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As Nzs 3910 Contract document sample
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Contract File: CON201005/100304006762
215 High Street, Private Bag 1005,
Rangiora 7440, New Zealand
Phone (03) 311 8900, Fax (03) 313 4432
PREQUALIFICATION FOR
Parks and Services
Maintenance Contract
CLOSING DATE FOR SUBMISSIONS:
Submissions close at 4:00pm on Friday 19th of March 2010, with:
The Tender Box
The Chief Executive Officer
Waimakariri District Council
215 High Street
Private Bag 1005
RANGIORA 7440
Set No: ______
No faxed Submissions accepted
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
CONTENTS
1. DOCUMENT SCHEDULE.................................................................................................... 4
1.1 Contents.............................................................................................................................................. 4
1.2 Documents Forming Part of this Contract but not Enclosed .............................................................. 4
1.3 Officer for Enquiries ............................................................................................................................ 4
1.4 Contact Numbers................................................................................................................................ 4
2. KEY INFORMATION FOR APPLICANTS............................................................................ 5
2.1 District Summary ................................................................................................................................ 5
2.2 Description of Contract ....................................................................................................................... 5
2.3 Pre-qualification Objectives ................................................................................................................ 6
2.4 Expected Timetable ............................................................................................................................ 6
2.5 Council’s Expectations........................................................................................................................ 7
2.6 Privacy Act .......................................................................................................................................... 7
3. CONDITIONS OF APPLICATION........................................................................................ 8
3.1 Applicants to Inform Themselves ....................................................................................................... 8
3.2 Submission Closing ............................................................................................................................ 8
3.3 Submission Delivery ........................................................................................................................... 8
3.3.1 Facsimile and electronic submissions will not be accepted................................................... 8
3.3.2 Submission dispatched by courier and received after the due time will be returned
unopened. .............................................................................................................................. 8
3.3.3 Submission not submitted by the due time shall not be accepted and will be returned
unopened. .............................................................................................................................. 8
3.4 Information Complete & Accurate....................................................................................................... 8
3.5 Costs................................................................................................................................................... 9
3.6 Submission of Applications................................................................................................................. 9
3.7 Opening Procedure............................................................................................................................. 9
3.8 Confidentiality of Evaluation Process ................................................................................................. 9
3.9 Evaluation Method .............................................................................................................................. 9
3.10 Treatment of Applications ................................................................................................................. 10
3.11 Lobbying of Councillors and Staff ..................................................................................................... 10
3.12 Legal Obligation................................................................................................................................ 10
3.13 Health and Safety Management ....................................................................................................... 11
3.13.1 Background.......................................................................................................................... 11
3.13.2 The Health and Safety Management Plan........................................................................... 11
3.14 Related Documents .......................................................................................................................... 12
3.15 Submissions ..................................................................................................................................... 12
3.16 Confidentiality of Evaluation Process ............................................................................................... 13
3.17 Applicant Evaluation Method ............................................................................................................ 13
3.17.1 Evaluation of Submissions................................................................................................... 13
3.17.2 Relevant Experience............................................................................................................ 13
3.17.3 Relevant Technical Skills (Personnel) ................................................................................. 15
3.17.4 Resources- Human Resource Plant and Machinery ........................................................... 15
3.17.5 Management Skills............................................................................................................... 16
3.17.6 Methodology ........................................................................................................................ 16
3.18 Short-listing ....................................................................................................................................... 16
3.19 Arbitration Agreement....................................................................................................................... 16
3.20 Rejecting All Submissions ................................................................................................................ 17
3.21 Non-Conforming Submissions .......................................................................................................... 17
Waimakariri District Council Page 2 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3.22 Lobbying of Councillors and Staff ..................................................................................................... 17
3.23 Legal Obligation................................................................................................................................ 17
3.24 Potential Conflict of Interest.............................................................................................................. 17
3.25 Discrepancies in the application process ......................................................................................... 17
4. SUBCONTRACTORS & CONSORTIUMS......................................................................... 18
4.1 Consortiums...................................................................................................................................... 18
5. HEALTH AND SAFETY MANAGEMENT PLAN CONFIRMATION SHEET ...................... 19
6. GLOSSARY OF TERMS.................................................................................................... 21
7. MAPS SHOWING RESERVES AND COMMUNITY FACILITIES...................................... 23
7.1 Rangiora ........................................................................................................................................... 23
7.2 Kaiapoi .............................................................................................................................................. 24
7.3 Oxford ............................................................................................................................................... 25
7.4 Western District ................................................................................................................................ 26
7.5 Central District .................................................................................................................................. 27
7.6 Eastern District ................................................................................................................................. 28
7.7 Woodend and Pegasus .................................................................................................................... 29
7.8 Northern District................................................................................................................................ 30
7.9 Southern District ............................................................................................................................... 31
Waimakariri District Council Page 3 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
1. DOCUMENT SCHEDULE
1.1 Contents
If an Applicant receives a set of Documents that are incomplete, the Documents shall
be returned immediately to the Council for completion and re-issue.
Applicant’s Check
This Document Schedule
Key Information for Applicants
Health and Safety Management Plan – Confirmation Sheet
Performance Criteria
Maps
Asset Schedule Summary
1.2 Documents Forming Part of this Contract but not Enclosed
The specification refers to documents and standard specifications to be read in
conjunction with and form part of this specification. In the event of any ambiguity or
contradiction between the special requirements of the specification and any of the
standard specifications, this specification will take precedence. It shall be the
Contractors responsibility to bring ambiguity or contradiction to the attention of the
Principal for clarification.
1.3 Officer for Enquiries
Russel Wedge, Parks and Recreation Manager
Email: russel.wedge@wmk.govt.nz
1.4 Contact Numbers
Telephone (03) 311 8900
Fax (03) 313 4432 (Note that facsimiled or electronic submissions are not
accepted)
Waimakariri District Council Page 4 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
2. KEY INFORMATION FOR APPLICANTS
2.1 District Summary
The Parks and Recreation Unit manages approximately 770 hectares of parks and
reserves, council owned buildings, street trees, street gardens, playgrounds and toilets
as summarised below:
• Parks and reserves – We have 180 parks and reserves across the district ranging
from Coastal reserves, native reserves, sportsgrounds, district parks, community
and neighbourhood reserves.
• Toilets - 39 are spread across the district and range from small domain facilities to
larger facilities commonly found in beaches and townships.
• Playgrounds – 54 playgrounds are across the district ranging from small
neighbourhood units to large district park configurations.
• There are 120 street gardens across the districts concentrated in the urban and peri
urban areas.
• Six public cemeteries are in the district that are open for burials, viz., Cust,
Rangiora, Oxford, Kaiapoi (2), Birch Hill.
• There are 262 rubbish bins in various locations from central business districts to
country domains. Bins range from open top 44 gallon drums to designer bins that
complement the streetscape.
2.2 Description of Contract
The Waimakariri District Council (WDC or “the Council”) is seeking suitable contractors
for the maintenance of the parks and reserves in the district, which will include the
following tasks: maintenance of grass, gardens, native plantings, hedges and other
vegetation; sports grounds; cemeteries; street gardens; collection of loose litter and
debris, disposal of refuse from rubbish bins and green refuse arising from maintenance
of the reserves; toilet cleaning; playground inspection and maintenance.
The term of the contract is 3 years and the Principal may renew, at the Principals sole
discretion, the contract for a further period of 1 year plus one final period of 1 year,
making a total of 5 years.
The contract excludes: the maintenance of trees on parks, reserves and streets district
wide; community buildings, such as halls and pavilions on reserve land, although the
grass and gardens around the buildings may be included; leased reserve land; camping
grounds. The contract also excludes the preparation and maintenance of cricket
wickets, installation and removal of sports ground goal posts and in some instances
sports field line marking.
The parks and reserves referred to in this contract will include the following categories 1
of reserve land in the district: District Reserves, Community Parks, Neighbourhood
Parks, Premier Sports Grounds, Amenity Parks and Linkages, Conservation parks,
Cemeteries, and some areas of Drainage Reserves.
The following items will be included in the maintenance works:
• Inspection and collection of loose litter and debris;
• Grass cutting and vegetation control;
1
Categories of reserves refer to Section 6 for Glossary of Terms
Waimakariri District Council Page 5 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
• Native garden and planting maintenance;
• Park furniture and structures maintenance;
• Toilet cleaning;
• Refuse bin emptying and disposal;
• Playground inspection and maintenance;
• Cemetery burials 2 , shrub and grass maintenance;
• Graffiti removal on selected items;
• Other reserves maintenance tasks as directed, such as minor repairs.
It excludes the maintenance of reserve and street trees district wide.
All maintenance shall be subject to all QA, Traffic Management, and Health & Safety
requirements and shall meet the requirements of the Preliminary and General section of
the Specification. Additional information on the required services is attached at
Appendix A.
2.3 Pre-qualification Objectives
In order to allow the widest possible opportunity for local firms to demonstrate their
capabilities, and yet to limit the formal tendering process to contractors who have the
necessary capabilities, the process will be conducted in two stages, as follows:
Stage 1 – Prequalification of Contractors
Stage 2 – Invitation to Tender (issued to Prequalified Contractors only)
This document relates to the Stage 1 - Prequalification process. Its objective is to
identify contractors with the necessary knowledge, experience and resources to enable
them to submit a realistic submission for the maintenance of the parks, reserves,
cemeteries, playgrounds, toilets, and refuse collection.
The objective of the contract is to maintain the Level of Service defined for the parks,
reserves, cemeteries, and the on-going maintenance of the facilities that are within
those areas, in a safe and lawful manner and to provide the residents and visitors to the
region with a high quality service that is consistent throughout the term of the contract.
2.4 Expected Timetable
The Council expects the timetable for the procurement and maintenance activities to be
in accordance with the schedule below:
Date Activity
19 March 2010 Prequalification applications close
1 April 2010 Advise successful prequalified contractors
1 April 2010 Issue requests for tender
23 April 2010 Closing date for tenders
1 June 2010 Council decision on Contract
1 September 2010 Possession of site and Contract start date
2
Burials include digging and filling in of graves but excludes the ceremony.
Waimakariri District Council Page 6 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
2.5 Council’s Expectations
Applicants for pre-qualification must demonstrate in their submissions that they:
• Understand the requirements of these documents, and
• Can provide the necessary resources and commitment to successfully submit a
tender if invited and to complete the contract works if awarded.
2.6 Privacy Act
Submitting an application for this pre-qualification authorises the person(s) evaluating
the application to contact any people, either those nominated or others, to discuss any
past work by the applicant with regard to relevant experience and track record, pursuant
to the Privacy Act 1993.
Submissions are welcome from consortiums that meet the criteria. Submitters may be
advised that whilst they are considered to have the skills and experience for the work
involved with part or all of a particular contract, their overall ability to undertake a project
of the size of the contract, and its importance, means that they will only be acceptable
as part of a suitable consortium.
Waimakariri District Council Page 7 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3. CONDITIONS OF APPLICATION
The Conditions of Application for this submission are:
The General Conditions of Contract are NZS 3910:2003. There are no published
amendments, together with the specific information relating to these clauses detailed
below.
Clause numbers refer to the Conditions of Tendering section in NZS 3910. For
Applicants please read Applicant, and for Tender please read Pre-Qualification
Submission.
3.1 Applicants to Inform Themselves
All of the reserves are public spaces and Applicants can view the site at their own
convenience. Council staff will not be available to show Applicants the reserves areas.
3.2 Submission Closing
Submissions will close at 4:00pm, Friday, 19 March 2010.
Submissions will be addressed to: THE TENDER BOX
The Chief Executive Officer
Waimakariri District Council
Private Bag 1005
RANGIORA 7440
and marked on the outside top left-hand corner:
Submissions for Contract CON201005:
Prequalification for the Parks and Services Maintenance Contract
Submissions may also be provided by hand to the Tender box, in the reception area,
Waimakariri District Council, 215 High Street, Rangiora 7400.
3.3 Submission Delivery
3.3.1 Facsimile and electronic submissions will not be accepted.
3.3.2 Submission dispatched by courier and received after the due time will be
returned unopened.
3.3.3 Submission not submitted by the due time shall not be accepted and will be
returned unopened.
3.4 Information Complete & Accurate
All information provided by the Contractor to the Council in relation to its tender shall be
warranted to be complete and accurate in all material respects.
Evaluation of submissions will be based on the information submitted by each Applicant.
Any changes in the information provided shall be identified to the Council at the time of
submitting a submission for the contract. Significant changes, particularly those that
reduce the Contractor’s attributes, may result in submissions being rejected.
Waimakariri District Council Page 8 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3.5 Costs
Contractors shall pay their own costs of preparing and submitting their submission,
including:
• Any communication or negotiation with the Council
• Any presentation to the Council
3.6 Submission of Applications
The content and arrangement of applications shall be as follows, using the Contract
3910 format. Applications shall be written submissions (videos and computer disks are
not permitted). Page size shall be A4, single sided and the typeface shall be not
smaller than point size 11.
Applicants must submit their application in one envelope containing:
• Letter of Application (Section 4), and
• Completed Information Tables (Section 5).
Applications submitted that do not contain the information as per the details outlined
above will be rejected.
3.7 Opening Procedure
The Submission envelopes shall be opened in public. At the public opening, the
Principal will record the names of the Applicants and other appropriate details.
3.8 Confidentiality of Evaluation Process
All applications will be treated as confidential and the information contained therein as
being commercially sensitive.
After opening of applications, information relating to the examination, clarification,
evaluation and comparison of applications and recommendations concerning the listing
of prequalified applicants will not be disclosed to applicants or other persons not
officially concerned with the process, except in terms of advice to each applicant as to
the success or failure of their application.
Following the prequalification process, each of the submitted applications will be
retained and securely filed by the Council until award of the Contract. Upon award of
the Contract, all copies of prequalification applications of unsuccessful Contractors and
Sub-contractors will be destroyed in a secure and confidential manner.
3.9 Evaluation Method
The Waimakariri District Council reserves the right to accept or reject any submission.
The Prequalification evaluation process will be conducted on a simple pass/fail basis
and no attempt will be made to rank submissions beyond this. Any attribute table that
scores a fail will exclude that applicant from further consideration. Notwithstanding the
information submitted with the applications, information concerning Applicants that is
based upon the Council or consultant’s direct experience of the Applicant, or other
enquiries conducted in the course of the evaluation process, may also lead to attributes
being marked as a “fail”.
Waimakariri District Council Page 9 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
Having already achieved a “pass” grade at the prequalification stage, it will not be
necessary for prequalified tenderers to repeat the same information in their tender
submissions, but the Contractor may do so if they wish. New information to be
submitted with the tenders will include a detailed methodology and programme, project
team organisation and staffing, and price.
3.10 Treatment of Applications
The Council reserves the right not to invite any prequalified applicant to tender.
3.11 Lobbying of Councillors and Staff
Any lobbying of Councillors and/or Staff in relation to this prequalification process is
prohibited, and may result in the application being rejected.
3.12 Legal Obligation
The Council shall not have any legal obligation to Applicants in any way whatsoever in
respect of the prequalification process.
The Council reserves the right to ignore minor discrepancies in the prequalification
process and to reject or accept Applications that do not strictly conform to the process.
All Applicants will be deemed to have understood and accepted that the prequalification
process does not give rise to any contract regarding the manner in which the
applications are to be processed (i.e. a “Process Contract”) and in particular that:
(a) The request for prequalifications is an invitation to treat, and no contractual
relations are created by the calling, submitting or consideration of applications to
prequalify for the above mentioned work.
(b) No contract whether express, implied, collateral or otherwise (including what is
termed a process contract) is created by the calling, submitting or consideration
of applications to prequalify for the above mentioned work.
(c) The Council shall not be liable in any way whatsoever (whether in contract, tort,
equity or otherwise) to applicants in relation to the calling, submitting or
consideration of applications to prequalify for the above mentioned work, and in
particular (and by way of example only) this exclusion extends to:
(i) Any allegations that the Council or anyone on its behalf has failed
correctly to handle, consider or evaluate an application to prequalify,
(ii) Any allegations that the Council has issued formal requests for
submissions otherwise than in accordance with the request for
prequalification or the prequalification process,
(iii) Any allegations that the Council has awarded the contract otherwise than
in accordance with the prequalification process, and
(iii) Any decision whatsoever made by the Council or anyone on its behalf
concerning the applications submitted and the prequalification, screening
and selection process.
(d) The terms and conditions in the Request for prequalifications and statements
made by the Council or anyone on its behalf shall not be read as creating any
obligation in law or equity owed by the Council to the Applicants to evaluate
applications for prequalification or tenders or to award any contract in
accordance with or pursuant to those terms and conditions or statements.
Waimakariri District Council Page 10 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3.13 Health and Safety Management
3.13.1 Background
Under the terms of the Health and Safety in Employment Act 1992, principals of
Contracts have a responsibility to ensure that Contractors they employ are active in the
promotion of health and safety in the workplace. Principals must take “all practical
steps” to ensure that no employee of a Contractor or subcontractor is harmed while
doing any work that the Contractor was engaged to do. It must also be noted that the
Act provides for a range of penalties for breaches of these legal obligations ranging
from $25,000 to $100,000 and/or terms of imprisonment for up to one year.
3.13.2 The Health and Safety Management Plan
In accordance with the spirit of the Health and Safety in Employment Act, Contractors
shall have a Health and Safety Management Plan. It is expected that this Plan would
include details covering the following areas (note that there may be others):
(a) A Health and Safety Manual specifically listing known workplace hazards and
giving clear, precise instructions on how to deal with them. This could include
checklists for employee inspections and shall have been produced in
consultation between management and employees where a process of hazard
identification and elimination or minimization has been worked through on a
systematic basis.
(b) Regular follow-up reviewing and monitoring of hazards including
management/employee team meetings.
(c) A system for recording hazards and accidents with a follow-up review and
monitoring process.
(d) An emergency plan for dealing with accidents.
(e) A regular health and safety training programme for employees including
continuing education.
(f) A system for inspecting the workplace to ensure correct safety procedures (such
as use of appropriate protective clothing, equipment and safety devices) are
being followed.
(g) Positive reinforcement such as commendation and/or incentives.
(h) A methodology for implementation of the Plan for this particular Contract
including identification of any hazard peculiar to this work.
The Contractor’s Health and Safety Management Plan may include reference to
relevant Codes of Practice or Standards such as:
• Transit New Zealand Code of Practice for Temporary Traffic Management
(CoPTTM).
• Safety in Construction Series, Department of Labour.
Contractors shall complete the Health and Safety Plan confirmation Sheet and return it
with their submission. Failure of an Applicant to comply with the requirements of this
clause shall exclude their submission from further consideration.
The successful Applicant shall be required to submit their Health and Safety
Management Plan to the Council, which aligns to the scope of this contract.
Waimakariri District Council Page 11 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3.14 Related Documents
The Contractor is required by law to comply with all Acts and Regulations and Bylaws.
The contractor will also be expected to comply with any applicable Waimakariri District
Council policy. The following are particularly relevant to this contract but will not
necessarily be regarded as an exhaustive or comprehensive list.
• Relevant Waimakariri District Bylaws
• Local Government Act 2002
• Reserves Act 1977
• Health and Safety in Employment Act 1992
• Resource Management Act 1991
• NZ Building Code 1992
• Reserve Management Plans, Concept and Landscape Plans (will be made available
to Contractor)
• Environment Canterbury Natural resources Regional Plan
• Waimakariri District Council policy documents
• Waimakariri District Council Code of Engineering Practice
• Waimakariri District Council Parks and Recreation Activity Management Plan
3.15 Submissions
The contents and arrangement of the submission shall be as follows with pre-formatted
sheets completed. Documents shall be provided as a written hard copy (Electronic
forms are not accepted). Page size shall be A4, single sided and the typeface shall be
normal size (not smaller than font 11).
The Applicant shall furnish five (5) copies of the attributes required as set out above;
three bound, the other loose leaf and single sided. This shall be concise and shall not
exceed 10 size A4 single sided pages including tables and charts.
Each submission shall be provided in one envelope, which must contain:
• Covering letter, including:
− A summary of all tags;
− Acknowledgement of any notices to Applicants;
− Clarifications, endorsements or interpretations of any ambiguity or uncertainty in
the PQ Document.
• Corporate Structure
− The street and postal address, Email address, phone and a facsimile number for
the Contractor’s main office;
− The corporate structure of the Contractor (eg. a partnership or a company);
− Numbers of administrative and operational staff employed by the Contractor.
• The Applicants attributes required for the evaluation as detailed above.
• The completed and signed Health & Safety Management Plan Confirmation Sheet.
• A list of all Sub-contractors proposed to be engaged by the Applicant on the
contract. The list should also note the type and extent of work proposed for each
Sub-contractor.
• Any other non-price information.
The Principal reserves the right to reject any submissions that do not contain the
information as per the details outlined above.
Waimakariri District Council Page 12 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3.16 Confidentiality of Evaluation Process
After opening of submissions, information relating to the examination, clarification,
evaluation and comparison of Applicants and recommendations concerning the short-
listing shall not be disclosed to Applicants or other persons not officially concerned with
such processes until the short-list has been announced and then only as prescribed in
Additional Clause 105.11.6.
Any effort by a Applicant to influence the tendering authority in the process of
examination, clarification, evaluation and comparison of submissions, and in decisions
concerning the short-listing of Applicants, shall result in the rejection of the submission
concerned by the tendering authority, and may result in disqualification from applying or
tendering for works to the tendering authority for a period of up to one year.
3.17 Applicant Evaluation Method
Submissions will be evaluated on the basis of the information provided by the Applicant
and any other relevant information obtained from other parties contacted during the
evaluation period.
3.17.1 Evaluation of Submissions
All submissions will be evaluated utilising a pass fail methodology in the first instance.
Submissions will be evaluated against information supplied under the following criteria;
• Relevant Experience/ Track record
• Resources- Human Resource Plant and Machinery
• Relevant Technical Skills (Personnel)
• Management Skills
• Methodology
The following table outlines the minimum requirement of relevant attributes for
candidates. Note candidates must enter actual current or completed contract activity in
relation to each requirement. Waimakariri District Council reserves the right to seek
clarification or further information in relation to each attribute.
Candidates must achieve a minimum completion of 80% of essential items to be able to
be considered as eligible to proceed to the invited tender phase. Waimakariri District
Council reserves the right to amend this requirement at any stage.
Candidates are to complete the following schedule in full. Failure to do may result in
disqualification from further consideration. The Principal reserves the right to depart
from the stated attributes in the evaluation of submissions. The Principal reserves the
right to make enquiries regarding the Applicant and to consider relevant information
obtained from any source in the evaluation of the submission.
3.17.2 Relevant Experience
Where the applicant is a consortium the Principal shall nominate and list the name of
the individual company the attribute applies too. Where possible the contractor is to
nominate contract activity that best matches the nature of the Waimakariri District’s
parks and reserve network in size and scale.
Waimakariri District Council Page 13 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
Key competencies Importance
Relevant Experience / Track record
General Contractor to insert details
Client Active Start End
contract (If
(yes / current
no) due
date)
Evidence of similar district wide full Preferred
facility park maintenance contract
services (town centre/rural mix)
Sports Fields
Mowing Essential
Fertiliser Application Essential
Pest and disease control Essential
Broadleaf management Essential
Turf Renovation Essential
Field of play preparation Essential
General Reserve Maintenance
Broad Acre Mowing Essential
High spec’ mowing (Civic Areas) Essential
Weed eating / edge control Essential
Road Reserves
Mowing Essential
Edging Essential
Weed control Chemical Essential
Weed control Other Preferred
Horticulture
Amenity planting maintenance Essential
Amenity Planting Installations Essential
Chemical Application Essential
Amenity Shrub Pruning Essential
Edging Essential
Hard Asset Maintenance
Playground Maintenance Essential
Playground Repairs Essential
Playground Safety Audits 3 Preferred
Furniture Repairs Preferred
Furniture Maintenance Preferred
Structures Maintenance Essential
Minor Graffiti removal Preferred
Sanitary services
Public toilet cleaning and servicing Preferred
Rubbish Removal and Disposal Preferred
Minor Graffiti Removal Preferred
Active Cemetery Maintenance
Grave site excavation and fill Preferred
Mowing Preferred
Horticultural Maintenance Preferred
3
Those offering an inspection or assessment service (especially for detailed or annual inspections) should be able to
produce evidence of relevant qualifications and training in inspecting against NZS5828:2004.
Waimakariri District Council Page 14 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3.17.3 Relevant Technical Skills (Personnel)
Applicants are to details the technical skills and abilities of personnel within their
organisation. Companies or consortiums must demonstrate how these technical skills
will be applied to the proposed Waimakariri District Council’s maintenance programme.
Key areas to be completed are listed below:
Activity Importance Contractor to list Key
personnel and
competencies
Sports field maintenance and renovation Essential
Horticulture (shrub care, edging) Essential
Chemical Application Essential
General Parks Maintenance (mowing, edging) Essential
Minor furniture fixtures and structures and Preferred
playground maintenance
Health And Safety Essential
Plant and equipment operation required to Essential
successfully complete the scope of works in
an ongoing sustainable manner
Quality Control Preferred
Applicants must clearly indicate if any of the personnel listed will be sub-contractors to
the primary applicant.
3.17.4 Resources- Human Resource Plant and Machinery
Applicants must respond with the following information in relation to Resources. Failure
to do so may disqualify applicants from further consideration at the sole discretion of the
Principal.
Plant and Machinery Importance Contractor to insert details
Provide a schedule of all resources that Essential
currently exist within the company or
consortium relevant to the scope of works
Applicants must clearly indicate whether plant Essential
and equipment is owned leased or otherwise.
Average Age of Plant and machinery Essential
Company plant & Machinery replacement Essential
policy
Human Resources Importance Contractor to insert details
Provide a schedule of organisation structure Essential
Ratio of management staff to field personnel Essential
Ratio of permanent to temporary/ seasonal Essential
staff in a typical contract example
Provide a typical contract personnel operating Preferred
module including client contact,
supervisors/forepersons and field staff
anticipated for a contract of this nature
Provide average per annum staff retention turn Preferred
over statistics
Waimakariri District Council Page 15 of 31 Contract Information
CONTRACT CON201005 100304006762
Prequalification for Parks & Service Maintenance Contract
3.17.5 Management Skills
Each Applicant shall describe the management methods and skills, which will be
applied in order to successfully, carry out the contract works as per the following;
Human Resources Importance Contractor to insert details
Location of Head Office Essential
Anticipated base for contract operations Essential
should the applicant be successful
Management qualifications, training or Preferred
experience of senior personnel
Project management and programming, Preferred
including cost, time and quality control
systems currently in use by the applicant
company or consortia
3.17.6 Methodology
Applicants shall submit information detailing proposed high level methodology for the
completion of this contract. Details to include the following information
Methodology Statement Importance Contractor to insert details
Typical start up methodology Essential
Health and safety management Essential
Quality control programme Essential
Any other information that the applicant Preferred
wishes to present that is relevant for this
contract scope
The final number of invited applicants is at the sole discretion of the Principal and will be
dependent on the number and quality of submissions received.
In making a submission, the applicant accepts the evaluation process described above
and acknowledges that while their submission may meet the Principal’s requirements
they may not be invited to tender.
3.18 Short-listing
Applicants will be advised whether or not they have been successful in being included in
the list of contractors being invited to submit a tender. All Applicants will be advised of
the names of those contractors who will be invited to tender for the contract.
Submitters will not be advised of their individual scores as part of the pre-qualification
process.
Following short-listing, one copy of each of all the submitted documents shall be
retained and securely filed. All remaining copies of the unsuccessful submissions shall
be destroyed in a secure and confidential manner.
3.19 Arbitration Agreement
An agreement to satisfy section 11 of the Arbitration Act 1996 is not required.
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3.20 Rejecting All Submissions
The Principal reserves the right to reject all submissions submitted.
In the event that there is only one conforming Applicant, the Principal is not bound to
accept that Applicant’s submission.
3.21 Non-Conforming Submissions
The Principal maintains a general discretion to consider any non-conforming submission
that provides the same or a better outcome in the opinion of the Principal.
3.22 Lobbying of Councillors and Staff
Any lobbying of Councillors and/or Staff in relation to this prequalification contract is
prohibited, and may result in the submission being rejected and future submissions not
being considered.
3.23 Legal Obligation
The Council does not have any legal obligation to Applicants until the contract is put up
for submission and a successful submission is accepted.
3.24 Potential Conflict of Interest
Any submission by an elected or appointed council representative for a contract of over
$25,000 shall require approval from the Auditor General before it may be accepted.
Where this situation will exist, Applicants shall include a statement in the submission to
that effect.
3.25 Discrepancies in the application process
The Principal reserves the right to ignore minor discrepancies in the submission process
and to reject or accept submissions that do not strictly conform with this process.
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4. SUBCONTRACTORS & CONSORTIUMS
4.1 Consortiums
Submissions for pre-qualification are welcome from consortiums of Contractors. Where
there is a consortium the Principal will negotiate and work with only one person, who
has been appointed to represent the consortium.
A consortium of Contractors shall be defined by the following:
• A formal partnership or joint venture between two or more contractors, and
• Where the Contract, should it be awarded to the consortium, would be between the
Principal and the consortium, partnership or joint venture.
If a consortium is proposed then the names of all parties forming the consortium and the
proposed legal status of the consortium shall be provided.
Track record, relevant experience and other non-price attribute submissions from a
consortium of contractors shall reflect the contribution that each part will make to the
contract works.
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5. HEALTH AND SAFETY MANAGEMENT PLAN CONFIRMATION SHEET
To: Waimakariri District Council
Private Bag 1005
RANGIORA 7440
We confirm that this company has a Public Health and Safety Management Plan, which
complies with the requirements of the Health and Safety in Employment Act 1992,
Health and Safety in Employment Regulations 1995 and all other relevant legislations,
in force, and we undertake that this Plan will remain in force and not be amended or
cancelled during the period of this Contract.
The following is also confirmed:
Yes
1. Hazards are regularly reviewed and monitoring including
consideration at management/employee team meetings.
2. A Company system is in place for recording hazards and accidents.
3. A Company emergency plan is in place for dealing with accidents.
4. Our Companies carries out regular health and safety training for
employees on a minimum …… monthly basis.
5. Our Company regularly inspects the workplace to ensure compliance
with current safety procedures.
6. Our Company has issued to all staff a Company Health and Safety
Manual.
7. Our Company employs a supervisor (or supervisors) who has
attended a training course in the use of Transit New Zealand’s Code
of Practice for Temporary Traffic Control and who will be directly
involved in overseeing this Contract.
His/her name is:
Name of Contractor:
Address:
Signature: Name:
Position: Date:
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Contractors shall complete the following table and include with their prequalification
Submission.
Contractors shall also submit details of their general Health and Safety Plan.
1 Safety Policy & Management Commitment
Do you have a written a Health and Safety Management Plan (which will
1.1 remain in force and not be cancelled during this contract) which meets the Yes / No
general requirements of the Health & Safety in Employment Act.
2 Safety Training
Please supply details of the staff that will be responsible for safety, and
safety training on this contract, their responsibilities and formal safety
2.1 Attached
qualifications. (Personnel substituted for those nominated will need to have
equivalent experience and qualifications.)
Do you have a safety manual, including written working practices and safety
2.2 Yes / No
instructions, which is available to all staff?
2.3 Is formal safety training given to all employees? Yes / No
Do you have procedures for managing the safety performance of
2.4 Yes / No
subcontractors?
3 Hazard Identification and Management
Do you have a system to identify, isolate, minimise and where possible
3.1 Yes / No
eliminate significant hazards throughout the duration of this contract?
4 Safety Records
4.1 Supply your organisation’s safety record for the last five years.
4.1.1 Fatalities No____
4.1.2 Lost days from injury to worker/s No ____
4.1.3 Lost days from machinery failure No ____
4.1.4 Accidents resulting in environmental damage or pollution No ____
Have you or your company received any caution or been prosecuted by an
4.2 Yes / No
enforcement authority (including OSH) in the last five years?
5 Accident Investigation
Does your organisation maintain a register for recording accidents and/or
5.1 Yes / No
cases where any employee suffers serious harm?
Do you conduct an investigation into any accident, which results in harm to
5.2 Yes / No
an employee?
5.3 Do you advise the following parties of the accidents:
5.3.1 the employees? Yes / No
5.3.2 where relevant, OSH? Yes / No
6 Emergency Procedures
Do you have an Emergency Plan that identifies responsibilities & procedures
6.1 Yes / No
to be followed?
Have all staff received training in emergency procedures within the last 12
6.2 Yes / No
months
Signature: Date:
Name Printed: Position:
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6. GLOSSARY OF TERMS
District Parks
Large reserves intended to serve and attract residents and visitors. Typically areas of
natural beauty or areas having special features such as water, which are readily
accessible. The cultural heritage of these areas is promoted and the natural features
are protected and restored, as appropriate.
Community Parks
Large multi-purpose parks serving a community or group of neighbourhoods. These
parks can provide a focal point for rural communities. The parks are suitable for
recreation, social and informal activities requiring space, such as kite flying and group
ball games. Sufficient space is available for community buildings which benefit the local
residents.
Neighbourhood Parks
Small (<1 hectare) reserves located in a neighbourhood. Landscaped green spaces for
neighbours to meet and socialise and for children and young people to play informally.
Shade trees, often with seats near them and shrubberies for colour and interest are a
common feature in these parks. The parks should be designed to improve the visual
appearance of the area and to provide for informal recreation, socialising and play.
Premier Sports Grounds
Large reserves almost exclusively or predominantly used for organised sports and may
be used by the public for formal organised recreation activities. These areas can be
used for national level sporting events. Facilities can include club buildings, toilets,
changing facilities and off-street parking.
Community Sports Grounds
These are sports grounds on community parks where sporting activities are based
around the local community. These sports grounds do not usually provide premiere
sports fields, instead they offer an area of open space that can be used by sporting
codes or community groups for formal or informal sporting or community activities.
Amenity Parks/Linkages
Open green spaces for casual recreational pursuits, such as walking, picnicking, cycling
and play. Green spaces in town centres, including for the display of public art, and used
in urban areas to soften hard surfaces through amenity planting.
Accessways and linkages for pedestrian and cyclists between streets, properties and
reserves land and on non-council land administrated by Council, such as Pegasus Bay
walkway are included in this category. Where possible linkages between reserves and
roads are being developed to provide off-road access.
Conservation Parks
Reserves that are left in their natural state or restored due to their special scientific,
historic, botanic, wildlife or scenic values. Includes esplanade reserves/strips, wetlands,
coastal reserves. Residents and communities are involved in restoration programmes.
Drainage Reserves
The term drainage reserve is used to define a reserve or open space that was
purchased and developed primarily for stormwater or drainage purposes and the
development of the remaining land for reserve or providing linkages to other areas is
secondary. The park or reserve around the water area may be an attractive amenity
area, even though the land’s primary function is as a water retention area.
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Playgrounds
Groups of play equipment provided for children to play on. There are three types of
playgrounds those for preschool children aged 3 – 5 years, play equipment for children
up to 12 years, and facilities for teenagers such as skate parks.
Street Gardens
Gardens on streets, including gardens on roundabouts, raised planters in retail areas
and gardens in the main streets.
Street Trees/Furniture
Trees in streets, including traffic islands/mediums or on traffic roundabouts. Trees in
car parks on Council land not associated with a park or reserve, such as Good Street
(Rangiora). Seats on streets and some rubbish bins in central business areas; the
Parks and Recreation Unit installs the rubbish bins and Roading Department empties
them.
Leased Reserve Land
This includes land leased out as: paddocks associated with a reserve or park, such as
horse paddock next to Whites Road; Camping Grounds – Kairaki, Woodend, Ashley,
Waikuku.
Camping Grounds
There are four camping grounds at Waikuku, Woodend, Pines/ Kairaki Beaches, and
Ashley Gorge that are leased and managed as private businesses.
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7. MAPS SHOWING RESERVES AND COMMUNITY FACILITIES
Key: Green = Parks and Reserves; Yellow = Cemeteries
7.1 Rangiora
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7.2 Kaiapoi
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7.3 Oxford
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7.4 Western District
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7.5 Central District
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7.6 Eastern District
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7.7 Woodend and Pegasus
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7.8 Northern District
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7.9 Southern District
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