Yarriambiack Shire Council · Request for Quote (RFQ) Q105-2020 Asphalt Works (Various Locations) 34 Lyle Street, Warracknabeal PO Box 243, Warracknabeal Vic 3393 SECTION 1: Key information

Yarriambiack Shire Council

Request for Quote (RFQ) Q105-2020Asphalt Works (Various Locations)

34 Lyle Street, Warracknabeal

PO Box 243, Warracknabeal Vic 3393

SECTION 1: Key information 1.1 Context

a. This Request for Quote (RFQ) is an invitation to suitably qualified suppliers to submit aquote for asphalt works at various locations around the Shire’s road network.

1.2 Our timelinea. Here is our timeline for this RFQ.

Deadline for Quotes:

Anticipated Contract start date:

5:00pm 21st February 2020

2nd March 2020 or as agreed upon

1.3 How to contact us a. All enquiries must be directed to our Point of Contact. We will manage all external

communications through this Point of Contact.

b. Our Point of Contact

Name: Joel Turner

Email address: [email protected]

1.4 Developing and submitting your Quote a. You must use the Response Forms provided at Section 9 and Section 10

b. You must quote on all items listed in the scope.

1.5 Address for submitting your Quote a. Quotes can be submitted by email to the following addresses:

[email protected] ; or https://www.tenderlink.com/yarriambiack/b. Quotes can be sent by post, or hard copy delivered to our office at 34 Lyle Street,

Warracknabeal 3393 or PO Box 243, Warracknabeal 3393

1.6 Our RFQ Process, Terms and Conditions a. Offer Validity Period: In submitting a Quote the Respondent agrees that their Quote

will remain open for acceptance by the Buyer for six calendar months from theDeadline for Quotes.

b. The RFQ is subject to the requirements of the Yarriambiack Procurement Policy.

mailto:[email protected]

mailto:[email protected]

Page 2 of 12 Q105-2020 Asphalt Works

SECTION 2: Our Requirements 2.1 What we require

We are seeking suitably qualified and experienced contractors to carry out asphalt works as listed on

the price schedule. The rate shall be unit price (excluding GST) with lump sum including site

preparation and traffic management. The Contractor must not change the works without a written

direction from the superintendent.

SECTION 3: Our Evaluation Approach 3.1 Evaluation model

The evaluation model that will be used is in accordance with Yarriambiack Shire Council’s Procurement

Policy. The benefits of the purchase are weighted against the costs necessary for the optimum result

for the Council and local community. The Council is not required to accept the lowest quote and

should take into account issues of quality, cost, the accessibility of the service and other factors

relevant to the overall objectives of the Local Government Act.

Tenders will be evaluated and scored against the following criteria and the details provided in the

Response Schedules.

Evaluation Criteria Relative Weighting

Quotation Price 40%

Contractor Internal Systems

(OHS/Environment/Insurance/quality)

30%

Workmanship history/experience 20%

Project Timeline 10%

SECTION 4: Pricing information 4.1 Pricing information to be provided by Respondents

In submitting the Price the Respondent must meet the following:

a. Respondents are to use the pricing schedule template provided at Section 9.

b. The pricing schedule must show a lump sum cost associated with the full delivery of therequirements. It must also clearly state the total contract price exclusive of GST.

c. In preparing their quote, respondents are to consider all risks, contingencies and othercircumstances relating to the delivery of the requirements and include adequate provision in theQuote and pricing information to manage such risks and contingencies.


SECTION 5: Specifications 5.1 Introduction

The proposed quotation is for the manufacture and placement of hot mix asphalt, including mix design, supply and placing of the asphalt (hot mix jobs) over the existing sealed surface at multiple sites.

5.2 Background Information

The designated locations of roads are in Murtoa, Warracknabeal and Beulah. (See Attachment for Locations). The lists of the roads/intersection are:

Munro Street – Murtoa

Hamilton Street/Breen Street intersection – Murtoa

Grain Crop Entrance – Henty Hwy – Warracknabeal

Lascelles Street/Hopetoun Street intersection – Beulah

Lah West Road – Bridge over Yarriambiack Creek

Burrum North Road – Intersection to the Wimmera Hwy

5.3 The Scope

Consideration must be given to the following aspects of the project:

a) Refer to the Price Schedule in Section 9.1.

5.4 Specific Requirements of the Contract

5.4.1 Site Preparation

The Contractor shall be responsible for the surface preparation before laying the asphalt. Asphalt shall be placed at the highest practical rate in order to minimise the time traffic is disrupted and to avoid intermittent paving.

The Contractor shall be responsible for the preparation, implementation and other arrangements

with the environment and obtaining all necessary permits from the relevant authorities.

The Contractor is responsible for determining existing services and public utilities, both above and

below the ground, on site. The Contractor must ensure that it does not damage any existing

services or public utilities when carrying out the works. Any damages must be reported

immediately to the Yarriambiack Shire Council Representative.

5.4.2 Cleaning and Disposal

The Contractor must keep the Works and the Site clean and tidy and ensure that rubbish is

removed from the Site regularly. The Contractor, on completion of the Works, must remove from

the Site all construction plant, surplus materials, rubbish and temporary works of every kind. The

Contractor must leave the Site, existing structures and areas adjacent in as good a state of repair as

when the Works commenced.

5.4.3 Performance measures (KPI’s), targets and outcomes

The contractor’s workmanship, materials guaranteed as per manufacturer’s warranty and the project must be completed within agreed time frames.


5.4.4 Hold/Witness Points

A pre-start meeting must be held to sign off all safety documentation (e.g. safe work method) as

part of the OH&S Project Management Plan. Copies of relevant licences and insurances must be

provided before commencement.

5.4.5 Plant and Equipment

Where the awarded Contractor supplies equipment, vehicles or tools in the course of performing the Work, it is the responsibility of the Contractor to ensure that all such equipment complies fully with all relevant statutory requirements, Codes of Practice and Australian Standards. The Contractor must also maintain all such equipment of the appropriate standard for the duration of the hire or contract period.

5.4.6 Testing, directions, and acceptance of defective work

The Contractor must comply with any direction given by the Superintendent to remedy, testing and acceptance of work.

5.4.7 Liquidated damages.

If the Contractor fails to complete the Works by the Date for Practical Completion, the Contractor must pay to the Principal as liquidated damages the amount stated in Section 7 of the Contract Information Table for every day after that date until the Date of Practical Completion, or this Contract is terminated, whichever is earlier.

5.4.8 Defects Liability Period

The defects liability period shall be 12 months from the practical date of works completion.

5.4.9 Quality Standards

The works shall be undertaken in accordance with all relevant Australian Standards.

5.5 Reporting Requirements

5.5.1 OH&S Project Management Plan

The awarded Contractor shall;

Complete the contractors Job Safety Analysis in line with OH&S management plan.

The Project Management Plan submitted as part of this process shall align with the Date of Practical Completion.

The Plan should include as required:

a) The Project Timeline;

b) The Site Safety Plan;

c) The Traffic Management Plan where required; and

e) Relevant risk assessments and safe work method statements.

Nothing contained within the Project Management Plan shall in any way limit or exclude any of the Contractor’s Obligations or liabilities under the Contract.


5.5.2 Workplace Health & Safety

Where the Contractor in its capacity under the Act is required to author any document, notice or report to Workplace Health and Safety under the Act, a copy of such document shall simultaneously be forwarded to the Council’s Representative.

The Contractor must notify the Council’s Representative of every work-caused illness or work injury and of every dangerous event and serious bodily injury which occurs on the Site as soon as possible but not later than 12 hours after such occurrence.

5.5.3 Traffic Management

The awarded Contractor shall provide for continuous operation of normal traffic along all roads and pedestrian and vehicular access to properties that are on or adjacent to the Site or that are otherwise affected by the work.

The Contractor shall make or arrange for the provision for traffic in accordance with this section and the relevant parts of the Road Management Act 2004, Code of Practice for Worksite Safety – Traffic Management (the Code).

The Contractor shall be responsible for the safety of all pedestrian and vehicular traffic within the Site and any adjacent areas affected by them. They shall provide the necessary workers to ensure correct application of the Traffic Management Plan and comply with the Safety (Traffic Management) Regulations 2009 at all times.

The Contractor shall not cause obstruction to any road, drain or watercourse and shall not break down or remove any gates or fences without prior approval of the Councils Representative.

Where such obstructions or breakages cannot be avoided, the Contractor shall remove such obstruction or repair such breakages, to the satisfaction of the Councils Representative, as soon as possible.

In the event of the Contractor failing to comply with its responsibilities under this Clause, the Councils Representative may, without further notice, to take such steps as it considers necessary, to provide for the safe passage and safety of traffic or to remove any obstruction or to repair damage, including, if it considers it necessary, the employment of workmen and watchmen to complete work and the cost thereof may be deducted from any monies due to the Contractor under this Contact.

5.5.4 Meetings

Pre-start Meeting Prior to the commencement of work the awarded Contractor shall contact the Councils Representative in order to arrange a Pre-start Meeting. The meeting shall outline responsibilities, lines of communication, setting out of works and reporting.

Site Meetings Site Meetings shall be held to review progress of the work and to discuss and resolve other matters of concern related to the project. Site Meetings shall be held at the intervals as mutually agreed


between the awarded Contractor and the Councils Representative, which intervals shall not exceed one (1) fortnight.

5.5.7 Working Hours

Working hours for construction activities are only permitted from 7.00 am to 5.00 pm, as approved via program unless otherwise approved by the Council’s Representative or as per the approved site management plan.

5.5.8 Site Security

The awarded Contractor shall be responsible for the security of the Site. The Contractor and all sub-contractors shall comply with all security requirements of the owners / operators of the areas and facilities within which the WUC will be conducted.

SECTION 7: Implementation Timetable Timeframe Milestones

The key program dates are proposed as follows: (Indicative and subject to change via written mutual agreement between parties)

Closes 5:00pm on 21st February 2020

Awarded 26th February 2020

Commencement of Works on Site Work 2nd March 2020 or as agreed upon

Practical Completion 15th May 2020

Contract Completion 30th June 2020

SECTION 8: Australian Standards & Codes The Contractor is to comply with all OHS Work Place Legislation as well as relevant Australian Standards, Codes and Guidelines including:

General Conditions of Contract – AS4300

VicRoads Standard Sections

- 160 Construction – General – Minor Works

- 163 Maintenance – General

- 166 Traffic Management

- 168 Occupational Health and Safety Management

- 173 Examination and Testing of Materials and Work (Roadworks)

- 176 Environmental Management (Minor)

- 407 Hot Mix Asphalt


SECTION 9: Form of Quotation

To: The Chief Executive Officer Yarriambiack Shire Council PO Box 243 Warracknabeal VIC 3393

Attention: Joel Turner

I/We the undersigned hereby provide a Quotation for the goods and/or services requested. The quoted

consideration is as provided in the Price Schedule submitted with this Quotation.

DATED this _______________________ day of _____________________ 2020

Name of Respondent:

Full Name of Company:

Australian Company Number (ACN)

Australian Business Number (ABN)

Address of Company:

Contact Details: Mobile:

Email:

Signature:


Q105-2020 Asphalt Works (Various Locations)

9.1 Price Schedule

Item Description Locations Quantity Unit Rate

($) Total

Amount ($)

Asphalt Works

1 Site preparation/profiling Multiple 1 Item

2 Traffic management Multiple 1 Item

3 Supply and laying 10mm C320 Type N 35mm depth

Munro Street, Murtoa 184 m2

4

Supply and laying 10mm C320 Type N 35mm depth

Hamilton Street/Breen

Street intersection,

Murtoa

225 m2

5


Grain Crop Entrance, 00

at Henty Hwy,

Warracknabeal

1000 m2

6


Lascelles Street/

Hopetoun Street

intersection, Beulah

292 m2

7


Lah West Road, 00 at

Henty Hwy, bridge over

Yarriambiack Creek

500 m2

8


Burrum North Rd,

intersection to the

Wimmera Hwy

100 m2

9 Relevant line marking All Locations 1 Item

Total Price (Exclusive GST)

GST

Total Price inclusive GST

Signature:

Full Name:

Date:


Section 10: Contractor Response Schedules

1. Current Insurance Certificates

Please attach copies of the certificate of currency for those insurances listed below:

Insurance Type Insurance Amount

Public Liability Insurance Cover

Product Liability Insurance Cover

Professional Liability Insurance Cover

Workers Compensation Insurance

2. Quality Management System

Please respond the following for quality management system:

Quality Management System Yes/No

Does the tenderer have a current certification of its Quality Management System to AS/NZS ISO 9001:2008?

Does the Tenderer have any documented Quality Management System or quality assurance systems implemented?

3. Environmental Management Systems

Please respond the following for environmental management systems:

Environmental Management Yes/No

Does the Tenderer have a third party accredited environmental management system?

Does the Tenderer have environmental management system?

Does the Tenderer have a current environmental Policy?

Does the Tenderer have a process for environmental hazard identification, assessment and control?


4. Occupational Health and Safety Questionnaire

Yes/No

1. Health and Safety Policy and Management

1.1 Does the tenderer have a written OH&S policy?

1.2 Does the tenderer have any OH&S documentation such as a manual or booklet?

2. Safe Work Practices and Procedures

2.1 Has the company prepared safe operating procedures or specific safety instructions relevant to its operation?

2.2 Is there a formal and/or documented incident investigation procedure?

2.3 Are there procedures for maintaining, inspecting and assessing the hazards of plant operated/owned by the company?

3. Health and Safety Training

3.1 Does your company have an induction programs undertaken for employees in the tenderer’s company?

3.2 Does your company have emergency response procedures in place and organise for employees to attend first aid training?

4. Health and Safety Workplace Inspection

4.1 Are regular health and safety inspections conducted at work sites where your employees or subcontractors are present?

5. Health and Safety Consultation

5.1 Does your company make provision for health and safety communication and consultation (for example toolbox meetings, employee involvement in inspections)?

6. Health and Safety Offences

Can you confirm that in the past five years your organisation has not been convicted of an occupational health and safety offence, nor been served with an improvement or prohibition notice?

If No, prior to engagement, you will be required to provide details of the offence or notice and provide evidence of the appropriate remedial/corrective action that the company has taken.


5. Workmanship history and experience

Relevant experience

Tenderers must provide detailed information to demonstrate the Tenderer’s experience and capability in relation to this quotation.

(enter response)

Experience

Please provide detail of 2 previous contracts /similar projects, completed within the last 5 years in the table provided below.

Contract / Project 1

Project Name

Client

Date Completed

Project Value

Project Details

Referee

Name

Position

Organisation

Phone Number

Email


Response - Contract / Project 2

Project Name

Client

Date Completed

Project Value

Project Details

Referee

Name

Position

Organisation

Phone Number

Email

6. Project timeline

Submit a project timeline details showing the deadline for the jobs. (Provide response below or

attach an Excel spreadsheet or Gantt Chart).

(enter response)

Location 1 Munro Street, Murtoa

Location 2 Hamilton Street and Breen Street intersection, Murtoa

Location 3 Grain Crop Entrance, Henty Hwy, Warracknabeal

Location 4 Lascelles Street and Hopetoun Street intersection, Beulah

Location 5 Lah West Road

Location 6 Burrum North Road

Yarriambiack Shire Council · Request for Quote (RFQ) Q105-2020 Asphalt Works (Various Locations) 34 Lyle Street, Warracknabeal PO Box 243, Warracknabeal Vic 3393 SECTION 1: Key information

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