Principal- The Talia Construction Company request all the locals who are capable of offering the construction materials which shall be needed in the construction.
Tenderer- Any person who has the capability of providing the services needed by the ministry.
This particular tender is based on the following principles;
The procedures for tendering is discussed below,
General- The contractor will carry out his duties in accordance with the SC
Prohibition of conflicting activities- The contractor shall not engage in activities conflicting to the work assigned to them.
Confidentiality-Both the parties shall not disclose any credentials information in the term of the contract and after the expiry of the contract for 2 years.
1.3.1.1. Pre-tender
1.1 The tenders are invited to hand over their Financial and Technical Proposal for transportation services needed. The submission of a technical report may be done in case the client has intentions to apply standard conditions of engagement and scales of fees for professional services.
1.2 The price to be charged for tender document shall not exceed 5000/=
1.3. The review of the tender document by the tenderer shall not be allowed before making the purchase of the certified document from the office1.4. Please note that the cost involves in preparation of the proposal and negotiating the contract is not recognized as a direct cost of the assignment
1.3.1.2. Tender documents
3.1 The English language shall be used in writing the proposal of the tenderers.
3.2. Examination of the documents constituting this RFP in should be looked at detail during the preparation of the Technical Proposal (Rees, 2012, p. 45).
3.3 During preparation of the technical proposal, the tenderers must give attention to the following;
1.3.1.3. Selecting tenderers
The principal shall apply pre-qualification criteria complying with the applicable code of practice in order to determine who shall be invited to tender.
1.3.1.4. Call for tenderers
The Talia Construction Company invites any eligible tenderer to provide construction materials which shall be used in the construction of public schools and hospitals in the whole country. The prices set should be net inclusive of all taxes and shall remain valid for a period of 120 days from the closing date of the proposal. The filled tender documents MUST be enclosed in plain sealed envelopes marked with the tender number and delivered to the location provided below.
The Operation Manager,
The Bomas of Australia, Room 231B
The opening of Tenders shall take place instantly and in the presence of the representatives representing the tenderers. The selection of the tenderers shall be based on Quality Cost Based Selection in accordance with the policies laid down in the Public Procurement and Asset Disposal Act (Collins, 2008, p. 142).
1.3.1.5. Tendering
The principal shall have obligation to arrange the project funding before arranging the tendering process.
1.3.1.6. Tender Inquiries
3.5. The Technical Proposal shall provide the following information using the attached standard form
3.6 The Technical Proposal shall not include any financial information
3.7. During the preparation of the technical proposal, the tenderers shall express the prices of their services in figures, commissions, and gratuities to be paid if there is any. The proposal must remain valid for 60 days after the submission date (Brook, 2016, p. 429).
1.3.1.7. Amendment of the document.
The corrections on the document shall be allowed only 7 days after the collection of the tender document by the tenderers. The tenderers are requested to review the document keenly before the mentioned days ends.
1.3.1.8. Receipts and submission of tenders
3.8 The number of copies to be submitted are indicated above.
3.9 The original and all copies of Technical Proposal shall be placed in a sealed envelope labeled TECHNICAL PROPOSAL (Polishuk, 2009, p. 321)
1.3.1.9. Closing of tenders
1.3.1.10. Evaluation of the tenders
4.1 None of the evaluators shall have access to the financial proposal until the conclusion of technical evaluation (Uher, 2009, p. 96).
4.2 The criteria mentioned below shall be used in the proposal evaluation by the committee appointed.
|
POINTS |
|
|
The experience of the tenderer relating to this particular task |
20 |
|
Competence of the work plan proposed and style in replying to the terms of reference. |
30 |
|
Proficiency and qualifications of the key staff for the assignment |
20 |
|
Sustainability to the transfer of Technology program |
30 |
|
Total Points |
100 |
4.3 The opening of financial proposal financial proposal shall be done in the presence of all the representatives in place of the tenderers. The prices and the name of every tenderer will be announced loudly when the financial proposal is opened (Moelmann, 2009, p. 197).
4.4 The selected tenderer shall be notified and those whose proposal shall not meet the credentials then the proposal shall be returned to them. Their financial process will also be returned to them immediately after completion of the selection process thereafter, the remaining tenderers will be invited to attend the opening of the financial proposals.
1.3.1.11. Negotiations and selection
4.6 The negotiation will also include the contract draft form.
4.7 For the purpose of the negotiation, a team will be appointed by the procuring entity.
4.8 Award of the contract
4.9 The awarding of the contract will be done based on the negotiation. The tenderer who won the contract will be shortlisted while those who will not qualify, their financial proposal will be returned to them (Mann, 2009, p. 712).
5.0 The tenderer selected is expected to commence the assignment on the date and location specified in the document
5.1 The parties involved in the contract shall have it signed within 30 days from the date of notification of the contract award (Kiiver, 2014, p. 19).
1.3.2. OBLIGATIONS OF THE TENDERERS
1.3.2.1. Genuine belief
5.2 The client shall use his best effort to make sure he renders assistance to the contractor in case he is needed (Duyshart, 2013, p. 567).
5.3 All the services and facilities shall be made available to the contractor (Brook, 2016, p. 120).
1.3.2.2. Return of the documents
All the proposals shall be filled keenly and after completion, they shall be dropped in the location stated above in a sealed brown envelope.
1.3.2.3. Evaluation of tender document
5.4 The finance committee will assist in determining whether the financial proposals are complete.
5.5 The formula for determining the financial score will be Sf= 100XFM/f whereof is the financial score; F is the proposal price (Jacky, 2009, p. 124).
5.6 The evaluation of the tender will be done within 21 days commencing from the date of opening the tender.
5.7 The variations of the contract price shall not be allowed for the contracts not exceeding 12 months or one year (Uher, 2009, p. 347).
5.8 The processing of price variations will be done by procuring entity within 30 days.
1.3.2.4. Formulation of tender and estimates
Not tender shall be allowed to participate in unlawful activities not highlighted in the contract such as failing to pay tender fees or bribing the company to be awarded the tender. All the relevant statutory and other legal requirements shall be observed and the tenderers shall not collide with other tenderers, provide or accept the secret commission, present inflated tenderers and influence of contract decision by improper means.
The following estimates are made concerning the contract;
1.3.2.4.1. Project labor
The assignment is estimated to involve 10 workers who are energetic and ready to work under minimum supervision.
1.3.2.4.2. Project plant
The assignment needs vehicles around 4 vehicles which shall be used in transporting the construction materials to various places they are required.
1.3.2.4.3. Project material
This particular assignment requires various building materials such as cement, bricks, iron sheets to take place.
1.3.2.4.4. Project subcontractors
The project only requires only 1 subcontractor who is capable of supplying construction materials needed for the construction to take place.
1.3.2.5. Submission of tenders
The tender shall be submitted within the time mentioned in the document and LATE submission shall not be allowed.
2. FINANCIAL JUSTIFICATION AND FINANCIAL ARRANGEMENT
2.1. Source of funds
The tenderer shall submit their bank statement to ensure that they have enough money to start delivering the services to where they are required since the organization shall not be liable to underperformed work due to lack of finance.
FINANCIAL PROPOSAL SUBMISSION FORM
……………………………………(DATE)
To……………………………………………………… (Client name and address)
………………………………………………………….
Ladies/ Gentlemen
As the countersigners due agree to provide the construction materials for the firm in accordance with your Request for Proposal dated……………………. Our attached Financial Proposal is for the sum of ………………………………………………………………………………… (amount to be included in words and figures) inclusive of taxes.
We remain
Yours sincerely
………………………………. (Authorized signature)
…………………………………… (Name and title of signatory)
………………………………… (Firms name)
…………………………………………. (address)
Subtotal cost……………………………………………………… (Amount and currency to be stated)
The tax levied……………………………………………………………. (Amount and currency to be stated)
Total amount needed…………………………………………. (Amount and currency to be stated)
3.1. Nature of the Contract
This contract is the meaning and interpretation and the relationship between the parties and shall be governed by the Laws of Australia.
3.3. Service Notice
All the services needed shall be performed at the location specified at the beginning of the document (Kelvin, 2008, p. 56).
3.4. Assignment and Subcontracting
The subcontracting clause and other and other issues should be mentioned clearly.
3.5. Statutory Requirement
All the contractors and subcontractors shall pay their fees, taxes, and duties under the law of Australia (Greg, 2008, p. 21)
3.6. Examination and Testing
A thorough testing policy is needed to identify the project prerequisites and avoid conflict of contracts.
3.7. Progress and Programming of the work.
Monitoring of the ongoing project is needed to ensure the project is completed at the time specified in the tender.
3.8. Suspension of works
When the client is involved in illegal activities when performing the contract then it will lead to the suspension of the contract
3.9. Delay of works
The work needs to be completed within the stipulated time since delays will lead to escalation in the cost.
3.10. Defects liability
A proper defection policy is needed to deal with the issue of defect liability in case there is any.
3.11. Variations.
Task variation and its principals needs to be followed to assist in the execution of the task.
3.12. Certificate and Payment
Payment shall be made within 30 days of receipt of the invoice and relevant documents and in case of delays then the contractor shall be paid simple interest for each day of delay at a rate of three percentage points (Ayeni, 2011, p. 32).
3.13. Default or Insolvency
Insolvency issue regarding the executing agency within the working structure must not let to pound on the project structure.
3.14. Termination
The client shall terminate this contract by not less than 30 days’ written notice of termination to the contractor (Downings, 2011, p. 78).
3.15. Claims
There is need to resolve claims such as contractual claims, monetary claims and infrastructural claims.
3.16. Dispute resolution
In case of any arising dispute which cannot be settled amicably within thirty days after receipt of one party of the other party request then for such amicable settlement maybe by either party or to the arbitration and final decision of a person to agree between the parties (Ross, 2014, p. 34).
4.1. Customer focus- Application of the customer focus principle shall enhance systematic managing of the customer relationship, measuring customer satisfaction and acting on them and researching and understanding the experiences and needs of the customers
4.2. Quality Leadership
The organization need quality services to be provided to the customers and this will lead to an increase in the market share.
4.3. Involvement of people- People involvement in the ongoing events shall make people understand their role and contribution to the organization, creativity, and innovation in furthering the objectives of the organization.
4.4. Continuous improvement-The performance of the organization generally shall be a permanent objective since it will result in the acknowledgment of improvements and provision of training to the people (Greg, 2008, p. 34).
4.5. Process Approach- The principal shall require efficient managing activities and the related resources as a process to enable the firm realize the necessary activities needed in order to achieve better results, measuring the capabilities of the key activities and evaluation of risks.
4.6. System approach
The system approach will assist in the determination market strategy development thus providing profit to the organization.
4.7. Continuous approach
A continuous improvement in the organization will assist in the elimination of hindrances in the project execution.
4.8. Mutual benefit- The firm and the tenderer shall enhance their relationship and this will lead to identification and selection of suppliers, clear and open communication and sharing of information and future plans.
5.1. Safety management review
The organization shall ensure that they understand the safety measures involved in taking large projects.
5.2. Safety management and evaluation
The weak areas should be identified before commencing the project and safety procedures should also be undertaken to help in maintaining utmost security system.
5.3. Safety implementation
Safety policies should be implemented to avoid safety risk associated with the projects.
5.4. Safety planning
Before developing project design, there is need of identifying risk associated with that particular risk. Planning should be developed which will assist in curbing the risk in case they occur.
5.3. OHS policy
The organization shall allocate the budget for OHS professional, ratio safety officers to workers and appointment of OHS professional.
References
Brandt, T. (2007). Tendering. Wiley.
Brook, M. (2016). Estimating and Tendering for Construction. Adventure Works Press.
Collins, S. (2008). Effect of Competitive Tendering on Value in Construction. Grupo Planeta.
Downings, M. (2011). Winning Government Tenders. Gakken.
Duyshart, B. (2013). The Digital Document. Gakken.
Greg, B. (2008). Construction Tendering and Estimating. Adventure Works Press.
Jacky, T. (2009). Code of Practice for the Selection of Subcontractors. Sanoma.
Kelvin, C. (2008). Tendering for Civil Engineering Contracts. HarperCollins.
Kenyia, P. (2011). Principles of Tendering and Estimating. Hauffe Gruppe.
Kiiver, P. (2014). The Practice of Public Procurement. Cambridge University Press.
Lewis, H. (2012). Bids, Tenders, and Proposals. Scholastic.
Mann, D. (2009). Facility Management. Adventure Works Press.
Marsh, P. (2008). The Art of Tendering. Sanoma.
Moelmann, L. (2009). The law of Performance Bonds. McGraw-Hill education.
Polishuk, P. (2009). Competitive Tendering. China Publishing Company.
Rees, G. (2012). Code of Estimating Practice. Hachette Livre.
Ross, B. (2014). Total Facilities Management. Ridders digest.
Sayers, P. (2012). Managing Sports and Leisure Facilities. Informa.
Seddon, N. (2009). Government Contracts. HarperCollins.
Uher, T. (2009). Fundamentals of Building Contract Management. Simon & Schuster.
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