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Request for Tender

Open Space & Roadsides Lawn Maintenance Services

Contract No. 2017/18-90

Part CC1. Instructions

C2. Tender Form (Returnable)

Part C1

1. Instructions

Prospective Tenderers are to complete the document contained within Part C2 detailing their offer to Council and submit it to Council in accordance with the Tendering Conditions.

Note:

Council has chosen to set out this document in a particular way, taking into account the evaluation process.

Do not alter the layout of this document and confine your responses to each particular issue in the sequence given.

Responses are to be answered in the form provided not elsewhere in your submission.

All documents to be either PDF or a Microsoft Office Word format.

You must only lodge the Tender Offer and supporting material in the electronic tender box (tender box) in accordance with the tender conditions, (Refer Part A). Tender Offers submitted to Council officers or Council sites will not be accepted.

Council’s electronic tender box may experience a high traffic volume load leading up to the nominated tender close date and time. It is your responsibility to ensure you allow enough time to upload and commit your response. It is advisable when submitting your tender offer not leaving it to the last moment, as disappointment may be encountered if your tender submission has not fully completed its upload by the nominated closing date and time. Your tender submission must be fully accepted at the Frankston City Council electronic tender box, not when it has been sent. File transfers still in progress at the exact closing time will not be accepted.

Each document forming the Tender Offer must not be greater than 20 Mb in size.

You must not withdraw the Tender Offer once lodged for a period of 90 days.

Part C Open Space & Roadsides Lawn Maintenance Services 2

Part C2 - Returnable Form

1. Tender Form

1.1. Tenderer’s Details

Contract No: 2017/18-90

Contract Name: Open Space & Roadsides Lawn Maintenance Services

Date Click here to enter a date.

Full Company Name

Trading Name

Registered Office /

Business Address

Mailing Address

A.B.N. (if applicable)*

A.C.N. (if applicable)*

Primary Tender

Contact Person

Office Telephone

Mobile Telephone

Email Address

Secondary Tender

Contact Person

Office Telephone


Mobile Telephone

Email Address

Please provide a brief history of the Tenderer, including description of primary business

Please state the ownership of the Tenderer and List other financial interests held by the Tenderer

How many years has the Tenderer been in the business under its current business name?

How many years’ experience has the Tenderer had in the type of work it would be required to provide under the contract?

Please list any trade or professional associations that the Tenderer is a member off.

Have any civil court or tribunal judgements been obtained against the Tenderer in the past 7 years? If so, provide details.

Note:Council cannot enter into a contract with a Trust as it is a non-legal entity. It is however able to enter into a contract with a company or individual. The ABN / ACN listed above should not contain the trust ABN / ACN.


2. Cost to Council

Tenderers are required to submit a lump sum fee for the cyclic programmed works. The cyclic program of works is contained in Annexure A.

Completion of Appendix A – Site List to include Pricing

Tendering Parties are required to complete all tabs in Appendix A. This includes Schedule of Rates pricing to be used for any reactive services required during the term of the contract. The Tendering Party must upload Appendix A with their submission by the closing date and time as given in Part A.

Completed Appendix A is uploaded:

☐ Yes ☐ No

2.1. Lump Sum Rate

Total Price for completion of Lawn Maintenance cycle for all sites- Twelve (12) times per annum for Two (2) year contract period excluding GST.

$


3. Capability & Industry Experience

3.1. The Tenderer shall submit details describing relevant experience and achievements in performing similar work, together with names of clients or authorities; contact details etc (please list at least three (03) contracts).

Contract Name:

Description of work performed:

Client’s name:

Contact details of Client’s Representative:

Name:

Position:

Address:

Phone Number:

Email address:

Contract Value

Contract duration:

Permission to use as referee: ☐ Yes ☐ No

Contract Name:


Contract Value

Client’s name:


Name:

Position:

Address:

Phone Number:

Email address:

Contract Value

Contract duration:



Contract Name:


Client’s name:


Name:

Position:

Address:

Phone Number:

Email address:

Contract Value

Contract duration:


** Add tables as necessary

Note:

Council will treat the contact persons set out above as the Tenderer’s referees and may contact any or all of the nominated personnel or any other relevant person representing the nominated organisation. Any information provided by the referees will be treated as commercial in confidence.

Referees should be advised that a member of the evaluation team may contact them with regard to this Tender and have given their express permission and referees must be from outside Frankston City Council.


4. Proposed Labour & Equipment Resources

4.1. Detail below the nominated members of the Contract team

Team Member 1

Name and position

Time with company

Qualification/Membership

Similar experience

Length of time with Tendering Company

Team Member 2

Name and position

Time with company


Similar experience


Team Member 3

Name and position

Time with company


Similar experience




Please list all plant and equipment that will be used to service this contract

Plant / Equipment Year of manufacture


4.2. Will any sub-contractors be engaged by the Tenderer to be used in this contract?

☐ Yes ☐ No

If “yes”, please complete the table below for each Sub-Contractor to be engaged.

Sub-Contractor 1

Business Name:

Detail the Sub-Contractor roles, responsibilities and deliverables:

Length of business relationship:

A brief overview of previous contracts completed with this business:


Sub-Contractor 2

Business Name:




Sub-Contractor 3

Business Name:






5. Occupational Health and Safety (OHS) Policy and Management

5.1. Occupational Health and Safety (OHS) Policy and Management

YES NO

Does the Tenderer have a written health and safety policy? (If yes, a copy of the policy may be requested for verification.)

☐ ☐

Does the Tenderer have an OHS Management System certified by a recognised independent authority (e.g. SafetyMAP)?

☐ ☐

Does the Tenderer have a documented OHS Management System? (If yes, a copy of the contents page(s) may be requested for verification.)

☐ ☐

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

☐ ☐

5.2. Safe Work Practices and Procedures

YES NO

Have the Tenderer prepared safe operating procedures or specific Safety instructions relevant to its operations? (If yes, a list of procedures/instructions may be requested for verification)

☐ ☐

Does the Tenderer have any Permit to Work systems? (If yes, a summary list of permits may be requested for verification.)

☐ ☐

Does the Tenderer have a documented incident investigation procedure? (If yes, a copy of an incident report form may be requested for verification.)

☐ ☐

5.3. Plant

YES NO

Does the Tenderer have procedures for maintaining, inspecting and assessing the hazards of plant operated/owned by the Tenderer?

☐ ☐

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

☐ ☐


5.4. Hazardous Substances

YES NO

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

☐ ☐

5.5. Manual Handling

YES NO

Does the Tenderer have procedures for identifying, assessing and controlling risks associated with manual handling

☐ ☐

5.6. Health and Safety Training

YES NO

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

Does the Tenderer maintain a record of all training and induction programs undertaken for employees?

☐ ☐

5.7. Health and Safety Workplace Inspection

YES NO

Does the Tenderer undertake regular health and safety inspections at services sites?

☐ ☐

Does the Tenderer use standard inspection checklists to conduct workplace health and safety inspections?

☐ ☐

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

☐ ☐


5.8. Health and Safety Consultation

YES NO

Does the Tenderer have a workplace health and safety committee? ☐ ☐Does the Tenderer involve employees in decision making over health and safety matters?

☐ ☐

Does the Tenderer have employee elected health and safety representatives?

☐ ☐

5.9. Health and Safety Performance Monitoring

YES NO

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

☐ ☐

Are employees regularly provided with information on company health and safety performance?

☐ ☐

Has the Tenderer ever been convicted of an occupational health and safety offence in the last 5 years? (If YES, provide date and details of offence.)

☐ ☐

5.10. OHS Record

Provide details of Lost Time Injuries (LTI) using the following table format:

1 Jan – 31 Dec 2015 1 Jan – 31 Dec 2016 1 Jan – 31 Dec 2017

Lost Time Injuries

Number of Hours Worked in the Period

LTIFR

= LTI's in the Period x 1,000,000 / Number of Hours Worked in the Period

Lost Time Injury Frequency Rate (LTIFR) are the number of injuries per million hours worked.


5.11. If any LTI has been incurred, please advise the processes the Tenderer has put in place to rectify.

6. Environmental Management System

6.1. Policy and Management

YES NO

Does the Tenderer have a written organisation environmental policy? ☐ ☐Does the Tenderer have an environmental management system certified by a recognised independent authority? If yes, provide details

☐ ☐

Does the Tenderer have an organisation environmental management system manual or plan? If yes, provide a copy of contents page[s].

☐ ☐

Is the Tenderer’s environmental management system integrated with systems for quality assurance and OH&S?

☐ ☐

Are environmental responsibilities clearly identified for all levels of staff? If yes, provide details

☐ ☐

6.2. Environmental Work Practices and Procedures

YES NO

Has the Tenderer prepared environmental procedure or specific environmental instructions relevant to its operations? If yes, provide a summary listing of procedures or instructions

☐ ☐

Is there a documented incident investigation procedure? (If yes, provide a copy of a standard incident report form.)

☐ ☐

Are there procedures for maintaining, inspecting and assessing the environmental aspects of the company’s operations by the Tenderer? If yes, provide details

☐ ☐


Does the Tenderer have procedures to identify legal requirements in relation to the environmental aspects of its activities? If yes, provide brief outline

☐ ☐

Has the Tenderer established documented environmental objectives and targets? If yes, provide a list

☐ ☐

6.3. Implementation and Operations of Environmental System

YES NO

Are the responsibilities and authorities clearly defined, documented and communicated? If yes, describe how this is carried out -

☐ ☐

Is the performance of the environmental management system regularly reported to top management for review? Describe the process

☐ ☐

Does the Tenderer have an emergency response procedure to identify and respond to accidents and emergency situations? If yes, provide details of frequency of review, testing, etc.

☐ ☐

6.4. Environmental Training

YES NO

Describe how environmental awareness and competence training is conducted by the Tenderer.

☐ ☐

Is a record maintained of all training and induction programs undertaken for employees by the Tenderer? (If yes, provide examples of environmental training records.

☐ ☐

6.5. Environmental Consultation


YES NO

Are Toolbox Meetings held on a regular basis? ☐ ☐Are employees involved in decision making over environmental matters? If yes, please provide details

☐ ☐

6.6. Checking and Corrective Action

YES NO

Has the Tenderer established a documented procedure to monitor and measure the environmental impact of its operations? If yes, provide details

☐ ☐

Are non-conformance and corrective and preventative actions reports used by the Tenderer?

☐ ☐

Does the Tenderer have established procedures for the keeping of environmental records?

☐ ☐

Does the Tenderer conduct regular internal audits of its environmental management system?

☐ ☐

Please supply details of a recent audit

Does the top management conduct a “management review” on a regular basis?

☐ ☐

6.7. Environmental Performance Monitoring

YES NO

Is there a system for recording and analysing environmental performance statistics? If yes, provide details.

☐ ☐

Are employees regularly provided with information on the Tenderer’s environmental performance? If yes, provide details

☐ ☐


YES NO

Has the Tenderer ever been convicted of an environmental pollution offence? (If yes, provide details.)

☐ ☐

6.8. Fleet Efficiency

YES NO

Does the Tenderer have a minimum fuel efficiency standard for their fleet vehicles? (If yes, provide details including km/L)

☐ ☐

Does the Tenderer have a minimum frequency in which the fleet vehicles are serviced? (If yes, provide details per months or km.)

☐ ☐

Does the Tenderer include eco driver training or incentives for their staff to drive efficiently (If yes, provide details.)

☐ ☐

Does the Tenderer monitor their fleet fuel use and emissions? (If yes, provide details.)

☐ ☐

Does the Tenderer undertake any other actions to reduce fuel use, air pollution and mitigate emissions associated with their fleet? (If yes, provide details.)

☐ ☐


6.9. Quality Assurance System

What Quality Assurance System is currently applied in your company and accredited through third party certification? Please tick appropriate box and complete the information required.

☐ AS/NZS ISO 9001:

Date of Certificate of Conformity

Company Quality or Procedures Manual

(Provide description)

Date of Accreditation

Expiry Date

☐ No accredited Quality Assurance System

Comments


7. Local Content

Frankston City Council has made a commitment to growing its local economy (for further detail regarding this please refer to the Frankston Industry Participation Plan (FIPP) http://www.frankston.vic.gov.au/business ).

Prospective tenderers are requested to provide detail with regards to, local employment opportunities, local goods and services and skills and technology that could be anticipated as part of their tender submission.

There are a range of Council services available to all tenderers to assist with addressing local content.

a) Employment Creation Opportunities

Please provide detail of the anticipated employment opportunities created in the Frankston City municipality as a result of your tender. Please also specify if you will be hiring or employing apprentices and/or trainees (Express the number of jobs by Equivalent Full Time (EFT)).

To assist Apprentices & Trainees are defined as:

Apprentices & Trainees – Are those employees engaged in a State or Federal Government approved apprenticeship or traineeship. (approved by the Department of Education, Employment and Work place Relations of the Department of Education and Early Childhood Development).

b) Local and Imported Content

Please detail below in table 1 the anticipated local and imported content as a percentage of your overall contract price. Please note that this is an estimate (only) and should focus on key inputs into the contract.

To assist ‘Local and Local Content’ is defined as:

Local – covers businesses located in Frankston City (Frankston, Frankston North, Carrum Down, Langwarrin, Seaford, Skye, Sandhurst and Karingal).

Local Content – products sourced from a business located in Frankston City. It does not refer to the origin of the product. Example: timber purchased from a timber yard in Seaford is considered local content even though the product origin is Tasmania.


Table 1 – Local and Imported Content as percentage (%) of contract price:

Locally Sourced Content

Item Supplier/s % Description

e.g. Granite XYZ Quarry Langwarrin 10% Stone

Imported Content (not local)

Item Supplier/s % Description

e.g. Piping Smith & Sons Plumbing Chelsea 2% Plumbing

TOTAL:

c) Skill and Technology Transfer

New and innovative skills, methods or technologies can contribute significantly to a local industry. Without disclosing intellectual property or trade secrets, briefly describe if and how you intend to utilise innovative skills or technology in the completion of this project.

To assist ‘Technology and Skills Transfer’ is defined as:

Technology/Skills Transfer – relates to new machinery, equipment, processes and skills used on a project.


8. Financial Report

If requested, Tenderers must, in a timely manner, submit financial statements including profit and loss statements and balance sheets for the preceding two (2) financial years to Council to Council’s authorised representative (please refer Part A Condition of Tender for more information).

☐ Consent given ☐ Consent not given

9. Insurance Details

The following levels of insurance are required for this contract. Tenderers are to upload as part of their Tender response certificates of currency for the following:

Public & Product Liability Insurance $20,000,000Attached? ☐ Yes ☐ No

WorkCover Insurance Attached? ☐Yes ☐ No

Workers Compensation InsuranceAttached? ☐Yes ☐No

Motor Vehicle InsuranceAttached? ☐Yes ☐No

Other (please specify.)


10. Non – Conformance Statement

The Tenderer must signify whether the Tender response is Conforming or Non-Conforming in each tender component.

Council will not accept any preferred Tenderer bringing up issues with the Contract Agreement or Specification clauses in the negotiation period that do not appear in the list provided in this Request for Tender.

10.1. Part A Conditions of Tender

☐ Confirming ☐ Non-Conforming - see table below

Non-Conformance

(details reason for non-conformance)

Relevant Clause

Page number

Proposal

(i.e. provide new wording for the clause or request clause be deleted)

Tenderers may add rows as required.

10.2. Part B1 Specifications


Non-Conformance


Relevant Clause

Page number

Proposal

(I.e. provide new wording for the clause or request clause be deleted)



10.3. Part B2 Conditions of Contract


Non-Conformance


Relevant Clause

Page number

Proposal

(I.e. provide new wording for the clause or request clause be deleted)


11. Receipt of Addenda

Tenderer hereby acknowledge receipt of Addendum/s and have made the necessary provision to the Tender Submission:

Addendum Number Dated

12. Conflict of Interest

The Tenderer warrants that neither it nor its staffs has any actual or perceived conflict of interest.

☐ No Conflict of Interest ☐ Conflict exists - see detail below


13. Additional Information

Please attach any additional information the Tenderer considers is required to enable evaluation against the evaluation criteria.

14. Declaration

Having examined the Tender Conditions, the Specifications, Appendices and the General Conditions of Contract together with any schedules and all other documents and information relating to this Tender for the performance of the Services and submitting the Tender Response Form, we offer to carry out those Services in accordance with the terms and conditions of the Contract documents for the price and the rates stated in the Tender Form.

This document together with Council’s written acceptance thereof shall constitute a legally binding Contract between us. If Council requires a formal agreement to be signed, then we will sign and return such an agreement within 21 days of our receipt of such a document.

We understand that the Council does not bound to accept the lowest or any tender Council may receive and Council will not pay any expenses incurred by us in preparing and submitting this tender.

Signed by or on behalf of the Tenderer

Signature:

Name:

Title:

Date:

END OF TENDER FORM


Documents

· Web viewCouncil’s electronic tender box may experience a high traffic volume load leading up to the nominated tender close date and time. It is your responsibility to ensure