AUSTRALIAN CAPITAL TERRITO RY Department of Treasury
Tendering Tips
These tips for suppliers tendering for Government business have been issued by ACT Procurement Solutions.
INTRODUCTION
Prospective tenderers should be aware of ACT Government Purchasing Policy and its six key principles based on: achieving value for money; open and effective competitive processes; managing associated risks; buying locally; probity and ethical behaviour; and environmentally responsible purchasing.
you can search the Internet for current business opportunities; suppliers within the Australian Capital Region need to complete a basis registration form to receive direct notification of tenders. Obtaining copies of tenders A fee of $33, including GST, is normally charged for the hard copy of each tender document. Tender documents down loaded from basis are free of charge. Whether collecting documents from ACT Procurement Solutions, or down loading them from basis, it is important to provide all requested information. This is in case ACT Procurement Solutions needs to provide you with additional information or send you an addendum prior to the closing date. What is an addendum? An addendum is an alteration to the original RFT document prior to the closing of the tender. An addendum is normally issued not less than 72 hours prior to the closing date and time, to provide additional information or to request potential tenderers to include additional requirements in their tender. ACT Procurement Solutions can issue an addendum only to potential tenderers who have registered their details. Whether, at the time of requesting the RFT documents, your intention is to submit a tender or not it is important to provide this information. You need to acknowledge receipt of the addendum when submitting tenders. If you receive an addendum after you have already submitted a tender, you must acknowledge receipt of the addendum and state whether the price contained in your sealed tender is to remain unchanged or by how much it has increased or decreased in value. Failure to acknowledge the addendum prior to the close of tenders may result in your tender being regarded as non-conforming.
Copies of these documents are available from the Buyers & Sellers Information Service (basis) helpline (02) 6207 7377 and website: http://www.basis.act.gov.au.
PRE-QUALIFICATION FOR CONSTRUCTION AND CAPITAL WORKS PROJECTS
The ACT Government has a system of pre-qualification for construction and capital works projects. For information on pre-qualification phone (02) 6207 5427. Additionally, construction and capital works projects use AS 2124 General Conditions of Contract in tender and contractual arrangements.
WHERE ARE TENDERS ADVERTISED
Newspapers As a general rule, all ACT Government Requests for Tender (RFT) are advertised in the Canberra Times and allow a three week period before closing. They can also be advertised in trade magazines and national newspapers if the scope of the work warrants this. ACT Government tenders are advertised on the basis Internet website www.basis.act.gov.au. basis is an ACT Government initiative that gives Australian Capital Region suppliers the opportunity to compete more effectively for Government business and promotes jobs in the region;
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STRUCTURE OF TENDER DOCUMENTS
ACT Government RFT documents are generally divided into 5 logical parts: 1. Notice to Tenderers general information provided as a guide which does not form part of the contractual arrangement; 2. Conditions of Tender requirements relating to the lodgement of tenders; 3. Draft Conditions of Contract conditions applying to the contractual arrangement, and could be substantially in the form of a draft contract; 4. Statement of Requirement specification of the agency requirements; and 5. Tender Schedule a schedule of pricing and other information required from the Tenderer. For additional Information refer to ‘Information for Suppliers on ACT Government Quality Assurance Policy’ on the basis website.
TENDER LODGEMENT
All RFT documents specify a closing time, closing date and a place of lodgement. It is the responsibility of ACT Procurement Solutions to ensure that tendering is conducted honestly and in a manner that is fair to all parties involved. Therefore any tender received after the specified closing time will be deemed late. Tenders received late or at any location other than that specified in the RFT documents will be regarded as being non-conforming. Envelope You should ensure that the envelope enclosing your tender states the tender number and closing date as well as the tender box address, as specified in the tender document. This facilitates ease of handling your tender which is amongst tenders for other projects closing at other times. Tendering by fax If you fax your tender it is a good idea to allow enough time before the deadline. Remember that a long fax may take several minutes to transmit. We can only accept a faxed tender if it is fully printed before the specified closing time. If your fax is delayed because the agency’s fax machine is engaged, this is not a valid reason for a late tender to be accepted. Key pages of the tender schedule should be faxed first. Tendering by post Tenders may be mailed, but please allow enough time for Australia Post to make the delivery. Remember, a tender that is posted and is late cannot be accepted unless it is clear that the delay was caused by Australia Post. Please ensure that you use the postal address specified in the tender document. Tendering by hand delivery If you deliver your tender by hand or via courier, allow time for unforseen delays caused by traffic congestion or inclement weather. Such a delay would not be accepted as a valid reason to accept a late tender. Printing your tender Allow sufficient time for tenders to be printed. A delay due to a printer break down or an Information Page 2
INDUSTRY BRIEFINGS AND SITE INSPECTIONS
Prospective tenderers should be aware that certain tenders have compulsory pre-tender briefings and site inspections. Their purpose is to pass on important information about the tender and your non-attendance will make you ineligible to submit a tender.
INSURANCES
The RFT may require you to carry throughout any subsequent contract a range of insurances eg workers compensation, public liability, professional indemnity, motor vehicle, assets, and possibly contract generated material (eg in a consultancy contract). The costs of maintaining these insurances should be included in your tender.
SECURITIES
The RFT may require the preferred Tenderer to lodge with ACT Procurement Solutions a security eg Bank Guarantee, Surety Bonds or cash for the duration of the contract. The costs associated with the lodgement of security should be included in your tender.
QUALITY ASSURANCE (QA)
For purchases under $50,000, no QA requirements would generally be specified unless the level of risk/criticality associated with the purchase requires the specification of a QA system. The level of QA specified will depend on the level of risk associated with each purchase. Alternatively, if no standards are specified then tenderers may be requested to advise the current Australian or international standard, or other relevant quality certification/standard that their goods or services comply with.
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Technology failure is not a valid reason to accept a late tender.
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TENDER BOX
Once you have lodged your tender, with the tender number (or tender title) and closing date on the envelope, it will be securely held in the tender box and not opened until the notified closing time.
USEFUL CONTACTS
ACT Contracts ACT Procurement Solutions Department of Treasury 3rd Floor, North Pod Dame Pattie Menzies House DICKSON ACT 2602 Telephone: Facsimile: 02 6207 5546 02 6207 5460
TENDERS RECEIVED
ACT Procurement Solutions publicly displays the names of suppliers submitting tenders. The names of tenderers are also published on the basis website. What happens to a late tender? Late tenders may be regarded as non-conforming tenders. A late tender will only be evaluated if it is substantiated that the circumstances of the delay are caused by the ACT Government tendering agency or Australia Post.
Buyers & Sellers Information Service (basis) Telephone: Facsimile: Website: 02 6207 7377 02 6207 7366 http://www.basis.act.gov.au
TENDER EVALUATION
Your tender will be assessed on the selection criteria detailed in the RFT. Ensure that you address all the criteria in your tender. The Tender Evaluation Team may check the financial viability of your company and with your referees. Further clarification of your tender may be sought at an interview with you.
Construction Industry Prequalification ACT Procurement Solutions Department of Treasury 3rd Floor, North Pod Dame Pattie Menzies House DICKSON ACT 2602 Telephone: Facsimile: 02 6207 5427 02 6207 5543
CONTRACT
Once the successful Tenderer has been advised of acceptance of their tender other tenderers would be advised in writing of the selection. Notification of the contract arrangement (when over $50,000 in value) would normally be made on the basis website.
DEBRIEFING
If you are unsuccessful in tendering, you are welcome to ask for a debriefing on the reasons for non-selection. You may request a debriefing when formally notified of the result of the tender process. The purpose of the debriefing is to advise you of any shortcomings in your submission and as a result assist you to improve your future tenders.
Standards Australia Gallery Level, The Boulevard, City Walk CANBERRA ACT 2601 Telephone: Facsimile: 02 6249 8990 02 6249 8989
ANY ENQUIRIES ABOUT TENDERING?
You can contact ACT Procurement Solutions if you have any questions regarding tendering. Telephone: (02) 6207 5546.
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CHECK LIST FOR TENDERERS
It is always best to work through a check list when tendering, to ensure you cover all aspects required. This typical check list provides some guidance, but you will need to develop your own check list, based on the specific requirements of each tender package:
DO’S
thoroughly read RFT documentation; ensure compliance with any specified mandatory evaluation criteria; address and demonstrate your ability to meet all selection criteria; ensure that the Statement of Compliance is completed and submitted with your tender; check the RFT for any performance guarantees, warranties, quality assurance, references, financial statements or other commercial or contractual provisions and when they are to be submitted; where the RFT states that lodgement of a bank guarantee will be required, check cost with your bank, or financial institution, and include the cost in your tender price; check Price Schedule is completed for all items you wish to tender for; check if there is a recommended payment schedule in the RFT and carefully evaluate this against your projected cash flow, if appropriate suggest alternative payment schedules; think about the schedules for costing and how these are to be presented: it is a good idea to establish a tender costing model on an electronic spreadsheet which will enable prompt updating of the model as information comes to hand; if you cannot provide documentation on the tendered closing date, then state the date by which it will be provided. Incomplete tenders may be regarded as non-conforming tenders; public sector organisations submitting a tender should ensure that their tender complies with the National Competition Policy arrangements agreed by Australian and New Zealand governments; use the check list against your final draft response to ensure it is complete and fully compliant with all RFT requirements; ensure that your tender has been completed and duly signed; ensure that any RFT addenda, including a list of addenda, has been completed and submitted with your tender.
DONT’S
don’t wait till near the closing date to pick up tender documents, as you may not have enough time to prepare your tender or attend a site inspection or industry briefing; don’t wait until the last minute to fax in your tender, if the receiving facsimile machine is busy your tender will be deemed late; don’t overlook including your company name and contact details, otherwise your tender may not be identifiable and therefore may be regarded as a non-conforming tender. Page 5
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