Docstoc

Letter

Document Sample
Letter Powered By Docstoc
					Sustainability Victoria
Request for Tender (RFT) for:           Engaging of Services of Retail Staff for “Right
Advice at the Right Place” Partnerships Program.



Reference number:                                   1

Issue Date:                                         21St.July 2007

Place for lodgement:                                Refer RFT Part A – Conditions of Tendering:
                                                    Item 7 Lodgement of Tenders section.



Please note:

The Tenderer’s Response (RFT Part D) must be completed in the format specified and
submitted [insert method by which Tender is to be submitted (e.g. electronically through
email or Hard Copy tender box)].


Contents
Introduction

RFT Part A – Conditions of Tendering

RFT Part B – The Specification

RFT Part C – Proposed Contract

RFT Part D – Tenderer’s Response

RFT Part E – Ethical Employment Statement (if applicable)

RFT Part F – VIPP Statement (if applicable)




Sustainability Victoria – Final Request for Tender – July 2007
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for ““Right Advice at the Right
Place”” Partnerships Program.


Introduction

The opportunity
Sustainability Victoria helps Victorians build sustainability into everyday decisions. If
Victoria is to achieve a thriving economy, high quality of life and healthy environment
we must use our water, energy and materials more efficiently.

Our vision
Victorians demonstrating sustainable resource use to support a thriving community
and economy.

Our purpose
Sustainability Victoria’s purpose is to show the way to using our resources more
efficiently and reducing our everyday environmental impacts.

Our expertise, programs and partnerships make it easier for Victorians to live and
work more sustain-ably to reduce our environmental impact and ensure the long-
term sustainability of our natural resources and way of life.

Our values
Our values resonate throughout the organisation and in the activities we are
involved with:

          Collaboration we work with others to achieve
          Our partnerships with individuals and organisations across both the private
          and public sectors deliver sustainable outcomes.

          Action we make things happen
          We are committed to actively delivering changes in the way Victorians supply
          and use resources.

          Leading Thinking we apply the best ideas
          We will seek, challenge, communicate and apply the world’s leading thinking
          in sustainability.

          Inspiration we motivate others to action
          We will seek to inspire and motivate Victorians to become involved in
          creating a Sustainable Victoria.

          The transition to a sustainable future requires both business and the community
          to do things differently.


Description of Goods and/or Services Tendering for
Sustainability Victoria is seeking responses to this Request for Tender from
businesses (“Program Partners”) to provide in retail stores field marketing services


Sustainability Victoria – Final Request for Tender – July 2007
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


towards the effective implementation of the “Right Advice at the Right Place” program.
The aim of the program is to promote and increase sales for energy and water saving
consumer products purchased in Victorian metropolitan and regional retail appliance,
hardware and lighting stores.
Sustainability Victoria proposes a twelve (12) months contract (“the Term”), subject to
the successful completion of a performance review at the end of a six (6) month period
from the date of contract signature (“Commencement”). At the end (“Completion”) of the
Term, and subject to the successful completion of a second performance review, an
option to extend the contract for a further period of twelve (12) months may be offered to
all or selected Program Partners, by Sustainability Victoria.


Objectives
The “Right Advice at the Right Place” program seeks to engage retail field staff to
implement field strategies to complement the overall program objective, to increase
sales of energy and water saving products, throughout Victoria. Emphasis will be placed
on building robust relationships with retail store sales staff to implement and manage
daily in-store duties such as merchandising, training and monitoring of point of sales
practices. Sustainability Victoria will provide ongoing assistance to Program Partners
to ensure the consolidation of messages and point of sale practices, in all Program
Partnership outlets.
The identified high level objectives of the retail field staff will be to:

    maximise awareness of energy and water efficient products, via effective
     merchandising of point-of-sale material and program promotions;

    educate retail staff in the key consumer drivers for purchasing appliance,
     hardware and lighting products, in relation to the importance of saving energy
     and the efficient use of water and increase understanding about energy and
     water labelling;

    ensure retail staff assist and encourage consumers to purchase energy efficient
     appliances or energy saving products including the minimising of any barriers
     that are preventing or hindering action;

    provide ongoing support to retail sales staff to ensure that one universal
     message is conveyed to the consumers in regards to purchasing energy and
     water efficient products;

    provide accurate information upon execution of in-store activities in required
     reporting format;

    ensure that each program Partner is provided with sufficient supplies of point of
     sale materials to maximise program efficiencies; and

    monitor Program Partner’s in store performance - displaying energy and water
     rating labels on appliances and point of sale marketing and providing advice to
     customers.



Sustainability Victoria Final Tender          page 2
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


Sustainability Victoria’s specific requirements in relation to the Goods and/or Services
are set out in Part B of this RFT (Specification).
Through the RFT, Sustainability Victoria seeks to identify Program Partners who have
the knowledge and skills to provide the goods and/or services required by Sustainability
Victoria in the manner set out in Part B – The Specification.




Sustainability Victoria Final Tender         page 3
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


RFT Part A – Conditions of Tendering

Reference Schedule
The information contained in this Reference Schedule must be read in conjunction with
the remainder of Part A of this RFT.



Item 1: Sustainability Victoria


Item 2: Tender reference number: [insert]


Item 3: Project Manager
 Project Manager

 Name and title                         Robert Thomson – Program Manager

 Address for correspondence by          Level 28, Urban Workshop, 50 Lonsdale St.
 post                                   Melbourne 3000

 Email Address                          robert.thomson@sustainability.vic.gov.au


Item 4: Indicative Timetable*
 Activity                                                   Date

 RFT issued                                                 21 July 2007

 Tender Briefing (if applicable)                            N/A

 End of period for questions or requests for information    27 July 2007
 (section 4.2)

 Closing Time (section 5.2)                                 [10.00] am Australian
                                                            Eastern Standard Time,
                                                            30.July, 2007**

 Intended completion of evaluation of Tenders               31 July, 2007

 Negotiations with Tenderer(s) (if applicable)              3 August, 2007

 Intended formal notification of successful Tenderer(s)     6 August, 2007

 Intended execution of Proposed Contract(s)                 7 August, 2007




Sustainability Victoria Final Tender        page 4
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


 Intended commencement date                                 7 August, 2007


* Note: This timetable is provided to give Tenderers an indication of the timing of the
Tendering Process. The timetable is indicative only and may be changed by the Agency
in accordance with the Conditions of Tendering set out in Part A of this RFT.

** Amend to refer to Australian Eastern Daylight Savings Time where applicable.

Item 5: Tender Briefing details*
Not Required

Item 6: Additional materials
Not Required


Item 7: Lodgement of Tenders
7.1 Hardcopy lodgement

 Hours of access to Tender box               9:00am – 5:00pm

 Information to be marked on package         All submissions are clearly marked as
 containing the Tender                       ‘Tender Submission - Engaging of
                                             Services of Retail Staff for ““Right Advice
                                             at the Right Place”” Partnerships Program’

 Address of Tender box (Hard Copies          Sustainability Victoria
                                             Central Mail Room
 Only)
                                             Level B1
                                             50 Lonsdale Street
                                             Melbourne VIC (access via Little
                                             Lonsdale St)


7.2 Internet lodgement
Not Used
7.3 Email lodgement

 Email address                               submissions@sustainability.vic.gov.au
 Information to be included in email         Applicants are to quote “Tender
                                             Submission - Engaging of Services of
  message containing the Tender
                                             Retail Staff for ““Right Advice at the Right
                                             Place”” Partnerships Program’, in the
                                             Subject Header

Item 8: Additional rules




Sustainability Victoria Final Tender       page 5
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.



RFT Part B – The Specification
Specification for Engaging the Services of
Retail Staff for “Right Advice at the Right
Place” Partnerships Program
Specifications will vary in length and complexity, depending on the
nature of what is to be purchased.
To ensure an appropriate level of standardisation and that the specification addresses
all relevant areas, Sustainability Victoria project managers should prepare specifications
using the guidelines described below:

Title page

Retail Field Staff Brief – Engaging the Services of Retail Field Staff for “Right Advice at
the Right Place” Partnerships Program.
1.     Introduction
The overall objective of the “Right Advice at the Right Place” program is to increase
sales of energy and water saving products which consumers purchase in appliance,
hardware and lighting stores. Sustainability Victoria requires the services of retail field
staff to effectively execute field activities in retail partner appliance, hardware and
lighting stores to complement this.

2.     Scope
Under contract, the retail field staff will be required to visit all retail stores
participating in the “Right Advice at the Right Place” program to place and update
point of sale materials, train sales staff, and report back to Sustainability Victoria on
the level of participation in the program. While the number of stores expected to
participate in the program is not confirmed at this stage, Sustainability Victoria
anticipate a maximum of 550 stores participating in this program throughout Victoria,
with an even split between metropolitan and regional locations.
3.     Background
Sustainability Victoria was established in October 2005, bringing together Sustainable
Energy Authority Victoria and EcoRecycle Victoria as one organisation. Sustainability
Victoria's purpose is to show Victorian’s the way to using our resources more efficiently
and reducing our everyday environmental impacts.
The Our environment Our future: Sustainability Action Statement 2006 contains the
“Right Advice at the Right Place” initiative which “enlist[ed] the help of hardware stores,
appliance and lighting retailers to give consumers energy saving options”. The stated
aim of the program is to:
         provide Victorians with best energy-saving practices at the point-of-sale, to
          encourage the purchase of more sustainable products and promote a reduction
          in consumer’s power bills; and



Sustainability Victoria Final Tender          page 6
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


         complement the ‘Black Balloon’ energy saving media campaign to raise
          awareness of the environmental impacts of Victorian’s energy use and
          encourage householders to purchase more sustainable products.


The “Right Advice at the Right Place” program’s model at the most basic level is to
develop partnerships with key appliance, hardware, lighting retail chains to target and
influence consumers at the time and place that they are making purchase decisions
which can have an important impact on energy use in the home. A combination of point-
of-sale information, sales staff training and sales incentives will be used to encourage
consumers to make environmentally sustainable choices and to encourage retailers to
more actively promote and sell these to consumers.
The specific outcomes the program will seek to achieve in the different retail sectors are
summarised in the table below.


Appliance Retail                       Hardware Retail                 Lighting Retail
    Increase consumer                    Increase consumer              Increase consumer
     understanding of how to               understanding of ‘how to’       awareness of energy
     identify energy and water             use hardware products           efficient lighting choices;
     efficient appliances                  to save energy and             Raise consumer
     suitable for their needs;             water in their homes;           awareness of the
    Raise consumer                       Raise consumer                  benefits of purchasing
     awareness of benefits of              awareness of the                energy efficient lighting;
     purchasing energy and                 benefits of saving energy      Make it easier for
     water efficient                       and water in the home;          consumers to identify
     appliances;                          Make it easier for              energy efficient lighting
    Make it easier for                    consumers to find               in stores;
     consumers to identify                 energy and water saving        Raise retailer awareness
     energy and water                      products in stores;             of the benefits of selling
     efficient products in                Raise retailer awareness        more energy efficient
     stores;                               of the business benefits        lighting products;
    Increase the influence of             of selling more energy         Provide retail staff with
     energy and water ratings              and water saving                the ability and incentive
     in purchase decisions;                products;                       to sell more energy
    Raise retailer awareness             Provide retail staff with       efficient lighting
     of the business benefits              the ability and incentive       products;
     of selling energy and                 to sell more energy and        Reduce the potential for
     water efficient                       water saving products;          mis-information by retail
     appliances;                          Increase sales of key           staff;
    Provide retail staff with             energy and water saving        Increase the availability
     the ability and incentive             products.                       of dedicated light fittings
     to sell more energy and                                               for energy efficient lamps
     water efficient                                                       in mainstream lighting
     appliances;                                                           stores;
    Reduce the potential for                                             Increase the proportion
     mis-information by retail                                             of customers visiting
     staff;                                                                lighting stores who
    Increase the proportion                                               purchase energy efficient
     of consumers who                                                      lighting products.
     purchase energy and
     water efficient
     appliances.



Sustainability Victoria Final Tender                 page 7
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.



The program seeks to provide:
         Quality information at point of sale to assist consumers to evaluate the benefits
          of purchasing energy and water saving products;
         Retail sales staff with increased knowledge to provide accurate advice to
          consumers;
         Greater understanding in the retail sector of the business benefits of increasing
          sales of energy saving products to consumers rather than selling the standard
          product range;
         Incentives for retail staff to promote and sell energy saving appliances/products
          to consumers;
         Explicit incentives for consumers to purchase energy saving
          appliances/products;


The retail chains to be targeted have been chosen partly on the basis of their market
share and partly on the basis of their current alignment with the aims of the Retail
Partnership Program. The table below identifies the retail chains to be initially targeted.


              Appliance Retailers      Hardware Retailers    Lighting Retailers

              Betta Electrical         Bunnings Warehouse    Beacon Lighting
              Clive Peeters            Mitre 10/True Value   Including Hardware
                                                             Retailers
              E&S Trading              Thrifty Link
              Harvey Norman            Home Hardware
              Origin Energy Shops
              AGL Energy
              Retravision
              The Good Guys
              Myer
              David Jones
              Camberwell Electrics


The program is under development and the target is to commence rolling out the
program in retail partner stores during August 2007.


4.       Other documents
         Not Used

5.       Service conditions and environment factors
         Not Used

6.       Statement of Requirements - Services Outputs


Sustainability Victoria Final Tender              page 8
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


       For the duration of the Term, it is proposed that as a minimum, field staff will visit:

                             Stores in the Melbourne Metropolitan area (including Geelong and
                              Mornington) on a fortnightly basis during the initial four months,
                              then monthly to the program’s conclusion; and

                             Stores in Regional areas of Victoria on a fortnightly basis during
                              the initial three months, then monthly to the program’s conclusion.

       The above retail partner store call frequency is a guide only and shall be flexible to
       meet ongoing program commitments. Advice from tenderers on the recommended
       frequency of the store visits is invited.

       It is anticipated that with the exception of visits for the purposes of training each
       Store visit should take no more than one (1) hour.

       During each store visit, the field staff will be required to undertake the following
       tasks:

                 Retail Staff Training and Assistance.

                  Provide training and assistance to retail staff to encourage the sale of
                  energy and water efficient products. Specifically, the field staff will be
                  required to:

                       o     Explain the benefits of energy and water efficient products sold
                             within the retail store;

                       o     Explain the energy and water star rating labelling system;

                       o     Explain and demonstrate the use of the energy and water
                             consumer brochures, energy and water smart calculator and the
                             fast fact guide;

                       o     Address questions and queries with regards to energy and water
                             efficient products, greenhouse gas emissions and product star
                             ratings and efficiency testing procedures from retail partner stores;

                       o     Provide ongoing telephone support to retail managers and staff as
                             required; and
                        o    Other tasks as developed by the field staff and agreed with
                             Sustainability Victoria.

          The mode of training will be either one-on-one (on or off the sales floor) or in
          groups of no more than twenty (20) staff and may be conducted outside of retail
          hours and in according with individual retailer operating schedules.
          Sustainability Victoria will supply the field staff with relevant training materials,
          including information manuals and workbooks.
          Sustainability Victoria intends to brief all retail staff who will be participating in
          the program.


Sustainability Victoria Final Tender                page 9
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


                 Merchandising. The field staff will be required to place point-of-sale
                  materials in stores, stock consumer brochures in dispensing equipment,
                  prepare information packages for the stores and keep check of store
                  supplies. On revisiting retail partner stores, the field staff will be required
                  to check that brochures are displayed prominently and re-stock where
                  necessary. The field staff may also be required to assist with updating
                  “Right Advice at the Right Place” brochures on an “as needed” basis.
                 Promotions. The field staff will be responsible for informing retail partner
                  stores of any upcoming sales promotions and sales incentives. The field
                  staff may be required to help coordinate retail staff competitions within
                  retail stores. The tenderer is invited to outline their capabilities in co-
                  ordinating competitions for retail staff.
                 Presentations. The field staff may also be required to assist with
                  seminars for industry and retailer groups. The seminars will be presented
                  by Sustainability Victoria, who will provide the required material.
        The field staff may also be required to attend briefing sessions with appliance
        manufacturers and/or distributors, accompanied by Sustainability Victoria, to
        support and encourage the distribution and promotion of energy and water
        efficient products in retail stores.
                  The field staff, if invited by the manufacturers and/or distributors, may also
                  be required to:

                        o    Attend manufacturer trade night presentations on an as needs
                             basis;
                        o    Liaise with commercial installers and brief them on the program.
                 Monitoring and Reporting. The field staff will be required to undertake
                  the following monitoring and reporting to Sustainability Victoria:
                        o    Reporting each store visit to Sustainability Victoria by documenting
                             activities such as the number of staff trained, key contacts for each
                             visit, merchandising placed, problems encountered, solutions
                             offered. The feedback is to be returned to Sustainability Victoria
                             on a weekly basis via a mutually agreeable format.
                        o    Monitoring store advertisements/catalogues to identify the level of
                             advertising energy and water efficient products. The information
                             can be used to encourage stores to display energy and water
                             rating labels in their advertisements/catalogues.
                        o    Monitoring each store’s performance in terms of displaying energy
                             and water rating labels on appliances and providing continued
                             support for the “Right Advice at the Right Place” program (i.e.
                             maintaining a display of point-of-sale materials). Co-ordinated
                             “Mystery Shopper” activities to be implemented to assist in
                             monitoring store’s performance.


Performance Measures
The key deliverables for the program upon the visiting of program partner retail stores is
to provide:




Sustainability Victoria Final Tender               page 10
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


                      In-store merchandising          of   point-of-sale   material   and   consumer
                       brochures.
                             o     Placement of point-of-sale materials in best possible position in
                                   stores and maintain position;
                             o     Stocking of consumer brochures in dispensing point-of-sale
                                   material and re-stock upon re-visiting store;
                             o     Preparation of information packages for the stores;
                             o     Monitor store supplies and replenish supplies as required; and
                             o     Update “Right Advice at the Right Place” brochures and point-of-
                                   sale material “as needed”.
                 The above tasks shall be managed and monitored by field staff.
                 Field reviews shall be conducted by the field staff organisation and the
                 Sustainability Victoria Program Manager.
                    Encouragement of the sale of energy and water efficient products by
                     providing training and assistance to retail partner store staff. This can be
                     evaluated by:

                         o       conducting a benchmark survey to measure consumer awareness
                                 of energy and water efficient products sold within appliance,
                                 hardware and lighting retail stores. Sustainability Victoria shall
                                 manage this activity throughout the term. Subsequent surveys
                                 during the program shall measure the response to the “Right
                                 Advice at the Right Place” program.

                         o       Sustainability Victoria shall receive commercial-in-confidence retail
                                 data which shall measure the effects the program has on the sales
                                 of energy and water efficient products and appliances. A report
                                 outlining these results whilst not breaching commercial-in-
                                 confidence shall be available.

                         o       Feedback from stores as to training, point-of-sale material,
                                 provision of ongoing telephone support to retail managers and
                                 staff;

                         o       Advice from tenderers on other evaluation methods of the field
                                 staff is encouraged.

                    Reporting to Sustainability Victoria on levels of retailer program
                     participation. The monitoring and reporting that will occur is:
                         o       Reporting activities executed at each store visit to Sustainability
                                 Victoria by documenting activities such as the number of staff
                                 trained, key contacts for each visit, merchandising placed,
                                 problems encountered, solutions offered. The feedback is to be
                                 returned to Sustainability Victoria on a weekly basis via a mutually
                                 agreeable format.
                         o       Monitoring store advertisements/catalogues to identify the level of
                                 advertising energy and water efficient products.



Sustainability Victoria Final Tender                   page 11
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.

                        o    Monitoring each store’s performance in terms of displaying energy
                             and water rating labels on appliances and providing continued
                             support for the “Right Advice at the Right Place” program (i.e.
                             maintaining a display of point-of-sale materials).
                    Required service levels, including call frequency, to retail partner stores
                     during the program;
                    Coordinating of competitions for retail staff (optional).
                    Preparation of a report on the program at its conclusion. It is anticipated
                     that a draft copy will be required prior to finalising the report – to be
                     provided as three hard copies and in an agreed electronic format.

                             Targets
Given participating retailer store numbers are not yet formalised, specific targets against
store numbers are not possible, however there is an expectation that:
         Store coverage of all participating stores is achieved within the first six weeks of
          the program’s commencement.
         A compliance rate of:
               o     95% be achieved for point-of-sale placement and training in stores
                     owned and operated by a central Head Office.
               o     70% be achieved for point-of-sale placement and training in stores
                     owned and operated by individual store owner / franchisee.
         Call frequency:

               o     Stores in the Melbourne Metropolitan area on a fortnightly basis during
                     the initial four months, then monthly to the program’s conclusion; and

               o     Stores in Regional areas of Victoria on a fortnightly basis during the
                     initial three months, then monthly to the program’s conclusion.

         The above retail partner store call frequency is a guide only and advice from
         tenderers on the recommended frequency of the store visits is invited.

                  Specified field activities are executed as per program plan to be formalised
                   in conjunction with successful tenderer, with targets set accordingly.

                  Reporting of field activities forwarded on a weekly basis in format to be
                   defined.


                             Management of Contract Activities
Refer Schedule 1 of the Consultancy Agreement (Part C)
                             Transition In and Transition Out
 Upon becoming the successful tenderer and a Program Partner, the performance of the
organisation against performance criteria will be evaluated on a monthly basis to the six
(6) month period. Successful completion of a formal performance review at this stage



Sustainability Victoria Final Tender              page 12
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


will then lead to reviews occurring on a two (2) monthly basis until the end of the twelve
(12) month contract.
At the end (“Completion”) of the Term, and subject to the successful completion of a
second performance review, an option to extend the contract for a further period of
twelve (12) months may be offered to all or selected Program Partners, by Sustainability
Victoria.
Should the Program Partner perform to inferior standards for one month during the
twelve (12) month period, the Program Partner will be provided one month (1) month to
remedy its performance. Failure to meet performance standards set by Sustainability
Victoria, shall lead to the termination of the Agreement.
Electronic Commerce for Procurement
Not Required

7.   Technology, systems and management techniques
Not Required
8.   Quality Requirements
     Store coverage - All participating stores visited within the first six weeks of the
       program’s commencement. Measured by reports to be forwarded to
       Sustainability Victoria on a weekly basis.
         Compliance rate:
               o     95% be achieved for point-of-sale placement and training in stores
                     owned and operated by a central Head Office. Measured by reports to
                     be forwarded to Sustainability Victoria on a weekly basis.
               o     70% be achieved for point-of-sale placement and training in stores
                     owned and operated by individual store owner / franchisee. Measured by
                     reports to be forwarded to Sustainability Victoria on a weekly basis.
         Call frequency:

               o     Stores in the Melbourne Metropolitan area on a fortnightly basis during
                     the initial four months, then monthly to the program’s conclusion; and

               o     Stores in Regional areas of Victoria on a fortnightly basis during the
                     initial three months, then monthly to the program’s conclusion.

         Measured by reports to be returned to Sustainability Victoria on a weekly basis.

                Specified field activities are executed as per program plan to be formalised
                 in conjunction with successful tenderer, with targets set accordingly.
                 Evaluation via field reviews conducted by tenderer and Sustainability
                 Victoria Program Manager.

                Reporting of field activities forwarded on a weekly basis in format to be
                 defined.
Ongoing review of Program Partner performance against Performance Evaluation
Criteria between both parties will occur on a monthly basis up to the six (6) month
review.


Sustainability Victoria Final Tender             page 13
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


Upon successful completion of a formal performance review at the end of a six (6)
month period from the date of contract signature, reviews against performance
criteria to continue on a two (2) monthly basis until end of twelve (12) month period.
9.     Whole of life support
Not required
10. Security
Not required
11. Training
For the field staff to be set up for success in their roles in liaising with retail staff,
knowledge on the products and appliances sold within appliance, hardware and lighting
stores will have to be introduced and consolidated.
Training will occur prior to program’s field activities commencing with its elements and
co-ordination to be discussed in consultation with the successful tenderer, as it is
anticipated the organisation will have considerable experience in formulating training
packages.

12. Documentation
It is expected that the tenderer has significant experience in training their field staff on
the attributes of new products and with merchandising in a retail environment. Training
materials and program point-of-sale are available upon request.

13. Implementation
The Contract Authority will notify the successful Respondent of the Contract
Commencement Date in the Letter.
The successful Respondent undertaking this work would be required to enter into a
Professional Services Agreement with Sustainability Victoria.
The successful Respondent will attend meetings with Sustainability Victoria as required
to discuss the program rollout itinerary, ongoing program developments and contractual
obligations.
14. Glossary
Please refer to Consultancy Agreement.
15. Attachments
Not required

MANDATORY TOPICS
All specifications should generally include the following topics:
                    Title Page
                    Scope
                    Statement Of Requirements
                    Quality Requirements
                    Implementation




Sustainability Victoria Final Tender         page 14
Sustainability Victoria Request for Tender
Engaging of Services of Retail Staff for “Right Advice at the Right
Place” Partnerships Program.


OPTIONAL TOPICS
When you are preparing a specification, you should exercise careful judgment and
common sense when considering which of the optional topics to include. For example,
outlining possible incentive activities for retail sales staff to consolidate their commitment
to the program and also for consumers to increase their awareness of the program’s
aims would be advantageous.




Sustainability Victoria Final Tender          page 15
RFT Part C – Proposed Contract
The standard form contract (refer attachment) or any other form of contract must be
assessed in consultation with the contract manager.




Sustainability Victoria – Final Request for Tender – July 2007
RFT Part D – Tenderer’s Response
Tender document
Tenderers must provide an electronic copy of the Tenderer’s Response, submitted in
accordance with the Conditions of Tender.
All responses must be provided within the specified boxes and must respond to the
Specification (Part B) and Proposed Contract (Part C) in accordance with the Conditions
of Tendering (Part A).
Do not include graphics or data in responses. Where necessary, any graphics or data
should be placed at the end of the documents and referred to in the response.
Include the name of the Tenderer in the footer of the Tender.
All documents must be virus checked by the Tenderer before lodgement.




Sustainability Victoria Final Tender        page 2
Sustainability Victoria

Request for Tender for the Engaging of Services of Retail
Staff for “Right Advice at the Right Place” Partnerships
Program.
I accept the provisions contained in the Conditions of Tendering.




Tenderer’s Information

Name of Tenderer and address
of registered office:

Place of registration:

Australian Company Number:

Australian Business Number:

Principal office in Victoria (if
any):

Telephone:

Facsimile:

Email:

Name and title of Tenderer’s
authorised agent:

Date:




Sustainability Victoria – Final Request for Tender – July 2007
Executive summary

Provide a brief executive summary
providing an overview of the
Tender.




Compliance with the Specification
A Tenderer must provide a tabulated statement showing clearly, and in order of the
relevant sections, its level of compliance with Part B (Specification). Refer section 7.1,
Part A (Conditions of Tender) for further instructions.
Note: No response is required in respect of a particular section of the Specification
where a Tenderer will comply with that section.
                                         Compliance          Explanation / Comment
Section                                  Statement
                                                             [Note to Tenderers:
                                         [Note to
                                                             Where the statement in column
                                         Tenderers:
                                                             2 is “Will comply subject to
                                         The cells in this   conditions”, Tenderers should
                                         column need to      state in this column 3 the
                                         state one of the    applicable conditions and the
                                         following:          reason why those conditions
                                                             are applicable. Where the
                                         Will comply
                                                             statement in column 2 is “Will
                                         subject to
                                                             not comply” Tenderers should
                                         conditions; or
                                                             state in this column 3 the
                                         Will not comply.    reasons for such non-
                                         Remove this         compliance.
                                         note when you       In both cases, the nature and
                                         prepare your        extent of non-compliance must
                                         Tender]             be clearly stated.
                                                             Remove this note when you
                                                             prepare your Tender.]


Alternative Tender
Where a Tenderer also submits an
Alternative Tender, it must include
any supplementary material,
together with associated prices,
which demonstrates in detail that
such an alternative will fully achieve



Sustainability Victoria Final Tender          page 2
and/or exceed all the specified
outputs or functional and
performance requirements together
with references as to why the
additional features may be
advantageous. The details should
be cross referenced to the
appropriate clause number in the
Specification.
Word limit – [250] words




Capability

Knowledge of and experience
in the industry:
Provide details of your
organisation’s knowledge and
experience in the industry, as it
applies to the required Goods
and/or Services.
Word limit – [250] words

Infrastructure and other
support
Provide details of your organisation
(and location) and support which
will be used to provide the
requirement.
Word limit – [250] words

Staff resources
Provide a brief curriculum vitae for
each member of staff you are
proposing for the work including
details of qualifications, experience
and skills.
Word limit – [250] words

Schedule of proposed sub-               Subcontractor’s name:
contractors
Provide details of each proposed        Address:
sub-contractor (if any) to be
engaged in connection with the          Goods or services to be provided:
provision of the Goods and/or



Sustainability Victoria Final Tender        page 3
Services. Also, define the scope
and extent of services to be
provided by sub-contractors.

Methodology
(a) Provide details of the
methodology you propose to use to
provide the Goods and/or Services.
Word limit – [250] words

(b) Provide details of the proposed
planning arrangements to be
implemented in the provision of the
Goods or Services, in particular
meeting deadlines.
Word limit – [250] words




Performance
Previous and current work
(a) Detail previous work related
to the requirements detailed in the
Specification.
Word limit – [250] words
(b) Detail current work related to
the requirements detailed in the
Specification.
Word limit – [250] words
(c) Briefly detail all previous
public sector experience in the
past three years as it relates to
the requirements detailed in the
Specification.
Word limit – [250] words




Sustainability Victoria Final Tender   page 4
                                       Client and contract details:
References
                                       Description of service:
Provide three referees that the
Agency could contact regarding         Period:
your ability to provide to the
Goods and/or Services required
under the Specification.               Client and contract details:
                                       Description of service:
Note: The Agency reserves              Period:
the right to contact any of the
Tenderer’s previous
customers.                             Client and contract details:
                                       Description of service:
                                       Period:


Related Tenderers

Provide details of any other
Tenderer that is a related body
corporate of the Tenderer.



Quality system for deliverables

(a) Does your organisation
have a certified Quality
Management System?
If YES, to which standard are you
accredited?


(b) If you are not currently
certified, are you in the process
of achieving certification?
If YES:
 To which standard?
 When did you commence?
 Targeted date for
  completion?
 Accreditation body being
  used?




Sustainability Victoria Final Tender          page 5
(c) If you are not in the process
of achieving certification, provide
details of how you intend to
ensure that the Goods or
Services meet the client’s
requirements and industry
standards for quality.
Word limit – [250] words


(d) If required, are you
prepared to undergo a quality
assessment by the Agency or its
representatives?
Word limit – [250] words
                                       Sub-Contractor
(e) What is the current QA level
                                       Name:
of proposed sub-contractors (if
any)?                                  QA level:




Customer service

Customer Service Plan
The Agency requires some
indication of the level of customer
service you would offer. Provide
details of the Customer Service
Plan you would undertake for this
contract.
What methods will you employ to
gather end user feedback?

What strategies will be used to
ensure continuous improvement
for the service?
What other customer service
orientated proposals do you have
which will enhance your bid?


Word limit - [250] words




Sustainability Victoria Final Tender           page 6
Benchmarking
Provide details of what you
consider to be appropriate
performance measures and
benchmarks.


Transition
(a) Transition In Plan
Provide a Transition In Plan
identifying the tasks and
responsibilities attributed to the
Tenderer and to the Agency.
Word limit – [250] words
(b) Transition Out Plan
Provide a brief Transition Out
Plan identifying the tasks and
responsibilities attributed to the
Tenderer and to the Agency.
Word limit – [250] words




Strategic

(a) Provide details of the
location of your head office and
any networking facilities which
you believe may support your
ability to perform the contract at
a high level.
Word limit – [250] words


(b) State details of any non-
metropolitan Victoria based
offices within your organisation,
(or affiliated companies, if any)
that could service regional
requirements.
Word limit – [250] words




Sustainability Victoria Final Tender   page 7
Innovation
(a) State your involvement in
activities which involve the use
of leading technologies,
innovative solutions and best
practice that have resulted in
“value for money”
improvements.
Word limit – [250] words
(b) Provide details of any online
systems that can provide e-
commerce solutions to
Government.
Word limit – [250] words



Financial viability
Tenderers are required to demonstrate that they have the financial capacity to
provide, over the term of the contract, all the requirements specified in this RFT.
Accordingly, you are required to provide the following information.
If the answer to any of the following questions is “yes”, provide an explanation.
(a) Are there any significant
events, matters or circumstances
which have arisen since the end
of the last financial year which
may significantly affect the
operations of the Tenderer?

(b) Are there any
mergers/acquisitions either recent
(within the past 12 months) or
which are imminent?
(c) Are there any proceedings,
either actual or threatened,
against the Tenderer, its parent or
associated entities or any director
of the Tenderer, its parent or
associated entities or have there
been any such proceedings within
the past five years? If so, what (if
any) remedial action has been
taken in respect of such



Sustainability Victoria Final Tender       page 8
proceedings?

(d) Are there any bankruptcy
actions against a director of the
Tenderer, its parent or associated
entities, or has there been within
the past five years?
(e) Are there any de-registration
actions against the Tenderer, its
parent or associated entities on
foot, or have there been any
within the past five years?
(f) Are there any insolvency
proceedings, actual or threatened
(including voluntary
administration, application to wind
up, or other like action) against
the Tenderer, its parent or
associated entities on foot, or
have there been any within the
past five years?
(g) Is the Tenderer, its parent or
associated entities currently in
default of any agreement,
contract, order or award that
would or would be likely to
adversely affect the financial
capacity of the Tenderer to
provide the Goods and/or
Services contemplated by this
RFT?
(h) Are there any other factors
which could adversely impact on
the financial ability of the
Tenderer to successfully perform
the obligations contemplated by
this RFT?
(i) Is the Tenderer solvent and
able to meet its debts as and
when they fall due in the normal
course of business?
In addition to the information required above, Tenderers are required to undertake to
provide to Sustainability Victoria (or its nominated agent) upon request all such
information as the Agency reasonably requires to satisfy itself that Tenderers are
financially viable and have the financial capability to provide the Goods and/or Services
for which they are tendering and to otherwise meet their obligations under the Proposed
Contract.




Sustainability Victoria Final Tender        page 9
Provide your undertaking to
comply with this request.



Risk and insurance
Schedule of insurance
                                            Name of insurance companies:
information
Provide details of all relevant             Policy type (e.g. public liability, professional
insurances maintained by the                indemnity, etc):
Tenderer.
                                            Policy number(s):

                                            Expiry dates:

                                            Limit of liability:

                                            Relevant exclusions:
Risk management strategies
Provide details of all risk
management strategies and
practices of the Tenderer that
would be applicable or relevant in
the context of the supply of the
Goods or Services.




Compliance with the Proposed Contract
A Tenderer must provide a tabulated statement showing clearly, and in order of the
relevant clauses, its level of compliance with Part C (Proposed Contract). Refer section
7.2, Part A (Conditions of Tender) for further instructions.
Note: No response is required in respect of a particular clause of the Proposed
Contract where a Tenderer will comply with that clause.

Clause number                 Compliance Statement                Explanation/Comment
                              [Note to Tenderers: The cells       [Note to Tenderers:
                              in this column need to state
                                                                   Where the statement in
                              one of the following:
                                                                  column 2 is “Will comply
                              Will comply subject to              subject to conditions”,
                              conditions; or                      Tenderers should state in this
                                                                  column 3 the applicable
                              Will not comply.
                                                                  conditions and the reason why
                              Remove this note when you           those conditions are



Sustainability Victoria Final Tender               page 10
                              prepare your Tender.]        applicable.
                                                           Where the statement in column
                                                           2 is “Will not comply”
                                                           Tenderers should state in this
                                                           column 3 the reasons for such
                                                           non-compliance.
                                                           In both cases, the nature and
                                                           extent of non-compliance must
                                                           be clearly stated, together with
                                                           any amendments that would
                                                           make the relevant clause
                                                           acceptable to the Tenderer.

                                                           Remove this note when you
                                                           prepare your Tender.]




Conflict of interest

Provide details of any interests,
relationships or clients which
may or do give rise to a conflict
of interest and the area of
expertise in which that conflict or
potential conflict does or may
arise and details of any strategy
for preventing conflicts of
interest.
Outline the processes you have
in place to handle any future
conflict of interest (actual or
perceived).




Sustainability Victoria Final Tender             page 11
Costings

(a) Pricing schedule.

(b) Provide details of other costs
associated with this contract.



Ethical Purchasing Policy
It is a condition of tendering for
purchases of goods or services
valued at $100,000 or more or
where the tenderer participates in
a high risk industry that shortlisted
tenderers are required to complete
an Ethical Employment Statement
(RFT Part E) demonstrating that
they satisfy the ethical
employment standard set out in
the Victorian Government Ethical
Purchasing Policy
(www.vgpb.vic.gov.au).
Shortlisted Tenderers who do not
comply with a request to provide
Part E within the timeframes
specified by the Agency will be
disqualified from the Tendering
Process.
The names of Tenderers who
submit an Ethical Employment
Statement and are assessed by
the Agency as not satisfying the
Ethical Employment Standard will
be placed on the Ethical
Employment Reference Register.
Response required: Understood
and agreed.




Sustainability Victoria Final Tender    page 12
VIPP Statement (only complete for regional contracts in excess of $1m
            and metropolitan contracts in excess of $3m)

Shortlisted Tenderers are required
to provide a Victorian Government
Industry Participation Policy
(VIPP) Statement where the VIPP
applies, demonstrating they have
considered the industry
development implications of their
Tender according to this policy.
Accordingly, when requested by
the Agency, you are required to
complete and submit separately
under confidential cover, a VIPP
Statement as detailed in the
accompanying VIPP Statement
form.
Response required: Understood
and agreed.




Any other matters
Detail any matters which have not
been covered in previous
sections, and you believe need to
be taken into consideration when
your Tender is evaluated.




Disclosure of Contract Information
The Conditions of Tender include a provision for disclosure of contract information (refer
Attachment A to this Part D). Identify any information in your Tender which you
consider falls within the following categories and which you consider should not be
published.

(a) Trade secrets.

(b) Unreasonable disadvantage.




Sustainability Victoria Final Tender        page 13
RFT Part E – Ethical Employment Statement

Note to Tenderers:
Only complete and submit this Part E if you have been expressly requested to do so by
the Agency.

The information sought in this RFT Part E relates to section 10 of RFT Part A
(Conditions of Tendering) and is subject to the warranties contained in section 13 of that
document.



Name of the Tenderer

ABN of the Tenderer

Name of the Agency

RFT Number

Description of the RFT

Date of submission of this RFT
Part E




Sustainability Victoria – Final Request for Tender – July 2007
RFT Part F – VIPP Statement

Victorian Industry Participation Policy Statement
Shortlisted Tenderers are required to submit a Victorian Industry Participation Policy (VIPP)
Statement where the VIPP applies to demonstrate that they have genuinely considered the
industry development implications of their Tender according to the VIPP. This policy seeks
to maximise opportunities for Australian, New Zealand and Victorian suppliers to compete for
government business on the basis of best value for money over the life of the goods or
services. Further information is available on the Department of Innovation, Industry and
Regional Development (DIIRD) website www.iird.vic.gov.au/vipp and in Attachment A to this
Part F.
Shortlisted Tenderers when notified by the Agency are required to complete the
following:

            [Tenderers to insert their name]

             Value added activity (local content)
             Tenderers should specify the
             level of local (Victorian /
             Australian / NZ) value added,
             expressed as a percentage of
             the overall contract price. A
             definition of value added is
             provided at the end of this
             document.
             Employment
             Tenderers should provide details
             of actual new employment
             opportunities to be created and
             the proportion of these
             opportunities which will be filled
             by people from the local
             communities involved.
             Skills and technology transfer
             Tenderers should identify
             opportunities for increasing the
             skills of Victorians and
             Australians and the potential to
             undertake the innovation,
             research and development of




Sustainability Victoria – Final Request for Tender – July 2007
             technology.




Victorian Industry Participation Policy implementation plan
For projects of over $50 million (over $5 million in regional areas) ONLY, short listed
Tenderers are required to submit a Victorian Industry Participation Policy (VIPP)
Implementation Plan that identifies how companies intend to meet the targets contained in
their VIPP statements.
Shortlisted Tenderers when notified by the Agency are required to complete the
following:

[Tenderers to insert their name]
Briefly describe how the Tenderer, if successful, intends to achieve the VIPP goals
detailed in their VIPP Statement through:


             Identification of local
             products and
             capabilities that meet
             the contract
             requirements.
             Assessment and
             comparison of local
             products and
             capabilities with
             overseas equivalent.
             Selection of products
             and services.
             Monitoring and
             reporting on outcomes
             for local industry
             involvement.


VIPP Compliance clause for contracts
Provided below are standard VIPP compliance clauses to be inserted into negotiated
contracts (with any necessary changes to fit with the language used in the contract).
“VIPP Compliance
The information contained in the VIPP Statement submitted by the Contractor as part of
the Tender evaluation and the measures of the Contractor’s compliance with the
Statement may be provided to the central agency in the Department of Innovation,
Industry and Regional Development to be included in a register of VIPP performance.
Such information will be made available to departments and agencies of the Victorian
Government to be used in assessing other tender proposals for VIPP purposes.




Sustainability Victoria Final Tender        page 3
The Department will monitor the Contractor’s performance measured against the VIPP
outcomes set out in Schedule [Insert Number] and the monitoring provisions in Clause
[Insert Number] shall apply to allow an auditor or other nominated representative of the
Department to have access to and to obtain information from the Contractor’s records
and staff. The Contractor must provide authorisation for the Department to obtain
information from the persons, firms or corporations nominated in Schedule [Insert
Number] as to compliance with the VIPP Statement. The Department’s Representative
will exercise his or her reasonable discretion in assessing the Contractor’s performance
under this clause and shall take into account any issue raised by the Contractor which
fairly represents a cause of failure to comply beyond the Contractor’s reasonable
control.”
[Tenderers to insert their name]

A Tenderer must provide a statement showing clearly its level of compliance with the “VIPP
Compliance” clauses above.
The definitions used in section 7.2 Part A (Conditions of Tendering) are to be used.

            Compliance Statement




Sustainability Victoria Final Tender        page 4

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:10
posted:6/7/2012
language:English
pages:35