Industry Briefing INSERT PROJECT NAME INSERT PROJECT NUMBER
Industry Briefing [INSERT PROJECT NAME] [INSERT PROJECT NUMBER] [INSERT TENDER NUMBER] [INSERT CONTRACT] [Insert relevant photographs / illustrations for Project. ] [Important: • The following slides are a template and only a guide. The slides will need to be checked and adjusted to make sure they match the Tender Documents. The slides also provide examples which will need to be tailored specifically for the relevant Tender Documents and project. • Viewing this Power. Point presentation in ‘normal’ view will show notes on how to complete this slide pack for the different delivery models (ie HC-1 / MCC-1 / DSC-1 / MW-2). ]
Welcome and Introductions Industry Briefing Agenda • Probity Brief • Project Overview • Legal Brief • Site Inspection [Insert Project Director]
Welcome and Introductions Defence and Project Team • Defence Representatives are: – [Insert e. g Project Director] – [Insert e. g Senior Project Officer] – [Insert Project Manager / Contract Administrator] – [Insert e. g Legal adviser] – [Insert e. g Probity adviser]
Welcome and Introductions Safety Brief • Emergency exits • Evacuation muster points • Rest rooms • Mobile phones / photographs / copies of presentations
Probity Brief [Insert name of Probity adviser] ]
Probity Brief All industry briefings are conducted for the purpose of providing background information only. The Tenderer must not in any way rely upon any industry briefing for the purposes of preparing, amending or negotiating its Tender or entry into any contract with the Commonwealth.
Probity Brief Defence, as for all Commonwealth agencies, wants to conduct this procurement in a way that achieves the best VFM outcome and in a way that meets the highest standards of probity. At this stage of the procurement, probity issues are often about “information management”. Accordingly, Defence is keen to ensure that you all have a fair and equitable opportunity to access to the same, consistent information in a way that enables you to fairly compete and lodge a VFM submission.
Probity Brief In order to manage that: 1. There is a single point of contact – the Contact Officer described in the RFT/ITR Tender Particulars – [name]. 2. All inquiries or questions or other communications arising out of the RFT must be directed to, and only to, the Contact Officer. 3. During this briefing and during any question and answer opportunities direct your question to the presenter only – please do not “corral” Project team members or one-on-one conversations. This will help avoid the risk of you obtaining incomplete or inaccurate information, as well as avoiding unfairness to others who don’t get additional information.
Probity Brief 4. Please direct your questions to the presenter in a clear way that enables everyone to hear it – if there is any doubt, the presenter will repeat the question when giving an answer. 5. If any question cannot be fully and accurately answered during the briefing and site tour, the question will be taken on notice and a reply distributed to all Tenderers in writing later, either as an Addendum or Information Document, depending on its effect.
Project Overview [Insert name of PM/CA] ]
Project Overview [Insert Project Name] • [Insert photograph/diagram of Project - e. g aerial photograph of facility. ]
Project Overview [Insert Project Name] • [Insert a list of Project Overview topics on this slide. e. g. – – – Project Background Site security / access Program Commissioning and Handover Plan Ecologically Sustainable Development (ESD) and Whole-of-Life (WOL) Plan] • [Insert a slide for each topic. ]
Project Overview Project Background • [Insert key points for Project background on this slide. e. g. – Scope of Works/Services (include any options) – Purpose of Works/Services] • [Insert relevant diagrams]
Project Overview Site security / access • Tenderers are required to obtain, pay for, and maintain security clearances for life of contract. • [Insert other key points for Site security / access on this slide. ]
Project Overview Program activity Anticipated dates / timeframes ATM Close Date and ATM Close Time [Insert] Award Date [Insert] Contractor Start-up [Insert] (Pre-Site access Activities) Construction Activities on Site [Insert] Completion [Insert] Defects Liability Period [Insert] [Example of program activities for Head Contract]
Tender Documents [Insert name of legal adviser] ]
Tender Documents Overview – Tender Documents – Information Documents – Conforming Tender – Non-conforming Tender – Administrative arrangements – Evaluation Criteria – Tender Schedules
DELETE SLIDE AS REQUIRED Tender Documents – HC / MW Only Structure Tender Documents (Head Contract / Medium Works) Disclaimer and Confidentiality Agreement Part 1 Part 2 Tender Conditions Tender Particulars Part 3 Tender Form and Statutory Declaration Part 4 Tender Schedules Schedule A – Workload and Proposed Resources Schedule B – Plans Schedule C – Previous Performance Schedule D – Program Schedule E – Tenderer’s Security and Insurance Details Schedule F – Miscellaneous Contract Particulars Schedule G – Tenderer’s Commercial-in-Confidence Information Schedule H – Quality Schedule I – Information Security Schedule J – Indigenous Procurement Policy Schedule K – Building Code 2016 Schedule L – Contract Price Schedule M – Alternative Proposals Part 5 Contract Works Description (Head Contract only) Other documents Annexure 1 – Estate Information Annexure 2 – Special Conditions Annexure 3 – Works Description Annexure 4 – Indigenous Procurement Plan [Note: Works Description and Indigenous Procurement Plan are for Head Contract only. Amend / insert Annexures as required]
DELETE SLIDE AS REQUIRED Tender Documents – MCC Only Structure Tender Documents (Managing Contractor Contract) Disclaimer and Confidentiality Agreement Part 1 Part 2 Tender Conditions Tender Particulars Part 3 Tender Form and Statutory Declaration Part 4 Tender Schedules Schedule A – Workload and Proposed Resources Schedule B – Detailed Contractor’s Activities Proposal (DCAP) and Plans Schedule C – Previous Performance Schedule D – Program Schedule E – Tenderer’s Security and Insurance Details Schedule F – Miscellaneous Contract Particulars Schedule G – Tenderer’s Commercial-in-Confidence Information Schedule H – Quality Schedule I – Information Security Schedule J – Indigenous Procurement Policy Schedule K –Building Code 2016 Schedule L –Remuneration, Outline Cost Plan, Outline Incentive and KPIs Schedule M –Alternative Proposals Part 5 Contract Other documents Annexure 1 – Estate Information Annexure 2 – Special Conditions Annexure 3 – Design Documentation Annexure 4 – DCAP Annexure 5 – Indigenous Procurement Plan [Note: amend / insert Annexures as required]
DELETE SLIDE AS REQUIRED Tender Documents – DSC Only Structure Tender Documents (Design Services Contract) Disclaimer and Confidentiality Agreement Part 1 Part 2 Tender Conditions Tender Particulars Part 3 Tender Form and Statutory Declaration Part 4 Tender Schedules Schedule A – Workload and Proposed Resources Schedule B – Detailed Consultant’s Activities Proposal (DCAP) and Plans Schedule C – Previous Performance Schedule D – Program Schedule E – Tenderer’s Insurance Details Schedule F – Miscellaneous Contract Particulars Schedule G – Tenderer’s Commercial-in-Confidence Information Schedule H – Quality Schedule I – Information Security Schedule J – Building Code 2016 Schedule K – Fee Schedule L – Alternative Proposals Part 5 Contract Other documents Annexure 1 – Estate Information Annexure 2 – Special Conditions Annexure 3 – Brief Annexure 4 – DCAP [Note: amend / insert Annexures as required]
Tender Documents Information Documents • Information Documents form two categories (TC: 6(a)): 1. Information Documents listed in the Disclaimer and Confidentiality Agreement (immediately available); and 2. Information Documents issued to the Tenderer prior to [Insert ATM Close Date and ATM Close Time]. • Not part of the Tender Documents and will not form part of the Contract in Part 5 (TC: 6(a)(iii)). • Provided for ‘information only’ of the Tenderer.
Tender Documents Conforming Tender must be lodged (TC: 3. 1(a)): in the tender box located at: Defence Mail Services Queanbeyan Annex 6 14 -22 Wycombe Street QUEANBEYAN NSW 2620 before the ATM Close Date and ATM Close Time: [Insert time] (ACT local time) on [Insert date]
DELETE SLIDE AS REQUIRED Tender Documents – HC / MW / MCC Only Conforming Tender – minimum form and content TC: 3. 1 Tender Validity Tender must remain valid for [#90/180] days, during which period the Tenderer cannot withdraw its Tender. Building Code 2016 Tenderer must complete and lodge Tender Schedule L (HC/MCC) or K (MW) – Building Code 2016. Contract acceptance Tenderer must accept (without departure, qualification, amendment, limitation or exclusion) the Contract in Part 5.
DELETE SLIDE AS REQUIRED Tender Documents – DSC Only Conforming Tender – minimum form and content TC: 3. 1 Tender Validity Tender must remain valid for 90 days, during which period the Tenderer cannot withdraw its Tender. Building Code 2016 Tenderer must complete and lodge Tender Schedule J – Building Code 2016 (if applicable). Contract acceptance Tenderer must accept (without departure, qualification, amendment, limitation or exclusion) the Contract in Part 5.
DELETE SLIDE AS REQUIRED Tender Documents – HC / MCC Only Conforming Tender – minimum form and content TC: 3. 1 Indigenous Policy Tenderer must complete and lodge Tender Schedule K – Indigenous Procurement Policy.
Tender Documents Conforming Tender – conditions for participation TC: 3. 1 Building Code 2016 Eligible Additional conditions Tenderer must comply with the Building Code 2016 at the time of lodging its registration of interest or Tenderer is not precluded from tendering for Australian Government funded work or this tender process, eligible to be awarded Commonwealth funded building work, and is not covered by an enterprise agreement made or varied on or after 18 May 2016 which is inconsistent with the Building Code 2016 [Insert any additional conditions for participation specified in the Tender Particulars. ]
Tender Documents Non-conforming Tender Exception Not properly lodged: The Tender will be non-conforming and will not be evaluated (or continue to be evaluated) if the Tender is not lodged in accordance with clause 3. 3 by the ATM Close Date and ATM Close Time. The Tender was not lodged by the ATM Close Date and ATM Close Time solely due to mishandling by the Commonwealth. Minimum form and content: The Tender will be non-conforming and will not be evaluated (or continue to be evaluated) if the Tender does not satisfy each minimum form and content requirement. The Commonwealth considers that the failure to satisfy the minimum form and content requirement was due to an unintentional error by the Tenderer. The Contact Officer will notify the Tenderer of such failure and require the Tenderer to provide a response. The Commonwealth may review and accept any correction of an unintentional error.
Tender Documents Administrative arrangements • In the Tender Form and Statutory Declaration, the Tenderer is requested to: – confirm that it has allowed for all requirements in all addenda – provide details regarding the Tenderer’s identity and structure (including Joint Bids) • Not a minimum form and content requirement.
DELETE SLIDE AS REQUIRED Tender Documents – HC / MW Only Administrative arrangements The Tenderer is requested to lodge: Tender Form and Statutory Declaration + Tender Schedules (A to L) In separate sealed packages, endorsed on the outside, provide the information requested in: Tender Schedule M (Contract Price) + Tender Schedule N (Alternative Proposals) Complete and execute: Tender Form and Statutory Declaration
DELETE SLIDE AS REQUIRED Tender Documents – MCC Only Administrative arrangements The Tenderer is requested to lodge: Tender Form and Statutory Declaration + Tender Schedules (A to L) In separate sealed packages, endorsed on the outside, provide the information requested in: Tender Schedule M (Remuneration, Outline Cost Plan, Outline Incentive and KPIs) + Tender Schedule N (Alternative Proposals) Complete and execute: Tender Form and Statutory Declaration
DELETE SLIDE AS REQUIRED Tender Documents – DSC Only Administrative arrangements The Tender is requested to lodge: In separate sealed packages, provide the information requested in: Tender Form and Statutory Declaration + Tender Schedules (A to J) Tender Schedule K (Fee) + Tender Schedule L (Alternative Proposals) Complete and execute: Tender Form and Statutory Declaration
DELETE SLIDE AS REQUIRED Tender Documents – Hard Copy Lodgement Administrative arrangements Copies • Weight and Dimensions • • • Sealed packages Not exceeding 16 Kg 400 mm x 500 mm in any two lineal dimensions Endorsed • Endorsed on the outside with the words specified in the Tender Particulars • • • [Insert] hard unbound copies [Insert] hard bound copies (one marked ‘Original’ each other copy marked “Copy”) one electronic copy No USB or ‘thumb drive’, i. Pads, tablets or other similar electronic devices.
DELETE SLIDE AS REQUIRED Tender Documents – Electronic Submissions (email) Administrative arrangements Format • Provide your Proposal in a format that is compatible with Defence’s network requirements, the consequences could result in an exclusion if the Proposal is sent in a non-conforming format that Defence cannot access. File Names Ensure that the proposal contains files names which incorporate: • AZ Number/ Project Identifying Number • Project Name • Consultant's Name • References to each part of the Consultant's proposal Fee Proposal and Alternative Proposals are to be separate files Size • • Limit the file size of your Proposal to ensure that it makes it through the Defence Firewall. Generally files 5 MB and under are suitable for receipt via email. Split your Proposal as required.
DELETE SLIDE AS REQUIRED Tender Documents – HC / MW Only Tender Schedules Schedule Key requirements A Workload and Proposed Resources Current and potential future workload, proposed resources (including Contractor’s Representative, Quality Manager, ESD and WOL Manager and key people), details of how key personnel will perform the Contractor’s Activities, a statement confirming availability, capacity, ability and qualifications / licences / accreditations / certificates / memberships. Organisational chart, CVs, any impact of other Commonwealth project, details of proposed subcontractors, consultants and material suppliers. B Plans Draft Project Plans: Commissioning and Handover Plan, Environmental Management Plan, ESD and WOL Plan, Site Management Plan, Work Health and Safety Plan, and any additional Project Plans specified in the Tender Particulars. C Previous Performance All relevant projects carried out or completed in the 12 months prior to the ATM Close Date and ATM Close Time and no more than the number of relevant projects for the values set out in the Tender Schedule. D Program Detailed program for all construction activities (including off-site activities) that allows for all necessary meetings and is in the required format. E Tenderer’s Security and Insurance Details and evidence of proposed levels and terms of security and insurances. F Miscellaneous Contract Particulars e. g. Agreed damages, Date for Completion. G Tenderer’s Commercial-in. Confidence Information Specific information the Tenderer wishes to keep confidential, justification for the request and period of confidentiality (see the list of examples of non-confidential and potentially confidential information).
DELETE SLIDE AS REQUIRED Tender Documents – HC / MW Only Schedule Key requirements H Quality Draft Quality Plan to demonstrate that key issues, appropriate solutions and management strategies will be implemented to achieve the Quality Objectives. I Information Security Describe approach to ensuring security of Confidential Information and complete Questionnaire to demonstrate how Tenderers will comply with certain information security requirements. J Local Industry Capability Plan Draft Local Industry Capability Plan by completing the information requested in items A to D of this schedule. K Indigenous Procurement Policy Sign Declaration of Compliance, provide an Indigenous Participation Plan, and provide details of past performance. L Building Code 2016 Sign Declaration of Compliance, provide copies of relevant correspondence with the Department of Employment, amendments to registration of interest and details of compliance (including previous compliance with the National Code of Practice and Implementation Guidelines) M Contract Price Lodged in a separate, sealed envelope endorsed on the outside with the words specified in the Tender Particulars. Detailed breakdown of Lump Sum Contract Price (excluding GST), including provisional sums, and Variation rates and prices [or Schedule of Rates showing items and quantities for pricing – for Head Contract only] [Note: Delete either lump sum or schedule of rates, whichever is not applicable]. N Alternative Proposals Lodged in a separate, sealed envelope endorsed on the outside with the words specified in the Tender Particulars. Demonstration of how the alternative proposal will achieve greater value for money, explanation and supporting evidence, impact on other Tender Schedule information Part 5 - Contract Minimum form and content requirement. Tenderer must accept (without departure, qualification, amendment, limitation or exclusion) the Contract in Part 5 (except to the extent completed and lodged in Tender Schedule M - Alternative Proposals).
DELETE SLIDE AS REQUIRED Tender Documents – MCC Only Tender Schedules Schedule Key requirements A Workload and Proposed Resources Current and potential future workload, proposed resources (including Contractor’s Representative, Quality Manager, ESD and WOL Manager and key people), details of how key personnel will perform the Contractor’s Activities, a statement confirming availability, capacity, ability and qualifications / licences / accreditations / certificates / memberships. Organisational chart, CVs, any impact of other Commonwealth project, details of proposed subcontractors, consultants and material suppliers. B DCAP and Plans Complete DCAP outline attached to Tender Schedule B and include items necessary to demonstrate a detailed understanding of all material aspects of the Contractor’s Activities, including the way in which the Tenderer proposes to perform the Contractor’s Activities which could distinguish its approach from other Tenderers. C Previous Performance All relevant projects carried out or completed in the 12 months prior to the ATM Close Date and ATM Close Time and no more than the number of relevant projects for the values set out in the Tender Schedule. D Program Detailed program for the Planning Phase and a proposed program for the Delivery Phase showing its order of work, periods for carrying out all design, documentation and construction activities, (including off site activities) and key dates including the Planning Phase Milestones and other proposed Milestones. Programs should also allow for all necessary meetings and be in the required format. E Tenderer’s Security and Insurance Details and evidence of proposed levels and terms of security and insurances. F Miscellaneous Contract Particulars e. g. Date for Planning Phase Agreement.
DELETE SLIDE AS REQUIRED Tender Documents – MCC Only Schedule Key requirements G Tenderer’s Commercial-in -Confidence Information Specific information the Tenderer wishes to keep confidential, justification for the request and period of confidentiality (see the list of examples of non-confidential and potentially confidential information). H Quality Draft Quality Plan to demonstrate that key issues, appropriate solutions and management strategies will be implemented to achieve the Quality Objectives. I Information Security Describe approach to ensuring security of Confidential Information and complete Questionnaire to demonstrate how Tenderers will comply with certain information security requirements. J Local Industry Capability Plan Draft Local Industry Capability Plan by completing the information requested in items A to D of this schedule. K Indigenous Procurement Policy Sign Declaration of Compliance, provide an Indigenous Participation Plan, and provide details of past performance. L Building Code 2016 Sign Declaration of Compliance, provide copies of relevant correspondence with the Department of Employment, amendments to registration of interest and details of compliance (including previous compliance with the National Code of Practice and Implementation Guidelines) M Remuneration, Outline Cost Plan, Outline Incentive and KPIs Lodged in a separate, sealed envelope endorsed on the outside with the words specified in the Tender Particulars. A lump sum for Contractor’s Work Fee (Planning), Contractor’s Work Fee (Delivery) and Management Fee, including relevant detailed breakdowns against the milestones and all disbursements. Set out any additional proposed milestones. Variation rates and prices. Outline cost plan, KPIs and Incentives for the Works. N Alternative Proposals Lodged in a separate, sealed envelope endorsed on the outside with the words specified in the Tender Particulars. Demonstration of how the alternative proposal will achieve greater value for money, explanation and supporting evidence, impact on other Tender Schedule information Part 5 - Contract Minimum form and content requirement. Tenderer must accept (without departure, qualification, amendment, limitation or exclusion) the Contract in Part 5 (except to the extent completed and lodged in Tender Schedule M - Alternative Proposals).
DELETE SLIDE AS REQUIRED Tender Documents – DSC Only Tender Schedules Schedule Key requirements A Workload and Proposed Resources Current and potential future workload, proposed resources (including Contractor’s Representative, Quality Manager, ESD and WOL Manager and key people), details of how key personnel will perform the Contractor’s Activities, a statement confirming availability, capacity, ability and qualifications / licences / accreditations / certificates / memberships. Organisational chart, CVs, any impact of other Commonwealth project, details of proposed subconsultants. B DCAP and Plans Complete DCAP outline attached to Tender Schedule B and include items necessary to demonstrate a detailed understanding of all material aspects of the Services, including the way in which the Tenderer proposes to perform the Services which could distinguish its approach from other Tenderers. C Previous Performance All relevant projects carried out or completed in the 12 months prior to the ATM Close Date and ATM Close Time and no more than the number of relevant projects for the values set out in the Tender Schedule. D Program Detailed program for all design activities (including co-ordination and design development meetings) that allows for all necessary meetings and is in the required format. E Tenderer’s Insurance Details and evidence of proposed levels and terms of insurances. F Miscellaneous Contract Particulars e. g. Date for Completion of Milestones.
DELETE SLIDE AS REQUIRED Tender Documents – DSC Only Schedule Key requirements G Tenderer’s Commercial-in -Confidence Information Specific information the Tenderer wishes to keep confidential, justification for the request and period of confidentiality (see the list of examples of non-confidential and potentially confidential information). H Quality Draft Quality Plan to demonstrate that key issues, appropriate solutions and management strategies will be implemented to achieve the Quality Objectives. I Information Security Describe approach to ensuring security of Confidential Information and complete Questionnaire to demonstrate how Tenderers will comply with certain information security requirements. J Building Code 2016 (if applicable) Sign Declaration of Compliance, provide copies of relevant correspondence with the Department of Employment, amendments to registration of interest and details of compliance (including previous compliance with the National Code of Practice and Implementation Guidelines) K Fee Lodged in a separate, sealed envelope endorsed on the outside with the words specified in the Tender Particulars. A lump sum Fee, including breakdown the lump sum Fee or proposed progress payments for Fee against the milestones (as the case requires), variation rates and prices. L Alternative Proposals Lodged in a separate, sealed envelope endorsed on the outside with the words specified in the Tender Particulars. Demonstration of how the alternative proposal will achieve greater value for money, explanation and supporting evidence, impact on other Tender Schedule information Part 5 - Contract Minimum form and content requirement. Tenderer must accept (without departure, qualification, amendment, limitation or exclusion) the Contract in Part 5 (except to the extent completed and lodged in Tender Schedule M - Alternative Proposals).
Tender Documents Other Tender Conditions • Questions / amendments (TC: 2. 2) • Procedure before and after ATM Close Date and ATM Close Time (TC: 7) • Notification and debrief (TC: 9) • Costs and claims (TC: 10) • Joint bids (TC: 11) • Information security – confidential information and sensitive and classified information (TC: 18 and 19)
Tender Documents Other Special Conditions • [Insert any relevant special conditions stated in the Tender Particulars. If there are no special conditions please delete this slide. ]
Questions? [Insert name of PD] Thank you
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