3-4 Use and Engagement of Contractors Policy - North Queensland ...

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4.0 TenderingContractors for major works will be selected through a tender process and engaged undera Formal Instrument of Agreement which defines the document forming the contract.Special Conditions of Contract may be included which are specific to a particular job.Standard documents for each of the tender inclusions are held in the Engineering TRIMfile PI/022/00001.Tenderers are not to be disadvantaged or advantaged by the provision of information. Forexample:The questions of any tenderer will be answered and those questions and answerswill be supplied to other tenderers; and Where NQBP requests any changes to the scope of works during the tender phase,that request is to be communicated to all tenderers.Tenders are evaluated based on selection criteria relevant to the contract. These willusually include:costtenderer's experienceexperience of personnel who will be assigned to fulfil the contracttrack record (including, where appropriate, environmental performance)financial capacityqualificationsProject Management abilityability to achieve project outcome financial capacity to carry risks of the contractSelection criteria are weighted depending on importance to that project. NQBP can clarifyprices of work or additional work prior to signing the contract. There must always be apost tender, pre contract discussion between NQBP and the preferred tenderer. Thediscussion is to cover areas such as clarifying work methods, equipment, points in thetender and areas where work may be under or over estimated. Tender minutes should bedocumented and countersigned by the tenderer to confirm that the minutes are true. Theminutes should be included as part of the contract.A two stage tender process may be preferable under certain circumstances especiallywhere there is a high cost or impact for NQBP associated with failure on behalf of thecontractor. In this situation, NQBP would first call for Expressions of Interest. Thoseexpressing interest in the work are subject to a selection process and those short listedinvited to tender for the work. The short listed group is selected based on its ability tomeet the needs of NQBP and the work based on: statement of capacity (equipment)capital of the contractorstatement of experience in similar projects statement of personnelNQBP does not generally hold public tender openings unless it is considered to be in thebest interest of NQBP or is specifically requested and NQBP considers it appropriate.Once the contract has been awarded, the value and size of the contract can be released onrequest. Prior to the awarding of the contract, the details of tenders cannot be discussedoutside NQBP.Use & Engagement of Contractors Policy Page 2 of 6E12/20893 – Policy Sponsor – CFO
4.1 SOLE INVITATION SITUATIONS AND URGENT ORDERS MUST BEAPPROVED BY THE CEO OR DCEO FOR PURCHASES OVER $50,000 (exGST).Sole suppliers will generally only be authorised where:No responses to an invitation to tender were received, or no conformingtenders were received.Where there is no alternative supplier or substitute goods/services fortechnical reasons.Where replacement parts or continuing services for existing equipmentare available only from the original supplier and there is no interchangeability of parts from another supplier. NB this type of situation should beanticipated and costed in the original evaluation of the equipmentpurchase.Where a genuine emergency exists.A significant Procurement Plan demonstrates that this is an appropriatecommercial strategy addressing appropriate governance and commercialjustifications to the satisfaction of the CEO or DCEO.5.0 AdvertisingEvery advertisement for work is to be advertised in a Saturday Courier Mail and in thelocal paper nearest the worksite and major regional nearest the work site. Depending onthe type of work and location of possible suppliers, it may be necessary to advertise in anational paper, e.g. The Australian, and in specific overseas countries as required. Aminimum of 2 weeks is to be allowed between the forwarding of the advertisement and theclose of tender.For minor works, there is no requirement to advertise, although advertising can be utilisedif considered appropriate.6.0 Environmental issuesAll projects undertaken by NQBP are required to have a project environmentalmanagement plan (EMP) approved by NQBP, and contracts awarded are to requirecompliance with this approved document. Tender documents should normally include theapproved EMP.Guidelines for EMPs are available in the Environmental Management Manual, which islocated on the NQBP Intranet. The EMP must document the environmental requirementsfor the project and any approvals that will be required.In evaluating tenders, the past environmental performance of the contractor and theirenvironmental policy/practices should be considered.7.0 ConsultationContractors engaged by NQBP must undertake any consultation with port users, thecommunity and other stakeholders as specified or as the need becomes apparent duringthe term of the engagement.8.0 Project ReviewA formal final review will be conducted for all contracts in order to identify what should bechanged to minimise the losses and improve the benefits of contracts. For contracts tothe value of $500 000, that review will usually be internal. For contracts over $500 000,the review will usually be external.9.0 Promotion and PublicityPromotional and publicity activities will be subject to the approval of NQBP prior to majornew announcements being made. At the point new announcements have been made orapproved by NQBP, contractors are then free to seek their own promotional and publicityopportunities. NQBP will have a discretion concerning the acknowledgment in promotionsand publicity from contractors.Use & Engagement of Contractors Policy Page 3 of 6E12/20893 – Policy Sponsor – CFO
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3-4 Use and Engagement of Contractors Policy - North Queensland ...

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