The Mini Minor Works (MMW) contract form simplifies and ... › __data › assets › word_doc › 0005 … · Web view(supporting the SOR) Annexures etc. [Agency to supply, if

Sensitive: NSW Government

Sensitive: NSW GovernmentSensitive: NSW GovernmentSensitive: NSW GovernmentSensitive: NSW Government

[Insert Agency Logo, if applicable]

Request for Quote (RFQ)[Insert digitisation project title]

Contract Name: [Agency to supply]

RFQ Number:

Location: [Location where services are to be provided e.g. agency premises, suppliers premises]

Lodgement details:Closing Time:

Closing Date

Method: [Postal or email lodgement]

Address: [Postal or email address for receipt of quotes]

Agency Contact Person:

Name:

Position:

Telephone:

Email:

Address:

Fax:

RFQ DocumentsRequest for Quotation (RFQ), Template Purchase Order (this document)

.docx

Schedule 2.

[Statement of Requirements (SOR) Document. Agency to supply This should be a Collection specific SOR. Agency to determine whether sections detailed below in this Purchase Order are relevant or whether different requirements should be specified]

PDF

Additional documents

(supporting the SOR)

Annexures etc. [Agency to supply, if applicable]

BriefingLocation [Location of briefing or collection material viewing, if conducted]

Date

Time

Attendance Mandatory/Optional [Agency to decide]

© Agency - Date

Version Approved 040914



Confidentiality

This RFQ, including any attachments, is made available on a commercial in confidence basis. Any person in receipt of this document must ensure that all information whether written or verbal concerning this document is kept confidential, except any information which is in the public domain (other than as a consequence of a breach of this confidentiality obligation).

The Contractor must keep confidential any information concerning the Agency as a result of or in connection with its submission of a Quote, unless otherwise agreed in writing.

Copies of this document or related documents must not be distributed except with the prior written consent of the Agency.

The Quote and any accompanying documents become the property of the Agency.

These obligations apply equally to any sub-contractor used by the Contractor.

© Agency - Date




Information about this RFQ

Table of Contents

1. GENERAL INFORMATION.......................................................................................................................11.1 Purpose of this RFQ..............................................................................................................................11.2 Agency’s Contact Person......................................................................................................................11.3 Briefing..................................................................................................................................................11.4 Addendum..............................................................................................................................................11.5 The Agency’s discretion........................................................................................................................11.6 Contractor’s status................................................................................................................................11.7 Contractor’s Quote Costs.....................................................................................................................21.8 Intellectual Property.............................................................................................................................21.9 Code of Practice....................................................................................................................................21.10 Conflict of interest.............................................................................................................................21.11 Exchange of information between government agencies..................................................................21.12 Financial Capability of Contractor..................................................................................................21.13 Work Health & Safety.......................................................................................................................31.14 Environmental Management.............................................................................................................3

2. LODGEMENT..............................................................................................................................................42.1 Instructions for Contractors..................................................................................................................42.2 Closing Date & Time, Address, Method...............................................................................................42.3 Extension to Closing Date and Time.....................................................................................................42.4 Late Quotes...........................................................................................................................................42.5 Electronic Lodgement...........................................................................................................................42.6 Minimum Validity Period......................................................................................................................42.7 Further information..............................................................................................................................42.8 Variation of Quotes...............................................................................................................................5

3. EVALUATION.............................................................................................................................................63.1 Evaluation methodology.......................................................................................................................63.2 Evaluation Criteria...............................................................................................................................6

4. OUTCOME...................................................................................................................................................74.1 Negotiations..........................................................................................................................................74.2 Debriefing for unsuccessful Contractors..............................................................................................74.3 Method of Acceptance - Contract.........................................................................................................74.4 Public disclosure...................................................................................................................................74.5 Complaints............................................................................................................................................7

TEMPLATE PURCHASE ORDER......................................................................................................................8

1 CUSTOMER’S REPRESENTATIVE..........................................................................................................8

1.1 THE CUSTOMER’S REPRESENTATIVE IS:....................................................................................................81.2 THE CUSTOMER’S ADDRESS FOR SERVICE OF NOTICES:............................................................................8

2 PERIOD OF PURCHASE ORDER..............................................................................................................8

2.1 START DATE..............................................................................................................................................82.2 SERVICE PERIOD........................................................................................................................................8

3 SPECIFIED PERSONNEL............................................................................................................................9

4 COLLECTIONS’ MATERIALS...................................................................................................................9

4.1 DESCRIPTION:............................................................................................................................................94.2 INVENTORY:...............................................................................................................................................94.3 COLLECTION VIEWING DATE AND TIME:..................................................................................................94.4 CONDITIONS OR RESTRICTIONS ON USE OF THE COLLECTIONS MATERIALS:............................................94.5 HANDLING AND PRESERVATION:...............................................................................................................94.6 TRANSPORTATION OF COLLECTIONS’ MATERIALS:...................................................................................9

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Information about this RFQ

5 DELIVERY AND RETURN OF THE COLLECTIONS’ MATERIALS.................................................9

5.1 DELIVERY METHOD:..................................................................................................................................95.2 CONDITION REPORTS ON DELIVERY:..........................................................................................................95.3 RETURN OF COLLECTIONS’ MATERIALS TO THE PRINCIPAL:..................................................................105.4 CONDITION REPORTS ON RETURN:...........................................................................................................10

6 CUSTOMER’S OBLIGATIONS.................................................................................................................10

6.1 FACILITIES:..............................................................................................................................................10

7 GENERAL SERVICES REQUIREMENTS..............................................................................................10

7.1 PROJECT MANAGEMENT:..........................................................................................................................107.2 REPORTS AND MEETINGS:.......................................................................................................................107.3 LOCATION................................................................................................................................................107.4 STATEMENT OF REQUIREMENTS..............................................................................................................107.5 INSURANCE..............................................................................................................................................107.6 PRIVACY MANAGEMENT PLAN................................................................................................................117.7 TRAINING.................................................................................................................................................11

8 SERVICES AND DELIVERABLES...........................................................................................................11

8.1 SCOPE OF SERVICES.................................................................................................................................118.2 DELIVERABLES........................................................................................................................................11

9 SERVICES STANDARDS/SPECIFICATIONS........................................................................................11

10 SCHEDULE FOR THE DELIVERY OF SERVICES..........................................................................12

10.1 PROJECT SCHEDULE.................................................................................................................................12(a) Proposed Schedule Example...............................................................................................................12(b) Specify:................................................................................................................................................12

11 METHODOLOGY FOR PERFORMING THE SERVICES...............................................................12

FEES AND PAYMENT TERMS.........................................................................................................................13

(a) Contractor’s Bank Account.................................................................................................................13(b) The Fee................................................................................................................................................13(c) Payment Terms....................................................................................................................................13

12 ADDITIONAL TERMS AND CONDITIONS SPECIFIC TO THIS PURCHASE ORDER............14

12.1 ORDER OF PRECEDENCE..........................................................................................................................14(a) Conflict of Interest..............................................................................................................................14(b) Subcontractors.....................................................................................................................................14

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1. GENERAL INFORMATION

1.1 Purpose of this RFQThe Agency seeks digitisation services of the type described in the Statement of Requirements (Schedule 2 of this RFQ) from a qualified and competent service provider experienced in the digitisation of materials of the nature of [insert collection name] described in Schedule 2 - Statement of Requirements.

1.2 Agency’s Contact PersonContractors should refer any requests for information concerning this RFQ to the Agency’s Contact Person nominated on the cover of this RFQ. All requests must be in writing.

Any information given to a Contractor to clarify any aspect of this RFQ will also be given to all other Contractors if in the Agency’s opinion the information would unfairly favour the inquiring Contractor over other Contractors.

Contractors should notify the Agency’s Contact Person in writing on or before the Closing Date and Time if they find any discrepancy, error or omission in this RFQ.

Contractors must not contact any other Agency’s staff directly in relation to this RFQ.

1.3 Briefing If details of a briefing are included on the cover of this RFQ, then a briefing will be held at the location and on the date and time nominated. Contractors should provide the Agency’s Contact Person with the name of the persons who will be attending the briefing at least 2 working days prior to the date of the briefing. No more than 2 people from each Contractor should attend the briefing.

If attendance at the briefing is mandatory (as indicated on the cover of this RFQ), then Contractors must attend the briefing. Quotes submitted by Contractors who failed to attend will not be considered.

1.4 AddendumThe Agency may change the RFQ by issuing an Addendum in writing to all Contractors. The Addendum becomes part of the RFQ documents.

1.5 The Agency’s discretion The Agency may change any details in this RFQ or issue an Addendum.

The Agency may discontinue the RFQ process at any point for any reason, without making a determination regarding acceptance or rejection of any Quotes.

The Agency may invite fresh quotes based on the same or different criteria.

The Agency is not bound to accept the lowest or any Quote.

The Agency has discretion whether or not to accept Quotes which do not comply with all of the requirements of the RFQ documents, or which contain conditions or qualifications.

The Agency may enter direct negotiations with one or more preferred Contractors.

1.6 Contractor’s statusContractors must be registered for GST and state their ABN when they submit a Quote.

The Agency contracts only with recognised, acceptable legal entities and does not contract with firms under any form of external administration. The Agency may ask a Contractor to provide evidence of its legal status or capacity to contract.

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1.7 Contractor’s Quote CostsThe Contractor acknowledges that the Agency will not be liable for any expenses or costs incurred by it as a result of its participation in this RFQ, including where the RFQ has been discontinued.

1.8 Intellectual Property All Quotes become the property of the Agency upon submission. All intellectual property developed by the successful Contractor during the course of providing the services will vest in the Agency, unless expressly stated otherwise in the contract.

1.9 Code of PracticeContractors must comply with the NSW Government Code of Practice for Procurement, which is available from the www.nswprocurement.com.au. In submitting Quotes, Contractors signify agreement to comply with the Code.

If a Contractor has failed to comply with the Code, this failure may be taken into account by the State Library when considering its Quote or any subsequent quote and may result in this or any subsequent quote being passed over without prejudice to any other rights of action or remedies available to the Agency.

1.10 Conflict of interestA conflict of interest arises when a Contractor, or a person or organisation associated with the Contractor, is in a position to benefit directly or indirectly from actions of the Contractor through an unfair or unintended imposition or loss on the Agency or other party. A conflict of interest can also arise when a Contractor’s integrity, objectivity or fairness in performing the services is at risk due to a personal interest or conflicting business arrangements.

Contractors should disclose in their Quotes any potential or actual conflicts of interest that they may have or may be perceived to have in respect of their responsibilities to the State Government and other parties in the course of delivering services to the Agency, should they be selected as the successful Contractor.

Identification of a conflict of interest or a perceived conflict of interest will not automatically exclude a Contractor from consideration. The Agency reserves the right to assess the potential impact of the conflict or perceived conflict in relation to the quote before a final decision is made. However, the Agency‘s decision about exclusion will be final.

1.11 Exchange of information between government agenciesBy submitting a Quote, the Contractor authorises the Agency to gather, assess and communicate to Commonwealth, NSW and local government agencies and authorities any information about the Contractor, including its financial position and the Contractor’s performance in respect of any contract awarded as a result of this RFQ process. Such information may be used for assessment of suitability of future quote, tender, prequalification or contract opportunities.

The information that may be collected, exchanged and used in accordance with this provision includes “personal information” about a Contractor for the purposes of the Privacy and Personal Information Act 1998 (NSW).

The provision of information by the Agency to any other agencies and authorities is agreed by the Contractor to be a communication falling within section 30 of the Defamation Act 2005 (NSW), and the Contractor shall have no claim against the Agency in respect of any matter arising out of the provision or receipt of such information, including any claim for loss to the Contractor arising out of the communication.

1.12 Financial Capability of ContractorThe Agency reserves the right to reject any Quote if the Agency judges the Contractor not to have appropriate financial capability.

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The Agency will not knowingly accept quotes from or award contracts to Contractors who are subject to exclusion from quoting as a result of a breach of the NSW Government Code of Practice for Procurement, are bankrupt, are subject to a winding up order, or are corporate entities with persons involved directly or indirectly in the management of the entity who are disqualified under corporations law.

1.13 Work Health & Safety The Contractor must conduct its own assessments and investigations regarding the work health and safety of all persons affected by the services sought under this RFQ. The successful Contractor (if any) will be required to comply with the Work Health & Safety Act 2011, any related regulations and codes of practice, and any directions, policies and guidelines given by the Agency.

1.14 Environmental Management If requested by the Agency, the Contractor must submit evidence of the Contractor’s environmental management system.

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2. LODGEMENT

2.1 Instructions for Contractors Contractors must read all parts of this RFQ document and submit completed Template

Purchase Order Form.

Before submitting a Quote, a Contractor must examine all information relevant to the risks and contingencies and other circumstances having an effect on its Quote.

A Contractor must satisfy itself that the Quote, including the quote price is correct, and that it is financially and practically viable for the Contractor to enter into and perform the proposed contract if it were chosen to do so by the Agency.

Prices, responses and other information provided in the Quote are to be in writing and in English.

All pricing information provided in the quote must be inclusive of GST. GST must be separately identified in the quoted prices. All prices must be quoted in Australian dollars.

Contractors must provide any attachments to their Quotes clearly labelled and cross-referenced.

Contractors may submit quotes for one, two or three( i.e. all) digitisation projects

2.2 Closing Date & Time, Address, MethodContractors must submit the Template Purchase Order by the Closing Date and Time, and to the Address and using the Method, stated on the cover of this RFQ.

2.3 Extension to Closing Date and Time The Agency may, in its discretion, extend the Closing Date and Time.

2.4 Late Quotes The Agency may consider late quotes where the Agency is satisfied that the integrity and competitiveness of the RFQ process has not been compromised. The Agency shall not penalise any Contractor whose Quote is received late if the delay is due solely to mishandling by the Agency.

2.5 Electronic Lodgement If the method of lodgement stated on the cover of this RFQ includes electronic lodgement, quotes submitted electronically will be treated in accordance with the Electronic Transactions Act 2000 (NSW), and given the highest level of confidentiality and probity.

Quotes are to be submitted to: [Insert email address for receipt of tenders]

Electronically submitted Quotes may be made corrupt or incomplete, for example by computer viruses. The Agency may decline to consider for acceptance a Quote that cannot be effectively evaluated because it is incomplete or corrupt.

2.6 Minimum Validity Period All Quotes must remain valid for a minimum of 90 days from the Closing Date.

2.7 Further information The Agency may request a Contractor to provide further information after the Closing Date to assist the evaluation process. The Contractor should submit such information in the format and by the time requested.

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2.8 Variation of Quotes At any time before the Agency accepts a Quote, a Contractor may vary its Quote by providing the Agency with further information by way of explanation or to correct a mistake (so long as the original Quote is not substantially altered or the Contractor is not given an unfair advantage over other Contractors). The Agency may provide all other Contractors whose Quotes have similar characteristics with the opportunity of varying their Quotes in a similar way.

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3. EVALUATION

3.1 Evaluation methodologyThe objective of the evaluation is to identify the Quote(s) that best meet the Agency’s requirements and represent best value for money for the Agency.

Quotes may be evaluated against the criteria set out in the Evaluation Criteria, which list is not exhaustive. A Quote which is rated unsuitable/unsatisfactory against one or more of those criteria may be excluded from further consideration.

The Agency may also take into account any other considerations such as financial viability (including bankruptcy or insolvency) of the Contractor or any other information about the Contractor that the Agency receives from any other source.

3.2 Evaluation CriteriaIn evaluating Quotes, the Agency may take into consideration factors including, but not limited to, the following criteria which are listed in no particular order:

PriceDelivery time - CapacityMethodology for the performance of the ServicesOther at Agency’s discretion

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4. OUTCOME

4.1 NegotiationsBefore making any determination as to acceptance or rejection of Quotes the Agency may, at its discretion, elect to conduct limited negotiation with preferred Contractors or a preferred Contractor.

4.2 Debriefing for unsuccessful ContractorsAll Contractors will be informed of the outcome of their Quote at the conclusion of the RFQ process.

Unsuccessful Contractors may be offered the opportunity for a debriefing in a manner specified by the Agency. Details for arranging the debriefing may be given to Contractors in writing at the conclusion of the RFQ process.

4.3 Method of Acceptance - ContractNo Quote is accepted unless and until the Agency signs the Template Purchase Order. The Agency reserves the right to make changes to the template Purchase Order before entering into a final contract with the successful Contractor.

4.4 Public disclosureThe Agency may be required to publicly disclose details of any Quotes submitted in response to the RFQ, and details of any contract awarded, in accordance with the Premier’s Memorandum M2007-01, and the Government Information (Public Access) Act 2009.

4.5 Complaints It is the NSW Government’s objective to ensure that industry is given every opportunity to win Government contracts. Should any person or entity feel that it has been unfairly excluded from quoting or unfairly disadvantaged by the terms of this RFQ, they are invited to write to:

ChairpersonNSW Procurement BoardLevel 22, McKell Building2-24 Rawson PlaceSydney NSW 2000

© Agency - Date




Template Purchase Order

Between the parties

Customer [Insert Agency name, address and ABN]

Contractor Contractor to complete

Purchase Order No.

# TBA

This Purchase Order is established under the Master Digitisation Services Agreement between the Library Council of New South Wales ABN 19 665 924 697 and Insert Contractor Name dated DD/MM/YYYY

1 Customer’s Representative

1.1 The Customer’s Representative is:

Name:Title:Telephone:Facsimile:Email:

1.2 The Customer’s address for service of notices:

[Insert agency “i.e. customer” postal address]

2 Period of Purchase Order

2.1 Start Date

The Services commence on [insert date] or as agreed.

2.2 Service Period

The Service period commences on the Start Date and continues until the [insert date] or as agreed.

© Agency - Date




3 Specified Personnel

The Specified Personnel are:

Name Role Qualifications and Experience

Contractor to complete

4 Collections’ Materials

4.1 Description:

[Insert description of collection or materials to be digitised]

4.2 Inventory:

Item Item description (condition/other comments)

Quantity

1.

4.3 Collection Viewing Date and Time: [If appropriate]

[insert date], [specific viewing times to be confirmed with Contractor.]

4.4 Conditions or restrictions on use of the Collections Materials:

As per Schedule 2 - Statement of Requirements – [insert collection name]

4.5 Handling and preservation:

As per Schedule 2 - Statement of Requirements - [insert collection name]

4.6 Transportation of Collections’ Materials:


5 Delivery and return of the Collections’ Materials

5.1 Delivery method:


5.2 Condition reports on delivery:


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5.3 Return of Collections’ Materials to the Principal:


5.4 Condition reports on return:


6 Customer’s obligations

6.1 Facilities:


7 General Services requirements

7.1 Project management:


7.2 Reports and Meetings:

As per Schedule 2 - Statement of Requirements - [insert collection name, or as required].

7.3 Location

Location address: Contractor’s premises or as agreed

Period for which Collections’ Materials will be held at the Location: The duration of [insert collection name] digitisation project.Details about storage, environmental conditions and security, as per Schedule 2 - Statement of Requirements - [insert collection name].

7.4 Statement of Requirements

Services must be performed in accordance with the Statement of Requirements set out in Schedule 2 and the requirements specified in this Purchase Order. If the requirements in Schedule 2 are not appropriate for the engagement then indicate which parts of Schedule 2 do not apply.

Schedule 2 – Statement of Requirements – [insert collection name]

7.5 Insurance

(a) The Customer will arrange insurance for the Collections’ Materials: Yes/No [indicate which]

(b) If “No” is indicated in (a) above: Prior to each shipment the Customer will inform the contractor of the number of shipments and the collection value of each shipment. The Contractor must obtain and maintain an all risks, no exclusions policy of insurance, for the amount of [$xx] per occurrence approved in writing by the Customer for the period commencing from the time the Contractor takes physical possession of the Collections’ Materials from the Customer’s transport operator at the time of delivery, until the Customer’s transport operator takes possession of the Collections’ Materials on behalf of the Customer at time of return.

[Notes: the amount specified above should be the value of each shipment of Collections’ Materials. Shipments may overlap, and as such insurance coverage may be required for more than one shipment at a time.]

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The Customer (Insert Agency name) will arrange insurance for each shipment of the Collections Materials during transport to the Contractor’s location.

Prior to each shipment the Customer will inform the contractor of the number of shipments and the collection value of each shipment.

The Contractor must obtain and maintain an all risks, no exclusions policy of insurance, for the amount of $TBC per occurrence approved in writing by the Customer for the period commencing from the time the Contractor takes physical possession of the Collections Materials from the Customer’s transport operator at the time of delivery, until the Customer’s transport operator takes possession of the Collections’ Materials on behalf of the Customer at time of return.

Notes: the amount specified above should be the value of each shipment of Collections’ Materials. Shipments may overlap, and as such insurance coverage may be required for more than one shipment at a time.

7.6 Privacy Management Plan

Insert, If applicable

7.7 Training

Collection material handling will be provided by the Agency before commencing work on collection. Technical and other training will be provided by the Agency as required. [Insert if applicable]

8 Services and Deliverables

8.1 Scope of Services

As per Schedule 2 - Statement of Requirements - [insert relevant services description]

8.2 Deliverables

As per Schedule 2 - Statement of Requirements - [insert details of all deliverables to be provided as a result of the Services]

9 Services Standards/Specifications

Schedule 2 - Statement of Requirements - [Eligible Agencies should review Schedule 2 and determine whether it is appropriate to reference that Schedule 2 applies in completing this section or whether different requirements should be specified]

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10 Schedule for the delivery of services

10.1 Project schedule

(a) Proposed Schedule Example

[Contractor to insert proposed schedule and throughput, example below]

(b) Specify:

(1) Due Dates: Insert due dates for delivery of services or project completion date or as agreed

(2) Liquidated Damages $AUD: [Insert if applicable]

(3) Liquidated Damages cut-off date: [Insert if applicable]

11 Methodology for performing the services

[Contractor to insert details of Methodology for performing the Services, including]

(1) Equipment:

Type(s) of equipment Number of devices Estimated through put per device or per day Number of operators Number of shifts to be worked per day

(2) Workflow

(3) Software

(4) Quality Assurance strategy

(5) Project Management

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Month 1 Month 2 Month 3 Month 4

Project Start

xxxxx pages

xxxxx pages

xxxxx pages

Project Completion

xxxxx pages



Fees and payment terms

(a) Contractor’s Bank Account

Contractor’s Bank Account

Bank name and address:

[insert bank name and address][insert bank name and address]

Account name: [insert Account name][insert Account name]

Account type: [insert Account type][insert Account type]

BSB: [insert BSB][insert BSB]

Account No: [insert Account number][insert Account number]

(b) The Fee

Prices per task/ milestone [Contractor to insert details of theFee and the basis upon which it is calculated]

Item No:

Task / Milestone Price excluding GST

GST component (10%)

Price including GST

1Digitisation per [insert], as per Schedule 2 – Statement of Requirements

$ [insert] $ [insert] $ [insert]

(c) Payment Terms

(1) [Insert details of when invoices may be issues, e.g. when all work is completed in its entirety or when batches are completed or otherwise or as agreed

(2) Prices are to be quoted in Australian dollars

(3) Example follows: e.g. Vendors are to supply an invoice with every Digital Delivery of Archival Master files. The invoice must have a separate line for each batch included in the delivery, with page count numbers that match the numbers in the accompanying csv metadata spreadsheet.

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12 Additional terms and conditions specific to this Purchase Order

12.1 Order of Precedence

Note under clause 4.5e the terms of the Master Digitisation Services Agreement will prevail over any terms and conditions in a Purchase Order that directly conflict with Master Digitisation Services Agreement, unless the Purchase Order expressly provides that the conflicting term or condition supersedes the Master Digitisation Services Agreement.

(a) Conflict of Interest

Has the Contractor become aware of any conflicts of interest since signing the Master Digitisation Services Agreement?

Yes [Please provide details]

No

(b) Subcontractors

If successful, will the contractor engage any subcontractors to carry out part of the services?

Yes [Please provide contact details of the subcontractor(s), plus details of the work the subcontractor(s) would carry out.]

No

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DATED: [INSERT DATE WHEN SIGNED BY BOTH PARTIES]

EXECUTED AS AN AGREEMENT

This Purchase Order is signed on behalf of Agency trading as Agency (if applicable) by:

sign here ►

Authorised Signatory

print name

Signed for Contractor’s Details

sign here ►

Authorised Signatory

print name

© Agency - Date
