STORMWATER VICTORIA and MELBOURNE … asset management including development of budgets, asset liability and safety considerations. Guidance on development of proactive / reactive

Version 2 Duxson G 21/06/13

Uncontrolled Copy Printed02//12/13 Intranet\Business\Contracts & Tendering\Tender Documents\Request for Proposal Minor Services Template

STORMWATER VICTORIA and MELBOURNE WATER

REQUEST FOR PROPOSAL

MINOR SERVICES

DEVELOPING WSUD CONDITION AUDIT GUIDELINES


Uncontrolled Copy Printed02//12/13 Intranet\Business\Contracts & Tendering\Tender Documents\Request for Proposal Minor Services Template

TABLE OF CONTENTS

1 Background 2

2 Submission 3 3 Lodging of Submissions 3 4 Description of Services 4 5 Deliverables 4 6 Important Dates 7

7 Representative 7 8 Reporting requirements 7 9 Pricing 7

10 Conditions of Purchase Order Minor Services 8 11 Health and Safety 8 11 Conditions of Request for Proposal 12 12 Respondent’s Details 16

13 Offer 17

Schedule 1 Pricing Schedule

Schedule 2 Key Performance Measures

Appendix 1 Proposal Form

Appendix 2 Conditions of Purchase Order Minor Services


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1 Background

This joint initiative by Stormwater Victoria and Melbourne Water has grown out of an identified

knowledge gap among local government authorities. Melbourne Water’s Living Rivers Team works

closely with the 38 councils in Melbourne Water’s operating area to support their work in Water

Sensitive Urban Design (WSUD). In 2013 Melbourne Water developed a resource package for

industry practitioners “Tools for WSUD asset management” comprising three tools:

• A database identifying WSUD asset locations across Melbourne

• WSUD life cycle costing

• WSUD maintenance guidelines.

Feedback among local government authorities to the asset management package has been

overwhelmingly positive with many Councils undertaking complementary maintenance training

through the Clearwater capacity building program.

Since utilising the Melbourne Water guidelines many local Councils are developing a growing

appreciation that a pro-active maintenance regime is necessary to ensure newly acquired WSUD

assets function to their design intent, providing community and environmental services. This

increased awareness has been supported by various Council business plans identifying the important

role maintenance has in extending an assets lifecycle and deferring costs implicit with asset repair

and renewal.

Although local government capacity for WSUD maintenance is developing, in reality, many

municipalities are faced with management of increasing numbers of existing WSUD assets inherited

through subdivision developments and Council’s own capital works. With minimal budgets for

maintenance and renewal, Councils are increasingly seeking guidance on how to assess, prioritise

and decide on corrective maintenance and rectification needs for existing assets to ensure they

function to optimal service levels.

A number of metropolitan Councils have recently engaged consultants to provide municipal wide

detailed condition audits of their WSUD asset base with recommendations on future priority

management actions. Increasing recognition of the importance of WSUD condition audits has also

been driven through industry exposure and recent award winning initiatives. This interest has also

been reflected in requests to Melbourne Water to provide funding support for local government

WSUD condition audits. Acquiring funding for outsourced WSUD condition audits is an ongoing

challenge for various authorities and does not present a cost effective long term viable option.

The intent of this project is to develop a guidelines and training package that will enable relevant

authorities to undertake WSUD condition audits for the purpose of informing and prioritising

corrective rectification actions and the assessment of future cost implications. The training package

should help address current industry demand in a cost effective manner, whilst also building

organisational capacity of relevant authorities.

Guidance within the package should also refer to (but not be limited to?):

the need for defined organisational roles and responsibilities,

internal reporting mechanisms,

development of rectification and renewals budgets, and

assessment of safety considerations associated with assets.



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As part of the project approach Stormwater Victoria (SV) and Melbourne Water (MW) are trialling

delivery of this project as a partnership model. A partnership arrangement can realise a number of

mutual benefits for both organisations and wider industry benefits including:

• Better alignment with industry expectations and needs

• Increased industry reach and engagement through multiple networks (including beyond MW

operating areas)

• Cost effective and flexible product delivery

• Potential to trial a new direction for Stormwater Victoria’s role supporting development of

industry guidelines

• Builds on existing collaborative partnerships between SV and MW

• Raised brand awareness and presence for both Stormwater Victoria and Melbourne Water

Melbourne Water and Stormwater Victoria will provide the following background

information

Initial literature review summary table outlining key components of various WSUD condition audits

undertaken in the Greater Melbourne region.

Feedback summary from local government representatives used to inform development of this

project brief

2 Submission

The supplier shall prepare and submit a fee proposal to undertake the assignment by close of

business on Wednesday 26th

of August. The proposal shall include the following:

The Proposal Form (Appendix 1) duly completed and signed by an officer duly

authorised to sign on behalf of the Supplier

Company details including legal name, trading name, address, ABN and contact details

The names of any personnel who would be assigned to the Services, and briefly their

roles and responsibilities, qualifications, and other professional experience relevant to

the conduct of the Services.

Experience relative to the project services.

Declaration of any conflict of interest and how any conflict of interest may be managed.

Details of Public Liability/Professional Indemnity insurance arrangement.

Any other relevant information.

Please note that proposals will not be considered accepted until a written letter of acceptance and

or a Purchase Order is issued.

3 Lodging of Submissions

Submissions shall be e-mailed or delivered to the Stormwater Victoria Representative by close of

business on the 26th

of August.



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4 Description of Services

The supplier is to deliver the following services:

Development of WSUD asset audit guidelines package comprising:

1. Comprehensive instructional guide outlining the methodology of WSUD audit process.

This will need to include design review considerations, inspection checklists, assessment

templates and condition ranking, decision criteria, suggested corrective actions and

guidance on preventive strategies for future issues. The audit methodology should be

supported with case study illustrations.

2. A toolkit to assist asset managers to undertake assessment of assets with weighting to help

determine condition rating.

3. A module for training sessions outlining the WSUD audit process, including example case

studies. The module will guide training participants to lead an asset audit, using the

resources developed above in point 1 and 2

Both the audit methodology and training module are to provide reference to supporting strategies

necessary for successful asset management. This includes defined organisational roles and

responsibilities, internal reporting mechanisms, development of renewals budgets, liability and

safety considerations.

5 Deliverables

The project is to include the following deliverables

1. Develop a guidelines document with instructional text outlining a framework /critical steps for

the assessment of WSUD assets based on components of various audit approaches. Suggested

components of the guidelines include, but are not be limited to:

WSUD principles and applicable assets covered by guidelines.

Essential information for asset assessment (e.g. catchment info, design plans).

Support tools to prompt description of an assets physical condition with weighting to help

determine condition rating. (see deliverable 2)

Guidance on identifying factors that may be impacting the asset functionality (eg. sediment

deposition, inlet blockage, plant mortality) and at what stage of the ‘life cycle’ (eg:

planning and design, construction, maintenance) are they most likely to impact at.

Guidance on identifying short/interim and long term solutions to maintenance issues.

Assessment of the aesthetic appearance of assets and consideration of local specific values.

Feasibility risk process incorporating considerations such as organisational liability,

regulatory requirements, cost and benefits and environmental considerations.



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Outline of rectification solutions or alternative measures to provide the same outcome if

decommissioning is necessary.

Guidance on interim corrective management measures and consideration of planned

proactive maintenance schedules to address emerging issues.

Reference to importance of ongoing record keeping (with examples) emphasising condition

assessment outcomes, design and construction review and past maintenance practices to

inform future management regimes.

Reference to importance of defining organisational roles and responsibilities in regards to

ongoing asset management including development of budgets, asset liability and safety

considerations.

Guidance on development of proactive / reactive and renewals budget processes based on

the outcomes of condition audit outcomes and rectification solutions.

Assessment of community attitudes or response to the asset, either positive or negative.

Consideration of organisational capacity for maintenance and achievable levels of service.

2. Develop a toolkit to guide asset managers including:

i. user friendly inspection checklists

ii. templates to capture visual and written data condition issues and key asset

information (paper, electronic or both?)

iii. a decision support framework to assist in asset prioritisation and maintenance

planning (eg Excel tool with weighted criteria including benefit cost ratio)

iv. provide links to existing resources including Melbourne Water maintenance

guidelines and industry field testing methods etc

3. Develop a training module based on the audit guidelines document. The training module will

need to include:

Overview of the condition audit tool.

Field sessions demonstrating how to undertake condition audits.

A safety management plan for the implementation of the field training session considering

all necessary components to conduct the session safely, including but not limited to site

selection, site hazards, PPE, traffic management and weather etc.

A trial review period for the training module will need to include:

Conducting 1 or 2* piloted training sessions with select audiences. Modifications as

necessary will need to be incorporated based on the evaluation feedback of these sessions.

Any other modifications as necessary identified by the project working group or identified

training providers

*Extra training session to be decided by the Stormwater Victoria working group as requested

based on quality of feedback from initial training session.



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PROJECT INCLUSIONS

Instructional text and toolkit guidelines documents outlining key steps and considerations supported

with case studies of WSUD condition audits. Focus of the guidelines is on typical vegetated asset

types under local government ownership including:

Bio-retention Swales

Tree pits

Rain gardens

Infiltration assets

Wetlands

Porous/permeable pavements

GPT’s* (when integrated as part of a water treatment system)

Training module based on the audit guidelines documents modified via stakeholder feedback to

meet needs of intended audiences – local government and associated contractors. Training module

will be piloted during training sessions to gather feedback.

All produced documents must be consistent with previous Melbourne Water Guidelines and be able

to be integrated with MW/SV graphic design style at a later date.

*only to include basic function and performance check, detail structural and design considerations

should refer to the technical specification of the manufacturer.

PROJECT EXCLUSIONS

The WSUD asset audit guidelines are not to include the following non-vegetated WSUD assets.

Stand only GPT’s (when not integrated as part of water treatment system)

Stormwater or rainwater Pumps

Stormwater or Rainwater Tanks

Stormwater harvesting Infrastructure

Final design look of the guidelines including branding– this will be incorporated into later scope

and undertaken by graphic design consultants after initial testing of guidelines document and

training module.



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6 Important Dates

Request for Quote

August 12th

Consultant proposal submissions close

August 26th

Consultant Contract awarded

September 2nd

Initial deliverables

o Literature review analysis

(if necessary)

o Draft guidelines document

o Draft decision support tool

o Draft training module

October 28th

Finalise guidelines document based on feedback from project

working group and industry stakeholders

November 11th

Pilot 2 training sessions with training provider (TBD) November 20th

Incorporate training module feedback from training sessions December 4th

Deliver final documents December 18th

7 Representative

The Project Representative is the person appointed by Stormwater Victoria to represent Stormwater

Victoria in relation to the Services. All queries, correspondence and reports should be directed to

the Stormwater Victoria Representative.

The Stormwater Victoria Representative is:

Michael Godfrey

Melbourne Water

990 Latrobe Street,

Docklands, 3008

Telephone: (03) 96797868

Mobile: 0408051365

[email protected]

8 Reporting requirements

In accordance with the requirements of clause 13(f) of the Conditions of Purchase Order Minor

Services, the Supplier shall provide the Project Representative with reports on Key Performance

Measures outlined in Schedule 2.

9 Pricing

The Supplier shall submit prices offered for the Services as set out in the attached Schedule 1 –

Pricing Schedule



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10 Conditions of Purchase Order Minor Services

The Services shall be provided in accordance with the Conditions of Purchase Order Minor Services

(a copy of which is attached as Appendix 2).

11 Health and Safety

The following health and safety issues have been identified for these Services:

Travel to and from offices

Field component training session risks including:

o Working near roads and vehicle traffic zones

o Working near water, unstable surfaces and dense vegetation

o Outdoor exposure risk

o Extreme weather hazard risks

Please outline how your company will address these issues.

The Supplier should also advise of any other health and safety issues it recognises relating to the

Services and outline how these issues will be addressed.

Schedule 1 – Pricing Schedule

Item

No

Description of Services Price GST

Exclusive

GST Total

Price

1 Comprehensive instructional guide document

2 Decision support tool developed

3 Module developed for training sessions based on stakeholder

feedback

Total or Upper Limiting Fee



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Schedule 2 – Key Performance Measures

Item No Description of Key Performance Measures KPM Reporting Conditions for

meeting/not

meeting KPM

Reporting

1 Development of– instructional guide

document

Within agreed

timeframe

Not applicable

2 Development of Decision support tool Within agreed

timeframe

Not applicable

3 Development of training module Within agreed

timeframe

Not applicable



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APPENDIX No 1

Proposal Form



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Proposal Form

Request for Proposals for WSUD Condition Audit Guidelines

Submissions close on August 26th

To: Michael Godfrey

Melbourne Water

990 Latrobe Street

Docklands, Victoria 3008

I/We……………………………………………………………………………..…………………….

(Registered Name of Firm or Company)

of……………………………………………………………………………………………………….

.…….………………………………………………………………………………………………….

…………...……………………………………………………………………………………………

(Address of Registered Office)

hereby offers to complete the services as described above in accordance with the requirements set

out in this request for proposals document. The information contained herein is to the best of my

knowledge is true and correct.

Signature of Authorised Person…………………………………………………………….

Position Held ………….……..……………………….….………………..

Name of Authorised Person …………………….……..……………………………...….

Signature of Witness …………………….………………………….....………….

Name of Witness …………….……..……………………………...………….

Date of Submission…………………



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APPENDIX No 2

11 Conditions of Request for Proposal

11.1 Application of conditions

Participation in the Request for Proposal (RFP) Process is subject to compliance with the conditions

specified below. All persons (whether or not they submit a Proposal) having obtained or received

this RFP may only use it, and the information contained in it, in compliance with the conditions set

out in this document. All Respondents are deemed to accept the conditions specified here.

The conditions contained in this Section 3 of the RFP apply to:

the RFP and any other information given, received or made available in connection with

the RFP including any additional materials specified in this RFP and any revisions or

addenda;

the RFP Process; and

any communications (including any briefings, presentations, meetings or negotiations)

relating to the RFP or the RFP Process.

11.2 Status of RFP

This RFP is not an offer. It is a request for persons to submit a Proposal for the provision of the

Services set out in the Overview of Requirements contained in Section 2 of this RFP. Nothing in

this RFP is to be construed as creating any binding contract for the supply of the Services (express

or implied) between Stormwater Victoria and any Respondent.

11.3 Accuracy of RFP

Stormwater Victoria makes no warranties regarding the accuracy or completeness of this RFP, and

Stormwater Victoria will not be liable for any loss or damage, cost or expense which may arise

directly or indirectly from your reliance on the information in this RFP.

11.4 Additions and amendments to RFP

Stormwater Victoria reserves the right to change any information in, or to issue addenda to, this

RFP.

11.5 Representations

No representation made by or on behalf of Stormwater Victoria in relation to the RFP (or its subject

matter) will be binding on Stormwater Victoria.

11.6 Validity Period

All Proposals will remain open for acceptance by Stormwater Victoria until 4.00 pm (Melbourne

time) on the day 90 days from the RFP Closing Time. This period may be extended by mutual

agreement between Stormwater Victoria and the Respondent.

11.7 Licence to use and Intellectual Property Rights

Persons obtaining or receiving this RFP and any other documents issued in relation to the RFP

Process may use the RFP and such documents only for the purpose of preparing a Proposal. Such

Intellectual Property Rights as may exist in the RFP and any other documents provided to

Respondents by or on behalf of Stormwater Victoria in connection with the RFP Process are owned

by (and will remain the property of) Stormwater Victoria except to the extent expressly provided

otherwise.



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11.8 Proposal documents

Unnecessarily elaborate responses or other presentations beyond what is sufficient to present a

complete and effective Proposal are not desired or required. Elaborate artwork and expensive

visual and other presentation aids are not necessary. Stormwater Victoria will not be responsible

for, nor pay for, any expense or loss that may be incurred by Respondents in the preparation of their

Proposal.

11.9 Disclosure of Proposal contents and Proposal information

Proposals will be treated as confidential by Stormwater Victoria. Stormwater Victoria will not

disclose Proposal contents and information, except:

as required by law (including, for the avoidance of doubt, as required under the Freedom

of Information Act 1982 (Vic));

for the purpose of investigations by the Australian Competition and Consumer

Commission or other government authorities having relevant jurisdiction;

to external consultants and advisers of Stormwater Victoria engaged to assist with the

RFP Process; or

general information from Respondents required to be disclosed by policy.

11.10 Use of RFP Responses

Upon submission all Proposals become the property of Stormwater Victoria. Respondents will

retain all ownership rights in intellectual property contained in the Proposal. The submission of a

Proposal does not transfer to Stormwater Victoria any ownership interest in the Respondent’s

intellectual property rights, or give Stormwater Victoria any rights in relation to the Proposal,

except as expressly set out in the next paragraph (below).

Each Respondent, by submission of their Proposal, is deemed to have licensed Stormwater Victoria

to reproduce the whole, or any portion, of their Proposal for the purposes of enabling Stormwater

Victoria to evaluate the Proposal.

11.11 Status of RFP Response

Each Proposal constitutes a non-binding proposal by the Respondent to Stormwater Victoria to

provide the Services required under, and otherwise to satisfy the requirements of, the Overview of

Requirements (Section 2 of this RFP).

11.12 Capacity to comply with Overview of Requirements

Section 2 of this RFP gives an overview of Stormwater Victoria’s requirements with regard to the

Services the subject of this RFP. It will be assumed that each Respondent will be capable of

providing all of the Services in full. Where Respondents believe they will not be capable of

providing all the Services in full or will only comply with the Overview of Requirements subject to

conditions, they should either not apply or set out any potential limitations in the Respondent’s

Proposal.



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11.13 Respondent warranties

By submitting a Proposal, a Respondent warrants that:

it did not rely on any express or implied statement, warranty or representation, whether

oral, written, or otherwise made by or on behalf of Stormwater Victoria and Melbourne

Water, its officers, employees, agents or advisers other than any statement, warranty or

representation expressly contained in the RFP documents;

it did not use the improper assistance of Stormwater Victoria and Melbourne Water

employees or contractors, or information unlawfully obtained from Stormwater Victoria

and Melbourne Water in compiling its Proposal;

it has examined this RFP, and any other documents referenced or referred to herein, and

any other information made available in writing by Stormwater Victoria to Respondents

for the purposes of submitting a Proposal;

it has sought and examined all necessary information which is obtainable by making

reasonable enquiries relevant to the risks and other circumstances affecting its Proposal;

it has otherwise obtained all information and advice necessary for the preparation of its

Proposal;

it is responsible for all costs and expenses related to the preparation and lodgement of its

Proposal, any subsequent negotiation, and any future process connected with or relating

to the RFP Process;

it otherwise accepts and will comply with the conditions set out in this Section 3 of the

RFP;

it will provide additional information in a timely manner as requested by Stormwater

Victoria to clarify any matters contained in the Proposal;

it is satisfied as to the correctness and sufficiency of its Proposal; and

it has complied with all relevant laws in preparing and lodging its Proposal.

11.14 Stormwater Victoria’s rights

Notwithstanding anything else in this RFP, and without limiting its rights at law or otherwise,

Stormwater Victoria reserves the right, in its absolute discretion at any time, to:

vary or extend any time or date specified in this RFP for all or any Respondents or other

persons;

terminate the participation of any Respondent or any other person in the RFP Process;

to not proceed or suspend seeking Proposals for all or any part of the work the subject of

the RFP;

to reject or accept any Proposal including an alternative Proposal;

not to accept the lowest priced Proposal;

to reject any Proposal received after the closing time; and



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to reject any Proposal that does not comply with the requirements of the RFP

11.15 Governing law

This RFP and the RFP Process is governed by the laws applying in the State of Victoria. Each

Respondent must comply with all relevant laws in preparing and lodging its Proposal and in taking

part in the RFP Process.

11.16 Definitions

In this Request for Proposal, unless a contrary intention is apparent:

Closing Time means the time specified as such in Section 7 of this RFP by which Proposals must

be received.

Selection Criteria means the criteria set out in Section 6 of this RFP.

Goods means the goods or other products required by Stormwater Victoria, as specified in Section

2 of this RFP and Schedule 1 of the Minor Services Agreement.

Intellectual Property Rights includes copyright and neighbouring rights, and all proprietary rights

in relation to inventions (including patents) registered and unregistered trademarks (including

service marks), registered designs, confidential information (including trade secrets and know how)

and circuit layouts, and all other proprietary rights resulting from intellectual activity in the

industrial, scientific, literary or artistic fields.

Proposed Contract means the agreement and any other terms and conditions contained in or

referred to in this RFP.

Request for Proposal or RFP means this document the Minor Services Agreement and any other

documents so designated by Stormwater Victoria (i.e. Annexures, Addenda, Attachments).

Services means the services required by Stormwater Victoria, as specified in Section 2 of this RFP

and Schedule 2 of the Minor Services Agreement.

Specification means any specification or description of Stormwater Victoria’s requirements

contained in Section 2 of this RFP and Schedule 2 of the Minor Services Agreement.

State means the Crown in right of the State of Victoria.

Proposal means a document lodged by a Respondent in response to this RFP containing an offer to

provide Services in accordance with the Specification.

Respondent means a person or organisation that submits a Proposal.

RFP Process means the process commenced by the issuing of this Request for Proposal and

concluding upon formal announcement by Stormwater Victoria of the selection of a successful

Respondent(s) or upon the earlier termination of the process.

11.17 Instruction

In this Request for Proposal, unless expressly provided otherwise; a reference to:

“includes” or “including” means includes or including without limitation; and

“$” or “dollars” is a reference to the lawful currency of the Commonwealth of Australia;

and

if a word or phrase is defined its other grammatical forms have corresponding meanings.



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12 Respondent’s Details

Respondent’s Information:

Name of

Respondent:

Address of

Respondent:

ABN Number:

Contact Name:

Contact Phone

Number:

Contact Email

Address:

Public

Liability

Insurance

Professional

Indemnity

Insurance

EFT Payment

Stormwater Victoria prefers payment to be made via EFT. To help with this process please provide

your remittance advice and banking details below:

Remittance Advice:

E-Mail Address

Banking Details:

Bank Name

Branch Location

BSB No. (6 digits)

Account No.



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13 Offer

The Respondent hereby:

offers to complete the services in accordance with the requirements set out in this request for

proposals document.

Accepts that the terms of Stormwater Victoria’s Minor Services Agreement will apply to

these services in the event this proposal is accepted.

Confirms that information contained herein is to the best of the Respondent’s knowledge

true and correct.

Signature of Authorised Person…………………………………………………………….

Position Held ………….……..……………………….….………………..

Name of Authorised Person …………………….……..……………………………...….

Signature of Witness …………………….………………………….....………….

Name of Witness …………….……..……………………………...………….

Date of Submission…………………