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Maintenance ServicesRequest for Tender

REQUEST FOR TENDER: MAINTENANCE

SERVICES

18 OCTOBER 2018

LODGEMENT OF TENDERSProposals must be lodged with Craig Stephenson, Facilities and Maintenance Manager

at the address shown.

REQUEST FOR TENDER (RFT) 10/2018Closing Time and Date: 4:00pm AEST, Friday, 2 November 2018

The Facilities and Maintenance ManagerATSICHS Brisbane

PO Box 8112Woolloongabba QLD 4102

Ph: 3240 [email protected]

Note: Proposals for this requirement will not be accepted at any address other than that shown above.

Late proposals will not be accepted unless previously advised and approved.

Aboriginal and Torres Strait Islander Community Health Service Brisbane 55 Annerley Road (PO Box 8112) | Woolloongabba Qld 4102 | P: (07) 3240 8900 I F: (07) 3391 6196 ABN 40 084 136 508

www.atsichsbrisbane.org.au


The Aboriginal and Torres Strait Islander Community Health Service (ATSICHS) Brisbane invites proposals from interested companies that can provide highly professional maintenance services to a large multi-site health-service provider. Maintenance services will be in accordance with ATSICHS Brisbane’s policy and procedures for the locations below:

55 Annerley Road, Woolloongabba 313 Melton Road, Northgate 5 Charles Avenue, Woodridge 5 – 11/41 Station Road, Logan Central 1277 Beaudesert Road, Acacia Ridge 20-24 Commerce Drive, Browns Plains 25 Jacaranda Avenue, Logan Central 4/653 Kingston Road, Loganlea 259 Riverhills Road, Eagleby.

The contract will be for a one year period commencing on Monday, 3 December 2018.

ATSICHS Brisbane, with the mutual agreement of the Contractor, will have the option to extend the contract for a further period of one year, based upon performance and organisational requirements.

About Us

Established in 1973, ATSICHS Brisbane is a community controlled health and human services organisation delivering on the unique health and wellbeing needs of Aboriginal and Torres Strait Islander people in the Brisbane and Logan regions. We are one of the largest, and most diverse Aboriginal medical services in Queensland and Australia’s second oldest. We are determined to create a flourishing future and a lasting legacy for our people and our community. Our services and programs

Medical and dental clinics Family and child health Aged care Family wellbeing programs Child safety

Foster and kinship care Social and emotional wellbeing Early childhood programs Youth services

Services to be covered under the proposal




HVAC specifically - heating, air conditioning and ventilation Plumbing Electrical Lighting General maintenance and handyman repairs

Objectives

One point of contact for all the services Tendering contracted services Liaising with other contractors Preventative, break down and routine maintenance activities Handyman services that cover smaller jobs Management of the approved budget by ensuring timely and cost effective

maintenance processes Strong safety focus and ability to drive safe work practices Facilitation of operational requests as and when requested Identification and implementation of opportunities to improve productivity, efficiency

and cost effectiveness within functional area

Essential Requirements

Proven maintenance experience in at least one of the following areas: medical, dental, childcare or aged care

Proven experience in demonstrating and understanding of legislative requirements around statutory maintenance

Quality Assurance Certification Public liability insurance Professional indemnity Workers compensation Clean record with QBCC Use of licenced tradespeople Police checks and Blue Card certification; Available for 24-hour call out




Desirable Requirements

Experience in providing maintenance services with governmental organisations Ability to track own work vehicles in real-time so ATSICHS Brisbane can get accurate

timeframes of when tradespeople will arrive on site ISO 9001 accredited

Budget

Cost effectiveness will be one of the key selection criteria that the successful vendor will be chosen on. Specifically, this will be for preventative maintenance, reactive maintenance and handyman repairs.

HOW TO PREPARE YOUR TENDER

Carefully read all parts of this document, including the Maintenance Tender Forms for Mechanical, Electrical and Plumbing and fill in any relevant sections asking for information.

Ensure you understand the Requirements in the attached appendices.

Complete the Offer in all respects and include all your Attachments.

Make sure you have signed the Offer form and responded to all of the Selection Criteria.

Lodge your Tender before the Deadline.

Further Information Enquiries by tenderers for further information, or queries regarding the RFT, should be directed to:







Answers to requests by tenderers for further information may be given orally or by written notice (including by faxed notice or by email) from ATSICHS Brisbane at its sole discretion.

Tenderers may not be required to attend a site meeting but it is suggested they familiarise themselves with ATSICHS Brisbane’s requirements prior to submitting a tender. If an inspection is required, arrangements can be made.

Where, in the opinion of ATSICHS Brisbane, further information provided to one potential respondent should be provided to all potential tenderers, such information would be given the same distribution as the original request for tender.

LODGEMENT OF PROPOSALS

Proposals must be lodged to the Facilities and Maintenance Manager on or before the proposal closing time and date stated at paragraph below and by the methods outlined within this paragraph Tenderers will lodge an original plus one copy of a proposal. The original will be marked as the original and each copy will be sequentially numbered. In the event of any discrepancy between any copy and the original, the original will take precedence. If lodging the tender by electronic means, the requirement to provide an original plus one does not apply.

Tenderers will also include with the hard copies one completed electronic copy of the proposal. The electronic version may be in either Microsoft Word, PDF or Rich Text Format.

Each proposal will be enclosed in a sealed envelope or other sealed container, and be endorsed as follows:

REQUEST FOR TENDER RFT 10/2018 Closing time and date: 4.00pm AEST, Friday, 2 November 2018




Electronic lodgements to be sent to: [email protected]




Proposals may be hand delivered, couriered, posted or emailed, providing the proposals are received by the closing time and date stipulated

Proposals must not be sent by facsimile machine, as security of the respondent’s commercial-in-confidence information cannot be guaranteed.

Late proposals, subject to the following paragraphs, will not generally be accepted.

Proposals lodged after the proposal closing time will be taken to be “late proposals”. Late proposals will be opened and registered separately and may be excluded from the evaluation process at the discretion of ATSICHS Brisbane.

Late proposals will be admitted to evaluation if there is proof that an official postal service or a courier service mishandled them.

A number of factors may be taken into account in deciding whether to accept late proposals. The following list provides an indication of some relevant considerations:

(a) how late the proposal is(b) the reasons given for lateness and evidence available(c) the length of time allowed for the preparation of the proposal (d) evidence of unfair practices.

OWNERSHIP OF PROPOSAL DOCUMENTS

All proposal documents will become the property of ATSICHS Brisbane upon lodgement.

Intellectual property rights in the proposal do not pass to ATSICHS Brisbane with the property in the proposal itself. However, by submission of the proposal, the respondent licences ATSICHS Brisbane to use and copy any proposal document to the extent necessary to conduct an efficient selection process.

LANGUAGE AND MEASUREMENT

The proposal, including all attachments and supporting material, must be written in English. Unless otherwise specified in the statement of requirement, measurements must be expressed in Australian legal units of measurement.

OFFERED PRICES

Tenderers must include a proposed schedule of prices in their tender.

Tendered prices for the services must:




include GST (tenders must indicate separately the amount of GST included in the charges)

include all charges necessary and incidental to the proper delivery of the services be quoted in Australian dollars unless otherwise agreed.

Tenderers must include details of any assumptions or other caveats, including management or retainer fees, on which tenders are based, the price effect of the assumptions, and information or events required to remove caveats.

The tenderer must stipulate whether tendered prices are firm over the whole of the contract or are to be subject to rise/fall conditions, which should be described. It is generally assumed however that prices will be fixed for the period of the contract.

Tenderers should specify any discount arrangements offered and the requirements for obtaining discounts.

When pricing, tenderers should be aware of the functions of ATSICHS Brisbane and seek to minimise any disruption to ATSICHS Brisbane's performance of its functions.

Tenderers should include a proposed payment schedule related to performance milestones in their tender for statutory maintenance work. For Handyman work, invoices will be charged per job.

PRIVACY

Tenderers are advised that the successful contractor will be required to take all reasonable measures in regard any personal information while under contract, to accord with the provisions of the Privacy Act 1988 (Cth), as amended from time to time.

TENDERERS TO INFORM THEMSELVES

The onus is on the respondent to be aware of the contents of this tender.

Tenderers shall be deemed to have:(a) examined the request and any other information available in writing to tenderers

for the purpose of tendering(b) examined all further information relevant to the risks, contingencies, and other

circumstances affecting the tender which is obtainable(c) satisfied themselves by making reasonable enquiries as to the correctness and

sufficiency of their tenders including tendered prices which shall be deemed to cover the cost of complying with all the conditions of the tender and of all matters




necessary for the due and proper performance and completion of the work described therein

(d) acknowledged that ATSICHS Brisbane may enter into negotiations with a chosen tenderer. Negotiations shall be carried out in good faith.

CONFIDENTIALITY

Tenderers are advised that ATSICHS Brisbane will treat proposal information as commercial in confidence. ATSICHS Brisbane must comply with court orders that provide for the release of documents.

SUBCONTRACTORS

Tenderers are advised that the selected contractor must not subcontract the whole of its obligation but may, with the prior consent in writing of ATSICHS Brisbane, subcontract part of its obligation.

If it is proposed that any work is to be performed under subcontracts, the names of the proposed subcontractors and details of the work proposed to be undertaken by them must be disclosed in the tender and such subcontractors must be approved in writing by ATSICHS Brisbane before being allotted any part of the work.

The successful tenderer will be responsible for including all relevant conditions of the contract in orders placed on subcontractors.

Copies of all orders placed on subcontractors must be supplied to ATSICHS Brisbane if requested.

SERVICE RELATED ISSUES

Tenderers will ensure that their proposals provide ATSICHS Brisbane with details sufficient to assure it that:

(a) the respondent's company infrastructure will support the provision of the service level and marketing activities proposed - call out times to attend site within the following timeframes:

i. emergency- within 1 hourii. priority- within 24 hoursiii. non-emergency- within 48 hours.

(b) service levels offered will be guaranteed and maintained to meet ATSICHS Brisbane’s needs throughout the life of the contract

(c) the respondent's proven systems will manage all service provision information and:




i. provide ATSICHS Brisbane with monthly reports on the contractor's performance relating to number of jobs and cost per job

ii. identify potential short- and long- term financial and non-financial benefits achievable through improved management of the purchasing function by ATSICHS Brisbane

(d) the respondent will accept the payment via electronic funds transfer with emailed remittances

(e) the respondent complies with all government environmental protection policies.

The respondent will at all times ensure that adequate workers’ compensation, property, public liability and professional indemnity insurance coverage is maintained throughout the period of the contract, by itself and any subcontractors. Evidence is to be provided as part of the response and at the beginning of each year, or any other time on request from ATSICHS Brisbane.

CONFLICT OF INTEREST

Tenderers must identify any conflict of interest or potential conflict of interest that may apply to their responding to this request for tender or performing the services.

Tenderers must describe the procedures they intend to implement for dealing with any known or potential conflicts of interest that may arise in the conduct of the services described in this request for tender.

Tenders must include details of any known circumstances that may give rise to either an actual conflict or a perception of conflict of interest, and the proposed method of managing each issue.

ATSICHS Brisbane reserves the right to deal with a conflict of interest as it sees appropriate, and may cease further consideration of that tender.

RISK MANAGEMENT

ATSICHS Brisbane is seeking to ensure that adequate and appropriate risk management strategies are incorporated into procedures for the delivery of services.

Tenderers must provide a risk management plan which at least includes:

(a) a preliminary risk assessment that identifies the nature and severity of: i. the risks that will be the responsibility of the contractorii. the risks that will remain the responsibility of ATSICHS Brisbane

(b) the strategies that will be applied to manage all of the risks identified; and




(c) any other risks considered by tenderers to be relevant to the management and delivery of the services.

PROFILE OF RESPONDENT

Tenderers will provide, in the appropriate response form as Attachment 1, the following information as part of their proposals:

(a) full name of respondent(b) any trading or business name(c) if a company:

i. registered officeii. principal place of businessiii. date and place of incorporationiv. if registered for business purposes in Australia, the ABN and ACNv. individual shareholders holding 20% or more of any issued share capitalvi. related companies within the meaning of the Corporations Lawvii. particulars of any petition, claim, action, judgement or decision which would

be likely to affect adversely the respondent’s capacity to provide the requirement.

EVALUATION PROCESS

Your tender will be evaluated using information provided in your tender. The following evaluation methodology will be used in respect of this request:

Tenders are checked for completeness and compliance. Tenders that do not contain all information requested (e.g., completed offer form and attachments) may be classed as non-conforming and may be excluded from evaluation.

Tenders are assessed against the selection criteria. Contract costs are evaluated, e.g., tendered prices and other relevant whole-of life costs are considered.

The most suitable tenders may be shortlisted and may also be required to clarify the tender, make a presentation, demonstrate the product/solution offered and/or open premises for inspection. Referees may also be contacted prior to the selection of the successful tenderer.

A contract may then be awarded to the tenderer whose tender is considered the most advantageous tender to ATSICHS Brisbane.

SELECTION CRITERIAATSICHS Brisbane has a robust purchasing policy. The successful vendor will be chosen based on the following:




Understanding of brief and solution proposed addresses our needs – demonstrate how you are going to understand our business and its needs? (20%)

Value for money (cost effectiveness) - what’s included and also importantly, what’s not included in the price. We will require a price list (per hour and fixed rates) for the following areas:

HVAC plumbing electrical lighting handyman after hours and call out rates fixed price for ongoing services. (35% for these sections)

Ability-You will need to show that you have the ability to service all of the above areas. (30%)

References – ATSICHS Brisbane will request up to three (3) references from other clients, particularly those with direct experience of the staff we’ll be working with. (15%)

The selection criteria to be used in the evaluation of tenders are outlined below. The criteria are provided to assist prospective tenderers in making balanced assessments of the suitability of their tenders.

The objective of the evaluation is to select a tender that satisfies ATSICHS Brisbane's requirements whilst representing value for money. The evaluation will include the following in no specific ranking or order:

(a) knowledge and proven expertise in the services required including past experience

(b) ability to meet the service levels or other standards of performance

(c) whether the tenderer reveals a proper understanding of the matters involved and offers a sound approach to the services required

(d) assessment of the tenderer’s level of compliance with the requirements and with the conditions of this request for tender including the contract




(e) experience and qualifications of key personnel including specialist qualifications if appropriate

(f) ability to continuously improve the services to take advantage of industry developments

(g) the tenderer's approach to risk management

(h) financial viability including insurances held (public liability, workers’ compensation/employer's liability and professional indemnity)

(i) overall risk ATSICHS Brisbane assesses as being related to the proposal

(j) ability of selected tenderer to add value to ATSICHS Brisbane

(k) price.

ATSICHS Brisbane reserves the right to apply and vary any weighting or priority to the selection criteria.

Tenderers should note that the degree of compliance with the contract will be an important consideration in the tender evaluation process.

PERIOD OF CONTRACT AND TERMINATION

The contract will be for a one year period commencing on Monday, 3 December 2018.

ATSICHS Brisbane, with the mutual agreement of the contractor, will have the option to extend the contract for a further period of one year, based upon performance and ATSICHS Brisbane’s organisational requirements.

INSURANCES

The successful tenderer and its subcontractor(s) (if any) will be required to effect and maintain the insurance policies as follows:

(a) public liability insurance for a minimum of $20,000,000.

(b) property insurance on the contractor's plant and equipment for an amount not less than market value




(c) professional indemnity insurance in the sum of at least $5,000,000 in respect of any one occurrence and for an unlimited number of claims

(d) workers’ compensation insurance for all employees engaged by the contractor. Where the contractor or sub-contractor is a `sole trader' they are required to provide evidence of Personal Accident Insurance.

General and Corporate Information

ORGANISATION PROFILE AND REFEREES

Attach your organisation profile and label it “Attachment 1”.

Attachment 1

Tick if attached

Attach details of your referees, and label it “Attachment 3”. You should give examples of work provided for your referees where possible.Attachment 3.

Attachment 3

Tick if attached

AGENTS

Are you acting as an agent for another party? Yes

No

If yes, attach details (including name and address) of your principal and label it “Attachment 4”.

Attachment 4

Tick if attached

TRUSTS

Are you acting as a trustee of a trust? Yes




No

If yes, in an attachment labelled “Attachment 5”:(a) give the name of the trust and include a copy of the trust deed (and any related documents); and(b) if there is no trust deed, provide the names and addresses of beneficiaries.

Attachment 5

Tick if attached

SUBCONTRACTORS

Do you intend to subcontract any of therequirements?

Yes

No

If yes, attach details of the subcontractor(s) including the name, address, location of premise and the number of people employed and label it “Attachment 6”.

Attachment 6

Tick if attached

CONFLICTS OF INTEREST

Will any actual or potential conflict of interest in the performance of your obligations under the contract exist if you are awarded the contract, or is any such conflict of interest likely to arise during the contract?

Yes

No

If yes, please supply in an attachment details of any actual or potential conflict of interest and the way in which any conflict will be dealt with and label it “Attachment 7”.

Attachment 7

Tick if attached

FINANCIAL POSITION

Are you presently able to pay all your debts in full as and when they fall due?

Yes




No

Are you currently engaged in litigation as a result of which you may be liable for $50,000 or more?

Yes

No

If you are awarded the contract, will you be able to fulfil the requirements from your own resources or from resources readily available to you and remain able to pay all of your debts in full as and when they fall due?

Yes

No

Attach a financial profile for you and each of the other proposed contracting entities together with a list of financial referees and label it “Attachment 8”.

Attachment 8

Tick if attached

QUALITY ASSURANCE

The quality assurance for this Tender is: ISO 9001.

Does your organisation have this or any quality assurance or quality assurance systems?

Yes

No

If you propose to subcontract, does yoursubcontractor have a “third party” quality management system in place?

Yes

No

Supply evidence or details of your quality assurance position and where relevant of your supplier’s or subcontractor’s position, in an attachment labelled “Attachment 9”.

Attachment 9

Tick if attached

INSURANCE COVERAGE

The insurance requirements for this Request are stipulated in the document. Tenderers are to supply evidence of their insurance coverage in a

Attachment 10

Tick if attached




format as outlined below in “Attachment 10” A copy of the Certificate of Currency is to be provided to ATSICHS Brisbane within 30 days of acceptance.

Type Insurer – Broker

Policy Number Value ($) Expiry Date

Response to Selection Criteria COMPLIANCE CRITERIA

Have you complied with the specification contained in this request?

Yes

No

Have you complied with the conditions of tendering contained in this request?

Yes

No

Have you complied with and completed the price schedule?

Yes

No




QUALITATIVE CRITERIA

Before answering the qualitative criteria, Tenderers shall note the following:

(a) all information relevant to your answers should be contained within your response to each criterion

(b) tenderers shall assume that the evaluation panel has no previous knowledge of your organisation, its activities or experience

(c) tenderers shall provide full details of any claims, statements or examples used to address the qualitative criteria

(d) tenderers shall address each issue outlined within a qualitative criterion.

Relevant ExperienceDescribe your experience in completing/supplying similar requirements. Tenderers shall as a minimum address thefollowing information and label it “Attachment 11”:

(a) provide details of similar work(b) provide scope of the tenderer’s involvement

including details of outcomes(c) provide details of issues that arose during

the project and how these were managed(d) demonstrate competency and proven track

record of achieving outcomes(e) demonstrate sound judgement and

discretion.

Attachment 11

Tick if attached

Skills and experience of key personnel

Tenderers should provide as a minimum

Attachment 12

Tick if attached




information of proposed personnel to be allocated to this project, such as:(a) their role in the performance of the contract(b) curriculum vitae(c) membership to any professional or business

associations(d) qualifications, with particular emphasis on

experience of personnel in projects of a similar requirement

(e) any additional information.

Supply details in an attachment and label it “Attachment 12”.

Methodology

Tenderers should demonstrate an appreciation of the requirements and provide an outline of their proposed methodology in an attachment and label it “Attachment 13”.

Attachment 13

Tick if attached

Price Information

Tenderers must complete the “Price Schedule” below. Before completing the Price Schedule, Tenderers should read the entire request.

PRICING SCHEDULE- HANDYMAN SERVICES

1. Handyman rates for normal hours, per hour.Excluding GST $............................

2. Handyman rates for after hours, per hour.Excluding GST $............................

3. Normal hours service callout charge (including vehicle,




travelling time and first 60 minutes on site)Excluding GST $............................

4. After hours service callout charge (including vehicle charge,travelling time and first 180 minutes on site)Excluding GST $...........................

DISCOUNTS

Do you allow a discount for prompt settlement of accounts?

Yes

No

If you are offering a settlement discount or any further discounts for different periods, or other discounts such as volume discounts, detail them in an attachment labelled “Attachment 14”.

Attachment 14

PRICE BASIS

OPTION AAre you prepared to offer a ‘firm’ price?This means the price does not change for the term of the agreement

Yes

No

OPTION BAre you prepared to offer a ‘fixed price’?This means the price is firm in time and subject to economic fluctuations or changed economic circumstances. E.g., consumer price index, exchange rate.

Yes

No

Please detail the period for which the price will remain firm prior to the variables taking effect and the economic indices you intend to use.

Attachment 15

Tick if attached




Application Submission

I hereby declare that the information I have provided is accurate and true to the best of my knowledge at the time of submission.

Name:

Signature:

Company Name:

Date:

Timeline

Tender Document sent out: 10am, Thursday, 18 October 2018

Tender Bid deadline: 4pm, Friday, 2 November 2018

Tender assessments: 5-9 November 2018

Interviews (by appointment only): 12-16 November 2018

Successful tender announced: Monday, 19 November 2018

Initial briefing meeting Thursday, 22 November 2018

Contract start: Monday, 3 December 2018

More Information

Business name: Aboriginal and Torres Strait Islander Community Health Service Brisbane (ATSICHS Brisbane)

Client contact: Craig Stephenson, Facilities and Maintenance Manager

Contact details: 3240 8900 or [email protected]



mailto:[email protected]


Website: www.atsichsbrisbane.org.au



http://www.atsichsbrisbane.org.au/

Documents

HOW TO PREPARE YOUR TENDER - australiantenders.com.au... · Web viewMaintenance Services. ... air conditioning and ventilation. Plumbing. Electrical. Lighting. General maintenance