Information Session Facilities Management Services (T1009) 20 November 2017

Transcription

1 Information Session Facilities Management Services (T1009) 20 November 2017

2 Welcome and Session Overview Loren Tunbridge Procurement Category Specialist Welcome Evacuation Brief Session Overview Evacuation Process Emergency Exits Amenities and Refreshment o Tender objectives, Tender Schedules o Previous presentation 25 September 2017 o Questions and answers to be recorded and uploaded to TenderLink online forum

3 Tender Overview Georgina Gillett Procurement Coordinator

4 Tender Overview Council is very excited to have released to the market what is potentially our biggest tender ever, incorporating 53 individual Facilities Management Services to 400 plus council owned built and natural assets. Service include reactive, emergency, planned and statutory maintenance services for: general trade; building and construction; cleaning; grounds maintenance; waste management; and bespoke services such as swim centre maintenance and vegetation management Facilities, infrastructure and assets vary in size, number, fabric, design, complexity and function and include; Aquatic Centres Arts & Cultural Buildings Cemeteries Child Care Centres Community Halls Commercial Properties Libraries Multi Purpose Buildings Operating Buildings Public Amenities Park Facilities Residential Properties Sporting & Recreational Facilities Surf Life Saving Clubs

5 Tender Objectives Why are we consolidating individual services? Consistent contract terms Supplier consolidation to improve supplier management Cost optimisation and control Promotion of sustainable objectives (social and environmental) Improved asset data reporting to enable better planning Performance based contract model to improve performance outcomes Flexibility to accommodate future asset management and contractor management systems Improved safety management Improved environmental management Improved subcontractor management

6 Tender Objectives What we believe is in it for you: With this tender we aim to give service providers; clearer guidelines on service expectations through defined performance requirements and regular reviews increased security through contract certainty / longer contract durations a level playing field for all contractors through consistent terms in regards to service requirements and safety obligations Support and guidance in how to tender with Council through investment in briefing sessions and tools Fair and transparent panel ranking and engagement processes

7 Tender Award Options Tender Panel Award Options Council will award the services in accordance with the following options that best meets the operational needs and the tenderers capacity: Any decision to award will be based on organisational need and supplier capacity.

8 Performance Based Contract Each Panel has a defined set of Key Performance Indicators which clearly identify what is important for the service KPI s provide clarity to the service provider on what Council values and expects in the service delivery. Each KPI will be measured and can be informally reviewed and discussed between the parties at any time, however these will be formally reported and reviewed annually. KPI performance will influence panel ranking for the year after the reporting period and as such can influence the amount of work a company receives following positive or negative performance. Formal Performance Reviews ensure contractors are clear on how Council has viewed their performance in the period and provides a forum for open discussion between council and its contractors. (no surprises) Feedback from suppliers under other Performance Based Contracts with Council has been extremely positive

9 Social and Sustainable Procurement Council is committed to Sustainable Procurement, and where ever possible council will be considering if the products or services we buy positively impact our community and environment when we make our best value for money assessment. Social Procurement in Cleaning Council has decided to mandate that, where a compliant tender allows, a minimum of 20% of the cleaning services will be delivered by the following: A social enterprise; An enterprise that directly employs, or is willing to employ socially disadvantaged employees to deliver the cleaning services tendered; or An enterprise that will subcontract a minimum of 20% of the cleaning services tendered to a social enterprise. Social Enterprise Definition in the contract of this tender: An organisation whose objective is to deliver public and community benefit by providing meaningful, paid employment opportunities to communities or groups that are subject to greater barriers to the employment market.

10 Prompt Payment Discount What is a prompt payment discount? Council is offering 7 day payment terms from receipt of an accurate and complete invoice (Our standard payment terms are 15 business days) to tenders who elect to offer a % discount on their tendered rates. (Our standard payment terms are 15 business days) How will it work? Tenders have the option to include a discount on their full tendered rates in the tender pricing schedule for each panel and service within the panel. If the tenderer is successful, and they offer a prompt payment discount, where Council is able to pay within the 7 days, the payment will be made on the tender price, less the % discount offered. If for any reason Council is unable to make the payment within the 7 days, the full tendered rate without the % discount will be paid. Do I have to provide a prompt payment discount? No the discount is purely a commercial decision for each tenderer. if there is a benefit to your company in receiving a 7 day prompt payment you may elect to offer a reduction on your standard.

11 Tender Documentation Loren Tunbridge Procurement Category Specialist Overview of Tender Documents o Part A Conditions of Tender o Part B Panel Conditions o Part C Services General Conditions o Part D Specifications + Appendices o Part E Schedules T1009 documents

12 Evaluation Process Loren Tunbridge Procurement Category Specialist Evaluation Phases Phase 1 Phase 2 Phase 3 Phase 4 Gateway Criteria Gateway Criteria Weighted Criteria Weighted Criteria Compliance o Clarification Safety Evaluation Subcontractor Management Schedule Price Compliance Env, Business and Consumer Law Evaluation of Qualitative Components (excluding Price) Evaluation of Price

13 Evaluation Process Loren Tunbridge Procurement Category Specialist Evaluation Teams Evaluation Criteria Evaluation Criteria Category Price Response to Specification Previous Experience Customer Service Management, Staff and Physical Resources Quality Assurance Additional Information and Innovation Industrial Relations TREE, VEGETATION AND PEST MANAGEMENT BUILDING MAINTENANCE SERVICES & CONSTRUCTION WORKS ELECTRICAL SERVICES PLUMBING & IRRIGATION SWIM CENTRE MAINTENANCE BUILDING SYSTEMS / AUTOMATION CLEANING WASTE MANAGEMENT

14 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission o Tender Schedules Part E Schedules o Tender Schedule Instructions Tender Schedule Instructions.pdf o Checklist Handout Will be uploaded to website: lakemac.com.au/city/business/tenders/facilitiesmanagement services tender

15 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission hints

16 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission hints

17 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission hints Tenderer s Declaration

18 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission hints Attachments are referenced and match the file name, for example:

19 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission hints Price Schedule Response to Specification Schedule Previous Experience Complete these schedules for each service tendered Price Schedule submit in MS Excel format Previous Experience Schedule recent and relevant experience

20 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission hints If a general schedule is not applicable (such as Subcontractor Management) or if a portion of a schedule is not applicable please state Not Applicable to N/A on the Schedule Schedule 21 Industrial Relations Cleaning Panel only Schedule 22 Waste Minimisation and Management Practices 2(g) Demolition Service only

21 Tender Schedules Loren Tunbridge Procurement Category Specialist Tender Submission oallow adequate time to upload otenderlink for assistance with uploading oenquiry Cut Off 4pm 12 December 2017 otender Close 2pm 19 December 2017 Questions?

22 Safety Management Casey Penman Safety Management Team Safety Requirements WHS Questionnaire

23 Safety Management

24 Safety Management

25 Safety Management

26 Safety Management

27 Safety Management NOTE: Where a completed example is requested, submitting a template form does NOT meet the evidence requirements. A completed example is where the template form has been filled out and used as intended on a previous job.

28 Safety Management

29 Safety Management

30 Safety Management

31 Safety Management

32 Safety Management

33 Safety Management

34 Safety Management Questions on Safety Management?

35 Ecological Practices Ben Maddox Sustainability Analyst Environmental and Social Compliance Sustainability practices as a supplier Sustainability considerations in specification, products and practices including waste minimisation and management Incident reporting and environmental management for high and low risk categories Questions

36 Tender Timeline Feedback form TenderLink Registration Indicative Timeline Tender Release 21 October 2017 Tender in the Market 8 weeks closing 2pm 19 December 2017 Enquiry Cut Off 4pm 12 December 2017 Evaluation Late December 2017 to mid March 2018 Recommendation Report April 2018 Service Provider Transition to Contract May 2018 Contract commencement May / June 2018

37 Questions