RFP Probity Auditor

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28/01/2008 Department of [insert name] REQUEST FOR PROPOSAL Offer requested from: [insert name ] [address ] [email ] [ ] Request for Proposal No: [insert RFP No] Date issued: [insert date] Requested by:...........[insert Departmental officer] Telephone No: .........[insert telephone number] Please submit via email, with subject line marked: “Request for Proposal for.........................” To:......................................................... ………………………………………[insert email address] By: COB on .....................................[insert date] Please provide a Proposal in accordance with the terms and conditions of contract agreed between your company/firm and the Department of Treasury and Finance (DTF) for the supply of probity auditor services. The Project Brief is attached. Probity auditing for [short description of project] to the specification attached Your Request for Proposal is required to include the following details: 1. Details of the DTF nominated probity auditor to be engaged in the probity audit. 2. A potential conflict of interest will occur If Yes, or the possibility, please attach details to this form. 3. Total Fee (a) Provisional fee or cap:(calculated on the assumption that no new probity issues will arise during the course of the project) (b) Please attach a breakdown of how the above figure is calculated and the hourly rate. 4. There is no fixed period of engagement, however the project is expected to be completed in approximately [insert date]. I/We offer to supply the services specified in the RFP; at the fees and charges offered; within the period offered; on the terms and conditions agreed with the Department of Treasury and Finance (DTF) for probity auditor services, and, any such conditions which may be offered Contractor’s Name.........................................………………………………………………………………………… ACN....................................................ABN………………………………………….………………………………… Address........................................................................................................................……………………………… .......................................................................……………………………….P/Code.................................................…. Contact name:.....................................................Phone.....................Fax......................email………………………… Signature.......................................................................................................................(if sent by post or fax) Dated this.................................day of..............................200......................................... YES/NO 28/01/2008 2/6 PROBITY AUDITOR FOR [Insert short description of project] 1. Introduction [insert general information of the project] 2. Scope [insert general details of the size and value of the project] 3. General The Probity Auditor is required to comply with the Specification, the terms and conditions of contract and other requirements detailed in the agreement between the Department of Treasury and Finance (DTF) and your firm /company. 4. Documents Full details of the documentation are detailed in Appendix 1 which is available for inspection. [This may be subject to signing a Deed of Confidentiality]. 5. Reporting Provide reports as required by the Secretary or the Secretary’s nominee, namely [insert name]. Day to day liaison with the auditor will be undertaken by the Chairperson of the Procurement/Project Team. 6. Information Required with the Request for Proposal The Request for Proposal form is required to be completed with appropriate information and attachments, including: 6.1 Company details including trading name, address, ACN, ABN, and contact details 6.2 The name of the probity auditor assigned to this project (as agreed to with the Department of Treasury and Finance for this panel agreement). 6.3. A table substantially in the format below providing: • brief details of the tasks in bullet point form for each stage • an estimate of the hours required to complete each stage 28/01/2008 3/6 PROBITY AUDITORS TASKS Est. hours Stage 1 – Planning • Initial meeting with Chairperson • Check conflict of interest declarations, deeds of confidentiality of procurement team • Undertake probity briefings with the procurement team, if required • Attend team meetings • Review probity plan Stage 2 -Tender Preparation • Review tender documents which includes: − Conditions of Tendering − Specification − Vendor response schedule/questionnaire • Check advertising arrangements • Attend team meetings, if required • Check compliance with probity plan Stage 3 -Tender Invitation • Check process for receipt, recording and acknowledgment of bids • Check arrangements for security and storage of tenders • Check process for communication with tenderers • Review tenderer’s briefing session agenda • Attend tender briefing session, if required • Check publication of all questions and answers • Check all bidders have access to the same information • Check compliance with probity plan Stage 4 -Evaluation of Bids • Check bids are assessed against the evaluation criteria outlined in the tender documents • Attend team meetings, if required • Review procedures for notification of successful bidders for short listing and unsuccessful bidders • Review interview process • Attend meetings with shortlisted tenderers, if required • Check compliance with probity plan 28/01/2008 4/6 Est. hours Stage 5 – Recommendation • Attend team meetings, if required • Review selection reports, evaluation matrices and evaluation reports for compliance with stated procedures and tender documents • Prepare Probity Auditors Report Stage 6 –Approval • Respond to any queries raised in relation to Probity Auditor’s Report • Attend debriefings, if required N.B. The above is intended as a guide only. The tasks will vary depending on the nature of the assignment, and may not follow the exact sequence provided above. 6.4 Details of hourly rates (GST inclusive) and estimate of hours. The quotation required is on the basis of an estimate of the hours and the hourly rate agreed for this panel arrangement with the Department of Treasury and Finance. However, you may offer special discounts at any time, classify the project in different price brackets, and cap or fix the fee. 28/01/2008 5/6 Appendix 1 DOCUMENTATION APPLYING TO THE TENDER [List documentation such as: • draft tender documents e.g. conditions of tendering, specification, condition of contract, vendor response documents • polices and guidelines • information and background papers • probity plan Note: This information could be made available from: • open website • secure website (password controlled) • data room] [EXAMPLE OF A LIST] Access to the following is available at any time: • Polices and guidelines (see the Board’s website at http://www.vgpb.vic.gov.au/) • Summary details of existing Travel Services contract (see the Board’s Website at http://www.vgpb.vic.gov.au/contracts/public/travel/over.htm) Access to the following documents will only be provided to those individuals who agree to sign the Department’s standard Deed of Confidentiality attached. • Information and background papers (extract from old files) • Strategic Procurement Plan • Probity Plan • Draft Tender documents, eg conditions of tendering, specification, condition of contract, vendor response documents • Draft Procurement Team Manual NOTE: These documents are designed around the processes and procedures as documented in the Policies and guidelines of the Board, which can be viewed on the Board’s website as stated above at anytime. In particular, the following Policies and guidelines should be of interest: 1.02 Purchasing Strategy Reports for Major Purchases 1.13 Probity Policy (Interim) 2.01 Invitation Documents & Process for Major Acquisitions 2.04 Standard Form Contracts Best Practice Guidelines 1a Operation of Procurement Teams 1b Guidelines for Tendering and Contracting 2a Documents & Process for Major Acquisitions 2b Specification Writing 28/01/2008 6/6 Forms • Procurement Team Procedure Manual Template • Risk Management Strategy Template • Conflict of Interest Declaration Form • Sample Request for Tender (RFT) document, comprising: • RFT Front Page • RFT Part A -Conditions of Tendering • RFT Part B -Specification • RFT Part C -Conditions of Contract • RFT Part D -Tenderers Response • 65448-4 -Standing offer for professional services -(Can be used for consultants, solicitors and accountants) (updated 30 March 00) Documents that will become available throughout the tender process (ie. not currently available): • Tender briefing sessions agenda and minutes • Evaluation reports • Form 1 Requisition Summary and recommendation reports • Correspondence to unsuccessful tenderers • Correspondence to successful tenderer(s)