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Request for Quotation
Q2017-15
Hire and Operation of Amusement Devices
Closing Date: 5.00pm, Thursday 13 April 2017
Term: Twelve months, with one optional twelve month extension, offered at Council’s discretion
Contact Officer: Katie Anderson
Phone: (02) 9093 6856 Email: [email protected]
Submission Methods:
Email: [email protected]
Note:
Please label all submissions as “RFQ2017-15 Hire and Operation of Amusement
Devices”. Submissions received after the closing date and time will not be considered.
Trim Reference: F2016/00592
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1. INTRODUCTION & BACKGROUND
Randwick City Council conducts a range of local community events including activities,
celebrations, local awards, local competitions and memorial days. These events are held in
partnership with local commercial and community organisations at various locations and
venues within Randwick City Councils Local Government Area.
Council is seeking reputable firms capable of providing amusement devices including but not
limited to jumping castles, climbing activities, slides, dodgem cars, rides, etc.
Staff presentation and customer service are an integral part of the community experience at
Randwick City Council Events. We will be looking to work with amusement operators who
provide the highest levels of customer service and staff presentation standards whilst
engaged on Council events
2. OBJECTIVES
The objective of this RFQ is to establish a panel of preferred suppliers to provide a variety of
amusement devices as and when required.
3. REQUIREMENTS
The works requested under this RFQ shall include, but not be limited to:
1. Pickup, delivery, set up and installation of outdoor amusement rides and games
including the removal of all amusement rides and games by the requested dates and
times.
2. Provide suitable, trained staff throughout all install operation and removal of amusement
devices.
3. Comply with all WH&S regulations and guidelines, Australian Standards and Codes of
Practice.
4. Openly liaise and cooperate whilst working with Randwick City Council, during the each
engagement.
5. All equipment including equipment used during install, operation and removal must meet
industry safety standards.
Applicants are to provide a catalogue or list amusement devices including operating
dimensions (minimum area required for the safe operation of the device). Please ensure this
information is correct as this will be used Council to prepare a site plan for events. Please
ensure you notify the Council’s nominated officer immediately if the information is incorrect.
4. PRICING
Please provide a detailed price list for all the devices listed in the catalogue or a list of
amusement devices available for hire. Prices should be inclusive of any charges relating the
pickup, delivery, set up, installation, removal of the device and provision of a trained
operator.
Details of any discounts or surcharges are to be provided.
5. INSURANCES
All suppliers are required to have the appropriate level of insurance cover. The minimum
requirements for Council are
Public Liability $20M.
Workers Compensation
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Please provide Certificates of Currency with your submission as proof valid insurance
policies.
6. REFEREES
Provide contact details for a minimum of two referees in the Response Form.
7. EVALUATION CRITERIA
The following criteria will be used to assess quotations:
Experience working with event organisations and/or Government agencies.
Capacity to fulfil the requirements of this RFQ.
Provision of current insurance certificates, industry licences, and Working with
Children Check (WWCC).
Quality of service
Professionalism
Previous event experience (Please provide references where appropriate)
Suitable and appropriate equipment
Value for money.
8. EVALUATIONS
After closing Council’s evaluation committee will review the submissions received and
establish the preferred supplier panel. Once the evaluation has been finalised suppliers will
be advised if they have been successful or unsuccessful.
Following that Council Officers will use the approved suppliers listed on the panel when
planning for an event or activity. You might not hear from us in the short term as our
calendar of events is wide and varied, and not all services are appropriate for all events.
Randwick City Council supports the initiative to shop local where possible.
9. SUBMISSIONS
All submissions shall be in writing. Information submitted should address the following
points:
A completed response form Attachment A;
copies of insurance certificates of currency in Section 5;
catalogue or list amusement devices including operating dimensions (minimum area
required for the safe operation of the device)
a detailed price list for all Amusement Devices offered for supply;
at least two referees & contact details;
staff experience and qualifications (if applicable) for type of works required;
any discounts offered to Randwick City Council; and
any documentation that supports you claim to be included on the panel.
Please note: If you are carrying on an enterprise (this is usually a business) you are required to quote your Australian Business Number (ABN). If you do not quote your ABN and do not complete the Attachment B “Statement by Supplier”, Council will be required to withhold 48.5% from your payment and send the withheld amount to the Australian Taxation Office (ATO).
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10. APPOINTMENT
Council will notify the successful supplier/s by way of a letter of acceptance and thereafter
suppliers will be engaged via a purchase order, in which our Standard Terms and Conditions
of Purchase apply. For your reference, a copy has been attached (Attachment D).
The supplier will be required to sign the letter of offer and return to Council within 14
working days of the date on the letter of acceptance.
When engaged the successful supplier will be required to supply all relevant documentation
including but not limited to:
1. Current Working with Children clearance that will be checked on the event day by the
project officer;
2. A certificate of currency for public liability insurance for a minimum $20M per event;
3. A certificate of currency for workers compensation;
4. Risk assessment / management plan; and
5. Safe work method statement (SWMA).
11. STATEMENT OF BUSINESS ETHICS
Randwick City Council has adopted a "Statement of Business Ethics". This Statement defines
the principles of conduct that are expected of both parties in order to ensure the integrity
and professionalism of both organisations is enhanced and is a statement of Council’s values
and systems of accountability. A copy of this statement is attached (Attachment C).
Breaches of the Statement may constitute grounds for termination of a Service Agreement.
All suppliers shall apply the “Statement of Business Ethics” in all their business
practices/dealings with Council and its employees.
12. CLARIFICATIONS
No statement made by any member of Council’s staff may be construed as modifying this
RFQ unless confirmed in writing by Council.
Any advice, given by Council to an applicant for the purpose of clarifying the meaning of, or
containing information relevant to this RFQ, will also be given to all other applicants
(without disclosing the name of the applicant who sought the clarification) in writing unless
doing so would reveal commercial-in-confidence information or intellectual property of an
applicant or sensitive information relating to an applicant.
13. ATTEMPTS TO INFLUENCE RFQ PROCESS
Any applicant who attempts to influence any Councillor or a Council staff member about this
Request for Quotation will be disqualified from the process.
14. CONFLICT OF INTEREST
Applicants shall declare any conflict of interest (or any potential for a conflict of interest)
concerning this Request for Quotation.
Further information regarding conflicts of interest is provided in the “Statement of Business
Ethics” in Attachment C.
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Attachment A: Response Form
Q2015-18 Hire and Operation of Amusement Devices
Schedule 1: Business Information
1. Business Name:
2. Trading Name:
(if different from above)
3. ABN:
4. If you do not have an ABN, you are required to complete
Attachment B: Statement by a Supplier.
Yes No
Has this been completed and attached?
5. Company Address
6. Contact Details
Contact Person:
Phone:
Fax:
Mobile:
Signature:
7. Bank Details for EFT
Payments
Bank Account Name:
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BSB:
Account Number:
Yes No
8.1 Do you have the required Public Liability insurance
coverage?
8.2 Have you attached a copy with your submission?
8.3 If no, are you prepared to obtain the required insurance
coverage?
Yes No
9.1 Are you a sole trader?
(if no move to 9.2)
9.2 Do you have Workers Compensation insurance?
9.3 Have you attached a copy with your submission?
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Schedule 2: Experience and Capability
How long have you been providing the hire and operation of amusement devices?
less than 5 years 5 to 10 years over 10 years
Can you provide the above service at short notice (i.e.: one week)?
Yes
Are you available on weekends, school holidays and public holidays?
Yes
Do you have experience providing amusement devices for community and local council
events?
Yes
If yes, please list the organisation, contact person and provide contact number for 3 recent
hiring’s.
Organisation Contact Name Contact Number
Schedule 3: Declaration
Declaration
I have read and understood the Statement of Business Ethics and agreed to abide by
these conditions in all dealings with Council.
I also state the information provided in this response is accurate, to the best of my
knowledge.
Signature: ____________________________
Print Name: ___________________________
Date : _______________________________
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Attachment B: Statement by a Supplier
(to be completed if you do not have an ABN)
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Attachment C: Randwick City Council –
Statement of Business Ethics
Message from the General Manager
The purpose of this Statement of Business Ethics is to raise private sector awareness of public sector values. It is critical that Council and its private sector contractors, suppliers, consultants, tenderers or business partners have mutual expectations of the relationship. This Statement defines the principles of conduct that are expected of both parties in order to ensure the integrity and professionalism of both organisations is enhanced and is a statement of Council’s values and systems of accountability.
Ray Brownlee
General Manager
Randwick City Council’s business principles
Randwick City Council is committed to ethical business practices based on public duty principles. Randwick City Council’s business principles are as follows:
All procurement is conducted on the basis of value for money All business relationships with external parties will be transparent
Procurement and appointment decisions will be based on merit and will be impartial and will not take extraneous issues into account
Council procurement decision making processes will be open (where practicable) and accountable.
Value for money means an estimate of the worth or desirability of the goods or services offered. This can include such factors as initial cost, whole of life cost, quality, the extent to which the goods or services meet the specified requirements and also social and environmental responsibilities. Transparency means visible and verifiable confirmation of the integrity of the purchasing process and compliance with relevant legislation and adopted Council procedures. Impartiality means the purchasing process must be undertaken in a fair, objective, consistent and business like manner, leading to improved performance and cost effective methods of doing business for Council. It does not mean pleasing everyone. We strive to be impartial by ensuring that our processes are appropriate.
What to expect from Randwick City Council staff
Randwick City Council staff must, at all times, comply with Council’s adopted Code of Conduct, which includes adhering to the following staff values (as detailed in the staff Code of Conduct):
I – Integrity C – Customer Focus A – Accountability R – Respect E – Excellence.
In addition, staff are required to comply with Council’s purchasing and tendering policies and guidelines and any relevant legislation. Staff are at all times expected to act in the public interest and with due care and diligence.
Expectations of contractors & private sector partners
Private sector partners, contractors, consultants, suppliers and tenderers are expected to: Respect the obligations of Council staff to act in accordance with this statement, Council
policies and legislation. Not exert pressure on Council staff to act in ways that contravene Council’s business ethics or
Code of Conduct. Not offer Council staff inducements or incentives, such as money, gifts, benefits,
entertainment etc.
Randwick City Council expects all contractors to act in accordance with this statement and related policies and guidelines (as referred to in the statement) at all times. Contractors are expected to maintain the highest standard of ethics and accountability in their dealings with Council. Contractors are also expected to make any sub-contractors they employee aware of this statement and the consequences of breaching it.
Incentives, gifts, benefits, hospitality, meals, travel & accommodation
Randwick City Council has guidelines with respect to gifts and benefits. All public officials are required to comply with these guidelines at all times. There is no need or place for incentives when dealing with Randwick City Council. Gifts must not be given in connection with any prospective business dealings and public officials are not permitted to ask for any reward or incentive for doing their job.
Why should the private sector comply with this
statement?
Compliance with this statement will provide the opportunity to bid for Council work on a level playing field.
It should be noted that the ICAC Act defines those engaged as consultants or contractors by a public
authority as ‘public officials.’ Non-compliance with the principles of business ethics outlined in this statement could result in the following consequences: investigation; possible loss of work; damage to reputation; termination of contracts etc.
Consequences for Council staff could include: investigation; disciplinary action; dismissal; or potential criminal charges.
Conflicts of Randwick City Council has adopted guidelines for managing conflicts of interest.
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interest A conflict of interest exists when you could be influenced, or a reasonable person would perceive that
you could be influenced, by a personal interest when carrying out your public duty. Any conflict between your interests and those of Council must be resolved to the satisfaction of the Council. When considering whether or not you have a conflict of interest, it is always important to think about how others would view your situation.
Sponsorship & related practices
Randwick City Council has adopted sponsorship guidelines which all public officials should make themselves aware of prior to entering into any sponsorship arrangements with Council.
Confidentiality & intellectual property right
Suppliers, contractors or consultants shall keep confidential the terms of any contract with Council and shall only expose the details as required by any law and to those of its employees, agents etc, necessary to enable the supplier, contractor or consultant to perform the contract or agreement. Council will ensure the confidentiality of ‘commercial in confidence’ information and will not disclose such information to the general public. Council is, however, required to comply with the requirements of the Freedom of Information (FOI) Act and suppliers, consultants and contractors should be aware that the general public are able to use the FOI Act as a means of accessing Council information. The FOI Act, however, contains exemptions including ‘documents affecting business affairs.’ Suppliers, contractors or consultants would normally grant to the Council a perpetual non-exclusive licence in respect of intellectual property in the goods and services supplied to Council to the extent reasonably necessary to use the goods and services for their intended purpose and ancillary and related services. Intellectual property rights will not be assumed and must be negotiated before being recognised.
Ethical communication
As a general principle, communication should be clear, direct and accountable. Private sector suppliers, contractors and consultants have an obligation to ensure that their communication with Council and its staff abides by these general principles in order to minimise the risk of inappropriate influences being brought to bear on the business relationship. Communications should, where necessary and practical, be in writing.
Secondary employment & post-separation employment
The following post-separation employment conditions are imposed on staff: Staff must not disclose confidential information obtained in the course of their employment. Staff must not convert any property of the Council to their own use unless properly authorised.
Staff need written approval from Council to enter into any secondary employment arrangements and secondary employment will not be approved if it has the potential to create a real or perceived conflict of interest between a staff member’s public role and their private interests.
Who to contact about this
statement
If you are concerned about a possible breach of this statement, or about any conduct that could involve fraud, corrupt conduct, maladministration, or serious and substantial waste of public funds, please
contact Council’s General Manager on 9399-0803.
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Attachment D
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