and Determine your suitability for the project

Read the tender documents very carefully. Check to ensure that you have all parts to the documents

before proceeding. The City of Charles Sturt is endeavouring to assist tenderers with clear documentation

and transparent processes – this is an ongoing process. Generally our documents consist of:

Conditions of Tender – provides instructions and rules to be followed during the tender process.

This forms a process contract and is to be adhered to.

Draft Conditions of Contract – provides the terms and conditions of the contract to which the

successful company and Council must adhere to and the duration of the contract.

Relevant Project Specification and/or Brief – provides a description of the works/goods/services

required and often background information about the Council or contract.

Any relevant drawings or plans – complements the project specification in specifying additional

requirements.

Relevant Council Policies – details Council specific requirements; and

Tender Forms to be completed – identifies specific information to be completed and nominates

additional items (supporting documentation) required.


Step 2 ‐ Understanding the requirements

Make sure you read and understand what is being sought.

There may be parts that you may not understand. Don’t be afraid to seek clarification by

contacting the nominated Contact Officer detailed in the Conditions of Tender within the

timeframes specified. You will often be required to put these questions in writing.

[Note: that if you seek clarification and gain additional information from the tender

documentation, this will be provided to all potential respondents.]

Read all documentation and any addendum or clarification issued.

Understand the Conditions of Tender and what your requirements are to submit.

If you are unsure about Councils proposed contract, either discuss it with the contact nominated in the

tender advertisement or you can have the tender documents reviewed by your legal representative.

For new initiatives, or complex tenders, we may invite suppliers to a tender briefing session. Details of any

briefing will be listed in the Conditions of Tender document. On occasion a tender briefing may be

considered a mandatory requirement in order to tender for the project.

Step 3 – Preparing your tender

A well structured tender submission will create a good impression in the evaluation process. Tender

submissions that are poorly assembled and formatted may be seen as a negative reflection on your

organisation.

Sell yourself

Sell yourself as to why you are the best option. Address the Tender Evaluation Criteria stated in

the Conditions of Tender.

Identify any value added or innovation solutions that may be of interest to the City of Charles

Sturt. For example, are you sustainable in your business practices ‐ environmentally aware;

provide economic development in the north; social responsibility. Clearly identify this as value‐add

in your submission and provide pricing detail (if relevant).

Present your tender submission out in a user friendly, easy‐to‐read format – Further details of this

provided in Appendix C.


Be sure that your submission is compliant

Follow the Conditions of Tender to provide everything required.

Address all criteria requirements.

Ensure that there are no errors or omissions.

Fully complete and sign the tender forms, and ensure supporting documentation requested is

provided eg. evidence of plans, policies, licenses, certificates of currency and any other items

requested. This will save the evaluation panel precious time searching for the information.

Evaluation Criteria

Tenders will be evaluated using a scoring mechanism. Prior to releasing a market approach, whether public

or selective, evaluation criteria (and relevant weightings) will already be established. We do this to ensure

that we are asking for the information that we wish to assess. Read the tender thoroughly and carefully

check whether your tender submission meets these criteria.

Tender documentation will identify high level criteria for your information and this will align with the

information sought in the Conditions of Tender – and may include criteria such as:

Financial, which may include;

o Price and Value for money;

o Financial capability of the Tenderer;

Past performance – cost, timeliness and quality performance;

Mechanisms for monitoring contractual performance;

OHS&W performance;

Demonstrated understanding of tender requirements and project methodology;

Management capability;

Resource availability (field and administrative personnel, plant and machinery);

Sub contractor suitability;

Relevant capability and experience in similar type of work (including local government

experience);

Quality Systems Deliverables;

Integrated Management System;

Environmental Management Systems;

Customer Service;

Timeframes for delivery of the project.


Your bid will be assessed against the evaluation criteria, which will generally be weighted according to

their relative importance. Weightings are not identified, as we wish to see the best of all your service –

not just the high weighted criteria. Your tender response also forms part of the final contract, so the detail

is important in the ongoing contract management.

You must ensure that you have addressed the formal evaluation / selection criteria listed in the tender

document. Your tender submission will be evaluated by a panel. Each member of the panel may not have

much knowledge of you or your organisation and will usually have many submissions to evaluate. Please

do not assume that if you have provided services to the Council before that all evaluation panel members

will be aware of this.

Step 4 ‐ Lodging your tender

Once you have followed the steps in preparing your tender, you are now ready to lodge your submission.

Submitting an “Alternative” offer

Generally, we are seeking a specific outcome. The Conditions of Tender will identify requirements which

are quite prescriptive. Failure to address these requirements which will generally see your submission

identified as non‐conforming – and may run the risk of being eliminated from consideration.

Where you wish to submit an alternative offer, you must also lodge a compliant submission.

Details of submitting an Alternative Tender are covered in the Conditions of Tender document “Alternative

Tenders”. If you are uncertain about your offer, seek clarification from the nominated Contact Officer

detailed in the Conditions of Tender – and they will assist you.

Lodgement Requirements

Please make careful note of the closing date, time and submission process. Late tenders will not be

accepted regardless of a Tenderers individual circumstances.


What happens next?

Once your tender is submitted, the Procurement Team from Council will examine it for compliance with

the Conditions of Tender before any submissions are provided to the evaluation panel. We refer to this as

conformity checking (Appendix D).

What is a conforming tender?

To submit a conforming tender, you must ensure that you have signed and completed all the relevant

forms and supplied Council with all the information required as part of the tender document.

Non‐conforming tenders

For detailed information on non‐conformances for specific tenders please see the Conditions of Tender.

Tenders may be considered non conforming based on the following reasons and may not be considered

for evaluation at the discretion of the Principal:

Tenders submitted in any manner or format other than those stipulated in the conditions of

tender

Tender submissions not containing the required information as stated in the conditions of tender

Tender Forms missing or incomplete

Evidence of required plans, policies, licenses or certificates of insurance not provided

Departures from the brief or specification

Departures from the proposed conditions of contract

Other reasons outlined the Conditions of Tender

You will be advised in writing to confirm that your submission has been received, and identifying any

conformity issues.

Evaluation Process

Conformity issues are addressed by the evaluation panel as the first item of consideration. In submitting a

non‐conforming tender, you run the risk that your submission will not be considered for further

evaluation. There are different levels of non‐conformity and it is solely at the evaluation panels discretion

as to degree of non‐conformance, and therefore whether your submission is further evaluated.

Each tender submission that is accepted for further evaluation is read in detail and examined by the tender

evaluation panel and scored based on a set of weighted criteria (see Appendix E for an example evaluation

worksheet) as set out in the conditions of tender. The panels evaluation reasoning for scores are recorded

and are used as part of tender debriefs to unsuccessful tenderers.


Council requesting clarifications

Sometimes, clarification is required, or further information is sought which is included in a secondary

evaluation process. This will generally occur where there is a need to differentiate between short listed

submissions – or where a number of providers are very closely ranked in the initial evaluation.

A secondary process may include, but not be limited to:

Presentation of the intended project / methodology;

Clarification of particular aspects of the submission;

Additional information on some aspect of the tender;

Responses to additional requirements; or

Negotiation

Councils approach to negotiation will differ depending on each specific tender. This may involve (but is

not limited to) negotiations on scope, project delivery, milestones, proposed contract conditions,

alternative solutions, or revised pricing opportunities.

A supplier will be advised if negotiation is sought, and you will be notified of the negotiation subject. You

can also raise any additional issues that you want included in negotiations.

Any discussions and decisions will be recorded formally, and form part of the overall evaluation process.

Awarding and Signing the Contract

After successful negotiations, the preferred supplier(s) will be required to sign a contract for the tendered

requirements.

Successful contractors/consultants will receive copies of the Contract for signing. These need to be

returned to the Council in a timely manner for formal execution, and then the Contract can start.

All unsuccessful tender respondents will be notified of the outcome of the tender via email and given the

option of a telephone tender debrief.


Debriefing

The experience of not winning a tender can be disappointing, given the time and effort invested in

preparation of your submission. Following advice of the tender outcome, all tenderers are invited to seek

a telephone debrief. This is a useful process, to assist you in understand what elements of your

submission could be improved in future bids. Debriefs are also an opportunity for you to provide feedback

to Council on the tender process.

Note that only your submission will be discussed, and will outline the strengths and weaknesses of your

submission and how the content of your submission compared to other submissions in a general sense (in

particular the successful submission). Commercial confidentiality will be ensured.


Useful Links The City of Charles Sturt Website

www.charlessturt.sa.gov.au

Business SA

www.business‐sa.com

Centre for Innovation

www.ausinnovation.org

Industrial Capability Network

www.icnsa.org.au

SA Government

www.sa.gov.au

SA Tenders and Contracts Website

www.tenders.sa.gov.au

South Australian Business

www.southaustralia.biz

State Procurement Board

www.spb.sa.gov.au

Council Solutions (formally G6 Procurement)

www.g6pg.com.au

Local Government Association

www.lga.sa.gov.au


Appendix A – Procurement Policy

Procurement�Policy��Reference�Number:� 2.16��

Type:� Council�

Category:� Corporate�Governance�and�Finance�

Relevant�Community�Plan�Outcome:� A�local�organisation�providing�progressive�leadership,�accountable�governance�and�quality�services�to�the�community�

Responsible�Officer(s):� Manager�Governance�&�Operational�Support�

First�Issued/Approved:� September�2008�

Minutes�Reference:� PD�3/12/12,�Item�3.29�

Last�Reviewed� December�2012�

Next�Review�Due:� December�2014�

Applicable�Legislation:� Local�Government�Act�1999�Trade�Practices�Act�1972�(Commonwealth)�National�Competition�Policy�(Commonwealth)�Local�Government�(Elections)�Act�1999��Caretaker�provision�

Freedom�of�Information�Act�1991�

Related�Policies:� Occupational�Health�Safety�&�Welfare�Injury�Management�Policy�Credit�Cards�Policy�Goods�&�Services�Tax�Policy�Petty�Cash�Policy�Gifts,�Benefits�and�Hospitality�Policy�Complaints�Handling�Policy�Public�Consultation�Policy�Staff�Code�of�Conduct�Policy�Risk�Management�Policy�Delegations�Register�G6�Purchasing�Group�–�Purchasing�Policy�(external)�Caretaker�Policy�

Prudential�Review�Policy�

Related�Procedures:� G6�Purchasing�Group�–�Procedures�Manual�(external)��

�City�of�Charles�Sturt�72�Woodville�Road,�Woodville,�South�Australia�5011��T�08�8408�1111��F�08�8408�1122��www.charlessturt.sa.gov.au�

2�

1.� Purpose�� This�policy�has�been�developed�pursuant�to�the�requirements�of�Section�49�of�the�Local�Government�Act�

1999.�The�aim�of�this�policy�is�to�provide�clear�direction�for�procurement�within�the�City�of�Charles�Sturt�to�ensure� consistency� and� control� over� procurement� activities.� It� also� aims� to� encourage� best� practice� in�procurement.�

�

2.� Scope��

This� policy� covers� the� required� conduct� for� all� procurement� activities� associated�with� the� acquisition� of�Goods,�Works�or�Services�of�any�value�by�the�City�of�Charles�Sturt.�This� includes�tendering�arrangements�and�the�contracting�of�services�and�applies�to�all�City�of�Charles�Sturt�staff.��

2.1� Out�of�Scope��This�policy�does�not�cover:�� Non�procurement� expenditure� such� as� sponsorship,� grants,� funding� arrangements,� donations� and�

employment�contracts;�or�� The��disposal�of�land�and��other�assets�owned�by�the�City�of�Charles�Sturt;�or�� The�purchase�of�land�by�the��City�of�Charles�Sturt�

�

3.� Policy�Statement��3.1� Procurement�Principles�

�All�Council’s�procurement�is�underpinned�by�the�following�8�key�principles;��Council�delivers�value�for�money�services�to�the�community�To�ensure�the�best�overall�value/result�is�obtained�through�applying�a�strategic�and�cost�effective�approach.�This�may�include�taking�into�account�fitness�for�purpose,�whole�of�life�cost,�timeliness,�flexibility�to�adapt,�quality,�sustainability,�intangible�costs/benefits,�service,�support�and�warranty.��Compliance�with�statutory�obligations�To� ensure� purchasing� activities� are� conducted� in� accordance� with� legislative� and� common� law�responsibilities.� These� include� but� are� not� limited� the� Local� Government� Act� 1999,� Trades� Practices� Act�1972,� National� Competition� Policy� and� other� relevant� legislation,� industrial� awards� and� agreements� and�international�trade�agreements.��Open�and�Fair/Effective�Competition�To�ensure�open�and�fair�competition�is�fostered�and�maintained�by�providing�suppliers�and�contractors�with�appropriate�access�to�Council’s�procurement�opportunities.��Professional�Integrity�and�Probity�Officers�engaged�in�purchasing�should�at�all�times�undertake�their�duties�in�a�professional,�ethical,�honest�and�impartial�manner,�act�responsibly�and�exercise�sound�judgment�by�observing�the�highest�standards�of�integrity,� probity� and� professional� conduct� in� line� with� the� Staff� Code� of� Conduct� and� Gifts,� Benefits� &�Hospitality�Policies.��

3�

Risk�Management�To�ensure�that�appropriate�risk�management�practices�and�procedures�are�in�place�for�purchasing�activities�including�risk�identification,�assessment�and�implementation�of�controls,�in�line�with�the�Risk�Management�Policy.��Accountability�and�Transparency�To�ensure�that�responsibilities�are�clearly�defined�and�that�decisions�are�made�in�an�open�and�transparent�manner.�This�will�include�ensuring�all�appropriate�records/documentation�is�kept.��Environmental�Sustainability�To� promote� and� adopt� purchasing� practices� which� conserve� resources,� save� energy,� minimise� waste,�protect� the� environment,� and� are� generally� consistent�with� principles� of� ecological� sustainability,� to� the�greatest�extent�that�is�practicable.��Local�Industry�Sourcing�To�the�extent�permitted�by� law,�Council�will�give�preference�to� local�business�when�all�other�commercial�considerations�are�equal�(eg�capability,�capacity�and�competitiveness).��

3.2� Other�Principles��General�� Operating�Procedures�and�Guidelines�will�be�documented�and�maintained�to�support�this�policy.�� Any� proposal� to� purchase� by� outsourcing� of� any� service� or� function� currently� performed�

predominantly�‘in�house’�by�Council�staff,�must�be�approved�by�the�Council.�•� For�all�methods�of�procurement,�with�the�exception�of�purchases� less�than�$1,000�(excluding�GST),�

appropriate�records�must�be�kept�on�the�procurement�decision�making�process.�•� Any� complaints� arising� from� the� undertaking� of� activities� during� the� procurement� process� will� be�

dealt�with�in�line�with�the�City�of�Charles�Sturt’s�Complaint�Handling�Policy��Confidentiality�All�information�provided�between�Contractor�and�the�Principal�shall�be�treated�as�confidential�only�to�the�extent�provided�by�the�Law,�including�Freedom�of�Information�Act�1991�(FOI)�provisions.��

� Caretaker�Policy�This�policy�is�subject�to�the�provisions�of��Section�91A�of�the�Local�Government�(Elections)�Act�1999�which�requires�Council�to�prepare�and�adopt�a�Caretaker�policy�governing�the�conduct�of�the�council�and�its�staff�during�the�election�period�for�a�general�election.��

�3.3� �Agreement�/�Contract�Types��

Council� purchases� Goods,� Works� and� Services� using� various� types� of� Agreements� or� Contracts.� � These�include:�•� Purchase�Orders�

� � Purchase�Orders�serve�three�main�purposes;�� ensuring�expenditure�is�within�an�officer’s�delegation,�� demonstrating�a�financial�commitment�in�Council’s�Finance�System�to�allow�accurate�tracking�of�

Council’s�financial�obligations�at�any�point�in�time,�and�� establishing�a�set�of�Terms�and�Conditions�for�purchase�of�Goods,�Works,�or�Services.��

4�

� Sole�Supplier�Contracts�� This�is�a�Contract�where�there�is�only�one�Supplier�contracted�to�provide�or�supply�a�Good,�Works�or��

Service�to�Council.��

� Panel�Contracts�� This� is� a�Contract�where� there� is�more� than�one�Supplier� contracted� to�provide�or� supply�a�Good,�

Works�or�Service�to�Council.��

� Strategic�Alliance�Contracts�� This� is� where� Council� is� a� part� of� a� collective� group�where� a� contract� has� been� put� in� place� that�

Council�may� access.� The�G6�Purchasing�Group� and� Local�Government�Corporate� Services� are� both�examples�of�this.�

�� Head�Agreements�

� � This�agreement�type�refers�to�a�Contract�where�a�Supplier�is�contracted�to�provide�Supplies,�but�the�item�is�then�sourced�from�a�local�retailer.��Generally,�this�contract�operates�by�sourcing�quotes,�after�the�formal�tender�process�has�resulted�in�a�formal�contract.�

�3.4� Methods�of�Procurement�

�The� appropriate� method� of� purchase� is� determined� by� level� of� expenditure� and� the� most� appropriate�purchase�approach.��The�determining�factors�are�detailed�in�this�section.��Determining�the�Appropriate�Method�of�Procurement�Council�will�generally�purchase�Goods,�Works�and�Services�through�the�following�methods:�� Direct�sourcing�� Quotations�� Tender�� Strategic�Alliance�Contracts�� Emergency�Purchases��Purchase��Value.��

Value�of�Purchase� Process�Less�than�$1,000� Direct�sourcing�$1,001��$5,000� 1�Quotation�$5,001��$15,000� At�least�2�Quotations�$15,001��$50,000� At�least�3�Quotations�$50,001��$100,000� Selected�Tender�Greater�than�$100,000� Open�Tender�

�For�the�purpose�of�this�policy,�the�expenditure�level�of�the�value�of�purchase�will�be�for:�� Single�one�off�purchase�shall�be�the�total�amount,�or�estimated�amount�of�the�purchase�(excluding�

GST);��

�� Multiple� purchases� shall� be� the� gross� value� of,� or� the� estimated� gross� value� of� all� items� to� be�purchased�(excluding�GST);�or�

�

5�

�� Ongoing�purchases�over�a�period�of�time�shall�be�the�annual�gross�value�of,�or�the�estimated�annual�gross�value�(excluding�GST).�

�� Will�be�in�accordance�with�the�City�of�Charles�Sturt’s�Goods�&�Services�Tax�Policy.��Note:��Splitting�of�amounts�to�bring�expenditure�within�lower�limits�is�not�permitted.��Purchase�Approach�Consideration�will�also�be�given�to�the�purchase�approach�to�ensure�Council�is�achieving�value�for�money.��These�will�include:�� The�cost�of�an�open�market�approach�versus�the�value�of�the�acquisition�and�the�potential�benefits;�� The�particular�circumstances�of�the�procurement�activity;�� The�objectives�of�the�procurement;�� The�size�of�the�market�and�the�number�of�competent�suppliers;�� City�of�Charles�Sturt’s�leverage�in�the�marketplace;�� Time�contraints;�� A�global�assessment�of� the� risks�associated�with� the� relevant�activity�and/or�project,� including� the�

risk�profile�of�the�procurement�and�any�risks�associated�with�the�preferred�procurement�method.��Use�of�Purchase�Orders�Purchase� Orders� must� be� raised� prior� to� the� purchase� being� made.� Purchase� Orders� are� required� for�purchases�except�as�follows:�� Purchases�of�a�value�less�than�$1,000�(excluding�GST)�(refer�to�Petty�Cash�Policy);��

�� Purchases�made�using�Corporate�Credit�Cards�(refer�to�Credit�Cards�Policy);��

�� Purchases�made�for�nominated�Goods,�Works�or�Services�listed�in�Schedule�1;�� Purchases�relating�to�an�entity�which�is�a�wholly�or�partially�owned�subsidiary�of�Council;�or��

�� Strategic� Alliance� Contracts,� unless� required� under� the� specific� contracts� arrangements.� Refer� to�section�3.7�for�further�detail.�

�� Purchases�made�under�G6�Purchasing�Contracts�do�not�require�a�purchase�order�except�where� it� is�

specified�in�the�contract�documents.��

6�

3.5� Quotations��The�need�to�seek�quotations�must�be�determined�in�accordance�with�section�3.4.��Quotations�should�be�sought�for�one�off�purchases�only.��If�multiple�purchases�are�required�from�the�same�supplier,�then�use�of�a�Contract�should�be�considered�(Panel�or�Individual).��Quotations� should� be� received� in� writing,� and� once� received,� be� recorded� in� Council’s� Records�Management�System.��If� the� level� of� expenditure� exceeds� $15,000� or� has� high� risk� factors� in� the� purchase,� then� the� following�should�be�considered:��

�� Use�of�a�formal�contract�in�lieu�of�purchase�order�especially�where�terms�and�conditions�are�required�beyond�the�normal�terms�attached�to�purchase�orders;�and�

�� Use�of� formal�evaluation�criteria� together�with�a�weighted�matrix� to� rank� the�suppliers� in�order�of�

preference.��

3.6� Tenders��The�need�for�selected�or�open�tenders�will�be�determined�in�accordance�with�section�3.4.��When�it�is�considered�that�a�tender�is�an�appropriate�method�of�purchase�the�following�shall�apply:��

�� Tenders�will�be�evaluated�by�an�evaluation�panel�against�the�Evaluation�Criteria�stated�in�the�tender�documents;�

�

�� All�tenderers�will�be�advised�of�the�results�including�the�identity�of�the�successful�tenderer;��

�� All�unsuccessful�tenderers�will�be�offered�a�debrief;��Consultants�and�others�may�address�the�market�place�on�Council’s�behalf,�provided�that�they�have�written�approval�and�comply�with�Council’s�policies�and�requirements.��3.6.1� Selected�Tender�($50,001�–�$100,000)��Where�a�selected�tender�method�is�used�the�following�information�must�also�be�recorded:��

�� The�identity�of�the�selected�tenderers;�and�� The�reasons�why�the�tenderers�have�been�selected.��3.6.2� Open�Tenders�(>$100,000)��Open�tenders�must�be�advertised�publicly.��The�preferred�method�of�advertising�will�be�through�the�use�of�the�State�Government’s�Contracts�&�Tenders�web�site.�

�

7�

3.7� Strategic�Alliances��Purchases�can�be�made�through�eligible�contracts�by�way�of�Strategic�Alliance�Contracts.��Strategic�Alliance�contracts�aim�to:��

�� Reduce�direct�and�indirect�purchasing�costs;�and/or�� Provide�tangible�benefits�through�joint�purchasing;�and/or�� Improve�delivery�and/or�quality�of�services�to�residents;�and/or�� Represent�best�procurement�practice;�and/or�� Attract�more�competition�or�a�more�suitable�field�of�providers�to�respond�to�the�tender�call.��Eligible�contracts�include�those�administered�by�the�following�authorities�or�organisations:��

�� G6�Purchasing�Group�� Australian�State�or�Federal�Government�contracts�� State�Procurement�(SA,�NSW,�VIC�and�QLD)�and�� Co�operative�Purchasing�Services�(CPS)�(Victoria);�� Procurement�Australia;�� Local�Government�Corporate�Services�(LGCS);��3.7.1� G6�Purchasing�Group�� The�City�of�Charles�Sturt�is�a�member�of�the�G6�Purchasing�Group,�which�in�addition�to�the�aims�of�other�Strategic�Alliance�contracts,�also�aims�to:�� Achieve�uniformity�in�specification�of�Goods,�Works�and�Services�commonly�purchased�across�the�G6�

Purchasing�Group�membership� in�order� to� attract�more� suppliers� to� the�market,� reduce� costs� and�improve�efficiency.�

�Membership� of� the� G6� Purchasing� Group� includes� City� of� Charles� Sturt,� City� of� Tea� Tree� Gully,� City� of�Salisbury,�City�of�Onkaparinga,�City�of�Marion�and�Adelaide�City�Council.��The�G6�Purchasing�Representative�for�the�City�of�Charles�Sturt�is�the�CEO�or�his�nominated�delegate,�who�is�authorised�to�sign�contracts�on�behalf�of�Council.��In�some�instances�Council�may�be�required�to�purchase�Goods,�Works�or�Services�elsewhere�covered�by�a�G6�Purchasing�Group�arrangement.�

�3.9� Public�Consultation�

�Where� a� purchase� requires� public� consultation,� then� such� consultation� must� be� in� accordance� with�Council’s�Public�Consultation�Policy.��

3.10� Occupational�Health�Safety�&�Welfare��The�City�of�Charles�Sturt�will�only�engage�suppliers�who�are�able�to�maintain�a�level�of�Occupational�Health�and� Safety� acceptable� to� the� City� of� Charles� Sturt.� � As� a� minimum,� this� will� be� compliance� to� the�Occupational�Health,�Safety�and�Welfare�Act�1986,�all�associated�regulations�and�all�requirements�relating�to�contractors�in�Council’s�relevant�Occupational�Health�and�Safety�policies,�and�as�specified�in�terms�and�conditions�of�contractual�arrangements.��

8�

3.11� Records�

�Council�will�document�the�reasons�for�entering�into�specific�procurement�methods�or�contracts�other�than�those�resulting�from�a�competitive�quoting�or�tender�process.�

�

3.12� Exemptions�from�this�Policy��

� This�policy�contains�general�guidelines�to�be�followed�by��City�of�Charles�Sturt�in�its�procurement�activities.�There��may�be�emergencies,�or�procurements�in�which�a�tender�process�will�not�be�necessarily�deliver�best�outcome�for�the�Council,�and�other�market�approaches�may�be�more�appropriate.�

�Except�as�provided�for� in�this�policy,�exemptions�to�the�requirements�of� this�policy�must�be�approved�by�the� Chief� Executive� Officer� (CEO)� or� relevant� General� Manager.� � [Note:� Only� the� CEO� can� approve�exemptions�for�Method�of�Procurement�involving�expenditure�exceeding�$50,000.]��Where� a� Funding� Agreement� specifies� that� Council� must� follow� a� prescribed� tendering� process� which�differs�from�the�process�outlined� in�this�Procurement�Policy,�the�project�funded�under�that�Agreement� is�exempted�from�the�Policy.�

�

In� certain� circumstances,� the�City�of�Charles� Sturt,�may,� after� approval� from� its� elected�members,�waive�application�of�this�Policy�and�pursue�a�method�which�will�bring�the�best�outcome�for�the�Council.��

The�City�of��Charles�Sturt��must�record�its�reasons�in�writing�for�waiving�application�of�this�Policy.�� Emergency�Purchases�

�Purchases�can�be�made�without�the�need�to�initially�follow�policy�in�emergency�situations.��The�provisions�of� this� section�must� not� be� used� as� an� excuse� for� not� following� policy.� � For� the� purpose� of� this� section�emergency�situations�are�restricted�to:�

Community�

�� Genuine�concerns�for�public�safety;�� Avoiding�major�expenses;�� Activation�of�the�Emergency�Response�Plan;��Council�Assets�� Ensuring�that�residents�or�occupants�of�Council�owned�buildings�are�not�subject�to�undue�discomfort�

or�hardship�due�to�breakdown�of�building�facilities�or�equipment;�� Security�of�Council’s�assets;�or�� Activation�of�the�Business�Continuity�and�Crisis�Management�Plan.��Determination�of�whether�these�situations�apply�will�be�at� the�discretion�of� the�relevant�Team�Leader�or�Manager�on�a�case�by�case�basis.��

9�

Where�a�purchase�is�made�under�this�section,�the�following�will�apply:�

�� Expenditure�must�be�within�Delegated�Financial�Authority;�� Expenditure�should�be�limited�to�that�required�to�alleviate�the�emergency�situation�only;�and�

� �� Officers�must�ensure�that�appropriate�methods�of�purchase�are�resumed�as�soon�as�practicable�(i.e.�purchase�order�generated,�quotations�sought� for�remainder�of� the�Goods,�Works�or�Services�other�than�that�required�for�the�emergency�response).�

3.13� Delegations�

��Prior�to�the�commencement�of�any�purchase�or�tender�process�the�department�or�business�unit�must�have�an�approved�and�allocated�budget�to�spend.�

�Signing�of�Contracts�and�authorisation�of�payments� should�be�accurate�and�correct�and�given�by�officers�with�appropriate�delegated�financial�authority�(refer�to�Delegations�Register).�

�

3.14� Prudential�Requirements�

In�some�circumstances�a�procurement�process�may�require�additional�due�diligence�in�accordance�with�the�Local�Government�Act�1999�prudential�requirements.��If�this�occurs�the�process�will�be�subject�to�the�City�of�Charles�Sturt�Prudential�Review�Policy.�

�

� � 4.� Definitions�� List�all�key�terms�and�acronyms�that�are�used�in�the�policy,�and�their�definition.��

Key�Term�–�Acronym� Definition�Value�for�Money� Best�outcome�achievable�when�all�costs�and�benefits,�

both�qualitative�and�quantitative,�over�the�procurement�lifecycle�(acquisition,�use,�maintenance�and�disposal)�are�considered.�

Direct�Sourcing� Where�there�is�only�a�single�supplier�of�Goods,�Works,�or�Services�and�warrant�the�involvement�of�only�one�potential�supplier.�

Quotation� Seeking�a�price�and�scope�of�Goods,�Works�or�Services�from�a�supplier�to�enable�comparison�

Selected�Tender� Seeking�tenders�from�a�limited�number�of�suppliers�on�the�basis�of,�eg.�location,�previous�performance,�or�the�result�of�an�Expression�of�Interest�process�

Open�Tender� Seeking�tenders�from�the�market�place�via�an�open�invitation�process,�eg�advertisement.�

Strategic�Alliance� Seeking�tenders/contracts�as�part�of�a�purchasing�group�eg�combined�purchasing�arrangements�with�other�Councils�and/or�spheres�of�government.�

Head�Agreement� Head�Agreements�are�primarily�used�for�the�supply�of�Goods�and�are�contracts�in�which�the�Supplier�has�agreed�to�a�contract�price�or�process,�with�the�Principal�generally�sourcing�the�Supplies�through�a�local�supplier.��

10�

Schedule� 1� –� Nominated� Goods� /� Works� /� Services� which� are� exempt� from� using� a�Purchase�Order�for�Payment��Please�note�that�the�items�on�this�schedule�may�change�from�time�to�time�based�on�Council’s�operational�requirements.� �This� information� is�provided�as�supplementary� information�to�the�Procurement�Policy�only,�and�does�not�require�endorsement�by�Council�or�its�Committees�as�it�is�amended.��Category�1��Contract�arrangements�which�include:�� Legal�Services�Contract�� Council�projects�which�have�been�contracted�using�full�tender�processes�� Road�Reconstruction�Projects�completed�using�G6�Purchasing�Group�contracts�� Other�contracts�identified�as�not�requiring�Purchase�Order�for�payment�

��

Category�2��Purchases�for�the�following�Goods,�Services,�Fees�or�Charges:�� vehicle�registrations�� refunds�or�reimbursements�of�expenses�� banking�services�� statutory�Government�charges�� courier�services�� insurance�payments�� lease�&�rental�payments�� media�monitoring�� publishing�charges�� postal�services�� subscriptions�� taxi�fares�� travel�&�accommodation�� utilities�(eg�SA�Water,�Telstra,�AGL,�Origin�Energy)�� food�&�beverages�� licence�and�membership�fees,�and�temporary�labour�hire�and�traineeship�charges�� payment�of�State�Government�Affordable�Housing�funding�� Site�investigation�and�minor�repairs�of�electrical�works�� Employee�Assistance�Program�Costs�� Training�where�catering�costs�are�included�� Psychometric�Testing�� Labour�Hire�(other�than�contracted)�� Organisational�Cultural�Inventory�(OCI)�

Tendering Guide – The City of Charles Sturt Page 13 of 16

Appendix B – Procurement Flowchart

Tenderers Briefing held where required

Tender Addenda issued where necessary

Contract start up

Tender Debriefs where requested

Advise Unsuccessful Tenderers

Contract returned signed

Contract Issued

Preparation of Contract Documentation

Purchase Approval from Delegated Authority

Purchase Approval recommendation

Negotiation with preferred supplier/s where required

Clarifications sought were necessary

Tender Evaluation takes place

Tender Closes

Tender Opens

Advertise Tender

Tender Documentation Completed

Tender Initiation Completed

Specification Developed

Budget Bid Approved


Appendix C – Tender Forms Guide

PART 1 – TENDER FORMS AND ANNEXURES

Tenderers must complete the Response Forms 1 ‐ 4 and Annexures A ‐ E.

The Response Forms and Annexures comprise of the following:

Form 1 – Tenderer’s Particulars & Declaration;

Form 2 – Tender Documents Received

Form 3 – Tenderer’s Checklist

Form 4 – Previous Experience/Referees

Tender Form Annexure A – Price

Tender Form Annexure B – Tender Submission Information

Tender Form Annexure C ‐ Statement of Compliance with the Contract

Tender Form Annexure D ‐ Statement of Compliance with the Specifications

Tender Form Annexure E – Declaration

Ensure that all Tender Forms and Annexures are included and completed in your tender submission.

For ease of Conformity Checking and Tender Evaluation, Forms and Annexures should be kept together in the submission, with accompanying documentation clearly marked in the submission (tabs are very helpful).

Note: A Word Document “Tender Forms” will be included in the documents for download on SA Tenders

FORM 1 – TENDERER’S RESPONSE – TENDERER’S PARTICULARS AND DECLARATION

Tender: CCS –

Use this form to provide your organisation’s details, nominate your Contractor’s Representative and declare your intention to enter into an agreement to perform the work as specified. An original signature must be provided on at least 1 of the copies of this form in your tender submission. A tender submission may be considered non‐conforming if this condition is not met.

Tenderer’s Particulars

Name of Tenderer:____________________________________________________________________ [Note: If a partnership or consortium, state the names of all members]

Address: ____________________________________________________________________________ Telephone Number:_________________________ Facsimile Number: _________________________

Mobile: ___________________________________ E‐mail Address:____________________________

ABN: _____________________________________

Nomination of Tenderer’s Representative: ________________________________________________ Tenderer’s Declaration

I hereby declare that:

1. That in signing this declaration, I am authorised to represent the Tenderer;

2. I have read and accept the Conditions of Tendering;

3. By submitting this tender, that the Tenderer warrants and represents that it has made its own enquiries and investigations and has obtained professional advice and all other relevant information so as to inform itself of all risks and contingencies which may affect its price and that all such risks and contingencies have been allowed for in the tender pricing;

4. Expressions used in the RFT have the same meaning in this Tender.

Dated this ______________(day) of ________________________ (month), _________________ (Year)

Signature on behalf of the Tenderer: _____________________________________________________

Name: ___________________________________ Position: _________________________________

(Print Name) (Print Position Title)

Ensure that all requested information is provided and the form is signed and dated.

Ensure that you have read and understood all of these points and sign the below declaration.

FORM 2 – TENDER DOCUMENTS RECEIVED

Tender: CCS –

The Tenderer received the documents listed below: (list out any addenda issued by the Principal)

Document No. Description

1 Request for Tender

ANNEXURES TO THIS TENDER

These annexures are part of the Tender:

Annexure A – Price

Annexure B – Tender Submission Information

Annexure C – Statement of Compliance with the Contract

Annexure D – Statement of Compliance with the Specifications

Annexure E – Declaration

SIGNATURE

Dated this ___________________day of __________________________________________________, 2012

Signature: ________________________________________________________________________________

Print name of person signing: ________________________________________________________________

Title of person signing: _____________________________________________________________________

The person signing warrants they have authority to complete, sign and submit this form on behalf of the Tenderer.

A tender submission may be considered non‐conforming if this form is not signed by the appropriate person.

List all documentation provided as part of the Tender. Remember to include any Tender Addenda issued throughout the tender process, not listing these items will be considered as a non conforming issue.

Complete all details and ensure that the person signing the tender is authorised on behalf of the company to submit a tender.

FORM 3 – TENDERER’S CHECKLIST

Information that must be submitted

Please attach the following information as an Annexure to your tender. Use this form as a checklist to ensure that you have provided all relevant information as required. You must provide hard copies of required documents with each and every tender submission or tenders may be considered non‐conforming.

Please tick the boxes to indicate that you have supplied the following:

1. Insurances (Certificates of Currency) Please provide copies of current valid Certificates of Currency

Public Liability Insurance ($20,000,000.00);

Products Liability Insurance ($20,000,000.00);

Contract Works Insurance or please provide a statement of undertaking this will be secured if tender is successful;

Contract Security – please provide a statement of undertaking that this will be secured if tender is successful;

Professional Indemnity Insurance ($2,000,000.00) in any one claim and aggregate;

Plant and Equipment Insurance (for full replacement value);

Motor Vehicle full Comprehensive Insurance.

2. Registrations and/or Licences (evidence required) Please provide copies

Registered or exempt under the Workers Rehabilitation and Compensation Act 1986 (if Registered – require a Work Cover Certificate of Registration issued by Work Cover Corporation; If exempt ‐ require evidence of Personal Injury/Accident Insurance);

Any relevant government or industry/trade licences, registration, accreditation, certification or permits held by the Tenderer and any proposed Sub‐Contractors (details are to include the name of the licence holder, the licence/issue number, licence type and date of expiry).

Please Note: these licences and registrations must also be provided for all proposed Sub‐Contractors

3. Management Systems, Accreditation and/or Plans

The tenderer must provide evidence of these policies/systems and commit to deploying them in the performance of the Contract, if awarded the Contract;

Occupational Health & Safety Policy and/or Management System (third party certification to AS 4801 (or an equivalent system));

An Occupational Health & Safety Management Plan proposed for use if awarded the Contract;

Environmental Management Policy and/or System (third party certification to AS 14001 (or an equivalent system));

An Environmental Management Plan proposed for use if awarded the contract;

Quality Management Policy and/or System (third party certification to AS 9001 (or an equivalent system));

Contract Management System relevant to the contract.

4. Indicative Construction Program Copy must be provided with tender documents

The tenderer must provide an Indicative Construction Program (Gantt Chart or similar) which details all the stages of the project from Possession of Site to Practical Completion.

5. An original copy + 3 hard copies of tender submission and an electronic copy

The tenderer must provide the number of hard copies requested and an electronic copy. Please see Clauses and of the Conditions of Tender “Lodging a Tender” for the requirements.

We require evidence by way of a certificate of currency for all insurance types requested. A reference or policy number is not enough, we need to sight a certificate of currency. Not providing evidence or providing lesser cover without an undertaking to secure if successful will be considered a non conforming issue.

If you do not have a type of insurance requested or do not have the level of cover requested, but are willing to take out this cover should you be successful, mention that in this section.

Please provide copies of any company or individual staff licences requested.

Provide evidence of your plans and policies as requested. If you are Quality, Safety or Environment certified by a third party, please provide evidence of this.

If requested please ensure you provide a timetable or program for the project. A Gantt chart is the preferred method.

Please note that we request an original copy and a specified number of copies. Not providing the requested number of hard copies will be a non conforming issue.

FORM 4 – PREVIOUS EXPERIENCE/REFEREES

Tender: CCS –

Use this form provide details of similar service your organisation has provided recently and to nominate referees. Please do not include referees from the City of Charles Sturt.

Name of Tenderer: _____________________________________________________________________________

Project Name: _________________________________________________________________________________

Client Contact Phone Number Contract Amount Duration

Description of works

Project Name: _________________________________________________________________________________



Project Name: _________________________________________________________________________________



Ensure that you include references for similar work to that which is requested in the tender.

TENDER FORM ANNEXURE A – PRICE

Tender: CCS –

Lump Sum Offer

Item Description Price (excl GST)

1.

2.

3.

4.

5.

6.

Total Lump Sum Offer

The Lump Sum Price is not subject to variation except where provided in the conditions of contract. The Lump Sum Price is inclusive of:

All personnel costs and on‐costs including holiday pay and long service loading, superannuation, sick pay allowances, Work Cover etc;

All costs of support staff, administration, clerical and word processing services;

All transportation, material disposal;

All company overheads and profit; and

All expenses associated with the Contract.

The Lump Sum Price will be inserted into the contract documents as a record of the agreed cost.

Include a breakdown of pricing that forms the lump sum where possible.

Schedule of Rates Offer

Please confirm hourly rates for additional work

Item Description Rate

(excl GST) Item Total (excl GST)

1. $ $

2. $ $

3. $ $

4. $ $

5. $ $

6. $ $

7. $ $

8. $ $

$

The Scheduled Rates are not subject to variation except where provided in the conditions of contract.

The Schedule Rates are inclusive of all administrative costs and associated overheads, and conforms to the requirements of the tender.

The Schedule Rates will be inserted into the contract documents as a record of the agreed cost.

The above descriptions and quantities are provided as a guide to determining the Contract Sum and should not be relied upon to determine the exact quantity of work.

Where the tender is for a lump sum amount, include Schedule of Rates Pricing for anything in addition to what is being offered in the lump sum pricing form. These rates will be applied if required for further work or pricing variations.

For tenders which are schedule of rates only and not lump sum, ensure that all rates requested are accounted for.

TENDER FORM ANNEXURE B – TENDER SUBMISSION INFORMATION

As part of the tender submission, information requested on this form must be provided. Please tick the appropriate box

Information provided on this form

Information attached – please state where the information is located in submission:

Information should be provided in the following areas:

(a) the facilities (premises, plant / equipment) available for use under the Contract (having due regard to other commitments of the Tenderer);

(b) arrangements to be in place to ensure the Tenderer a reliable supply of resources in the quantities/levels and at the times required under the Contract;

(c) the number / qualifications / training of employees available for use under the Contract (having due regard to other commitments of the Tenderer);

(d) details of any work to be subcontracted, including the names of proposed subcontractors and nature of works to be subcontracted; [Note: The awarding of the Contract to the Tenderer does not of itself constitute approval by the Principal of any subcontractor named, as may be required by the Contract.]

(e) details (name, qualifications, experience) of a person within the Tenderer’s organisation who would project manage the performance of the Contract;

(f) if the Tenderer would enter into the Contract as an agent, nominee or trustee for a third party, brief details of the third party;

(g) any special benefits and / or value added features to the Principal in the offer ‐ such as benefit to the environment from use of long‐life products, recycled content, the role of businesses in the area of the Principal;

(h) any conflict of interest, or potential conflict of interest in the Tenderer being considered for, awarded or performing the Contract; and

(i) Other information the Tenderer may wish to submit.

Please tick one option, not both.

If the information is to be included later in the submission and not directly on this form, please give a reference to where this information can be found. This is when tabs come in handy.

TENDER FORM ANNEXURE C – COMPLIANCE WITH THE CONTRACT

I/We agree to accept every clause of the Conditions of Contract in accordance with the definitions provided in Clause 1, Conditions of Contract (please tick box if applies)

I/We do not agree to accept every clause of the Conditions of Contract. Tenderer’s must provide details of their non‐acceptance of each clause of the Conditions of Contract in accordance with the definitions provided in Clause 1, Conditions of Contract in the table below:

The Tender is taken to comply with each requirement of the Contract except as may be clearly stated otherwise in this table. Please be aware that if there is a departure from the Conditions of Contract, this may have the effect of the tender submission being considered non‐conforming. If no response is included on this form the response is considered to have accepted all conditions of the contract, and be conforming with this particular requirement.

Clause Number of Contract

Compliance Term Comments (give full reasons)

i.e. Does Not Accept

Please nominate Contractor’s Signatory for the Contract (if awarded):

Name: Title:

Proposed Contractor’s Representative:

Name: Title:

If you agree with the Draft Conditions of Contract which form part of the tender documentation, please remember to tick the box. If you do not tick this box then your submission will be considered to have accepted all of the conditions of contract.

If you have any departures from the Draft Conditions of Contract proposed, please include them in the space below, or give a reference to where these can be found in the submission. This is another time where tabs are very useful.

Any departures from the Draft Conditions of Contract will be considered a non conforming issue.

TENDER FORM ANNEXURE D – COMPLIANCE WITH THE SPECIFICATIONS

This tender conforms with all of the requirements of the Specifications and Drawings supplied with this RFT (please tick box if applies)

The Tender is taken to comply with each requirement of the Specification except as may be clearly stated otherwise in this table. Please be aware that if there is a departure from the Specification this may have the effect of the tender submission being considered non‐conforming. If no response is included on this form the response is considered to have accepted all particulars of the Specifications, and be conforming to this particular requirement.

STATEMENT OF NON‐COMPLIANCE WITH THE SPECIFICATIONS

Clause Number Compliance Term Does Not Comply (give full reasons)

If you fully comply with the specification, which forms part of the tender documentation, please remember to tick the box. If you do not tick this box then your submission will be considered to have accepted all particulars of the Specifications.

If you have any departures from the specification, please include them in the space below, or give a reference to where these can be found in the submission. This is another time where tabs are very useful.

Any departures from the specification will be considered a non conforming issue.

TENDER FORM ANNEXURE E – DECLARATION

I/We warrant that at no time in the last 36 months have any of the following applied to our organisation as a Tenderer (or its related entity within the meaning of Corporations Act 2001 s. 9)

Disputes Does Not Apply (please tick)

If Applies (give full reasons)

(a) criminal proceedings for an offence involving dishonesty

(b) a proceeding (civil or criminal) to which Australian Competition and Consumer Commission / Commissioner for Consumer Affairs (or equivalent regulator outside South Australia) was party;

(c) an environment protection order, a clean‐up order, a clean‐up authorisation or proceedings (civil or criminal) under the Environment Protection Act 1993 or regulations under that Act (or equivalent statute outside South Australia);

(d) a worker suffered a compensable disability under the Workers Rehabilitation and Compensation Act 1986 (or equivalent statute outside South Australia);

(e) a default notice, improvement notice, prohibition notice or proceedings for an offence under the Occupational Health, Safety and Welfare Act 1986 or regulations made under that Act (or equivalent statute outside South Australia);

(f) an industrial dispute that was referred to an official exercising a function under the Fair Work Act 1994 (or equivalent statute outside South Australia) or under the Workplace Relations Act 1996;

(g) a proceeding under the Equal Opportunity Act 1994 (or equivalent statute outside South Australia); or

(h) being named under the Equal Opportunity for Women in the Workplace Act 1999.

Building or Construction Work Does Not Apply (please tick)

If Applies (give full reasons)

(a) a person had recourse to retention monies or other security for the performance by them of building or construction work;

(b) an arbitration / litigation in connection with building or construction work by them (other than to collect debts owed to the Tenderer or to recover damages from another party);

(c) a sanction under the National Code of Practice for the Construction Industry; or

(d) a complaint by the Commissioner of Consumer Affairs alleging grounds for disciplinary action under the Building Work Contractor's Act 1995 (or equivalent regulator under an equivalent statute outside South Australia).

Please ensure all items on the declaration are completed. Not completing the form will be considered a non conforming issue.

If any of the listed disputes apply and further detail is contained later in the submission, please reference where this information can be found. This is another occasion where tabs are useful.


Appendix D – Tenders Conformity Checklist

Section 2 – Checklist of Required Information

Name of Tenderer Description

Trim Reference Tender Submission

Electronic Copy of Tender Submission Provided

Number of Hardcopies Provided

Form 1 – Tenderer’s Particulars & Declaration

Form 2 – Tender Documents Received

Form 3 – Tenderer’s Checklist

Form 4 – Previous Experience/Referees

Annexure A – Price

Annexure B – Tender Submission Information

Annexure C – Compliance with the Contract

Annexure D – Compliance with the Specifications

Annexure E ‐ Declaration

Workers Compensation Cover

Trade Licences

Public Liability Insurance

Products Liability Insurance

Professional Indemnity Insurance

Plant & Equipment Insurance

Contract Works Insurance

Motor Vehicle Insurance

Indicative Program

OHS Plan/Policy

Environmental Plan/Policy

Quality Plan/Policy

Conforming Tender?


Appendix E – Tender Evaluation Worksheet

Project Name:

Evaluation Panel Members: Evaluation Panel Member 1Evaluation Panel Member 2Evaluation Panel Member 3Evaluation Panel Member 4Evaluation Panel Member 5

RankingTender Respondent: ABC 1

DEF 1GHI 1JKL 1MNO 1PQR 1STU 1

SUMMARY

Evaluation Criteria Weighting ABC DEF GHI JKL MNO PQR STUEvaluation Criteria 1 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00Evaluation Criteria 2 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00Evaluation Criteria 3 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00Evaluation Criteria 4 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00Evaluation Criteria 5 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00Evaluation Criteria 6 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00Evaluation Criteria 7 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00Evaluation Criteria 8 0.0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00TOTAL SCORE 0% 0.00 0.00 0.00 0.00 0.00 0.00 0.00

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