Tender Document and Specification for Council Property Assorted Painting and Decorating between Parks and Recreation and Contractor CONTRACT 2014-02 March 2014
CONTENTS Instruction to Tenderers... 3 Foreword to Tenderers... 4 Schedule of Information Required from Tenderers... 5 Form of Tender... 6 Schedule of Prices... 7 Second Schedule... 8 General Conditions... 9-2-
Instruction to Tenderers 1. Tender Procedure Tenders will close at the Gore District Council, 29 Civic Avenue, Gore at 4pm on Friday 14 February 2014. Tenders should be addressed to the Parks and Recreation Manager, Gore District Council, PO Box 8, 29 Civic Avenue, Gore and marked Tender for Painting and Decorating Work. Should tenderers have any questions in relation to the tender documents, they are to be conveyed to the Parks and Recreation Manager in writing or by phone. 1.1 Tender Evaluation Criteria Tenders will be evaluated using information supplied by the tenderer. This means that the lowest tender will not necessarily be accepted. 1.2 Inspection of Work It will be the tenderers responsibility to make themselves fully conversant with the extent and location of works. The Parks and Recreation Manager can arrange a meeting for inspection. Contact details for service: Ian Soper Parks and Recreation Manager 29 Civic Avenue Gore 9710 Phone: 03 209 0349 E-mail: isoper@goredc.govt.nz -3-
Foreword to Tenderers The Council owns a number of different buildings and structures that require from time to time general maintenance including painting works. The Council does not have the skills in-house to undertake this particular work so is putting it out to open tender. Relevant Experience The tenderer shall provide information to indicate previous experience in satisfactorily carrying out work similar to that described in the specification. Evidence of relevant experience shall include reference to knowledge of local conditions as well as the broad and specific technical requirements of the work. Technical Skills The tenderer shall nominate the key management and supervisory personnel responsible for the execution of the contract work and shall supply a summary of their individual technical skills and experience. Management Skills The tenderer shall describe the availability of people and systems appropriate to the successful management of the contract. Extent of Services The tenderer shall describe the extent of service trades offered. Health and Safety in Employment Act The tenderer must demonstrate an understanding of the Health and Safety in Employment Act 1992 (HASE). This may include examples of their Health and Safety Policy, or hazard register, or safety plans. Any tender which does not comply with all the conditions as set out in these documents may be liable to rejection. In the event of the tenders being in excess of the budgeted amount the Council reserves the right to negotiate with the selected tenderer by amending the specifications. The contractor shall be an approved contractor under the Gore District Council s Health and Safety plan, prior to work commencing. -4-
Schedule of Information Required from Tenderers Gore District Council Council Property Assorted Painting and Decorating 2014-02. Tenderers name 1. Address for service of notices to contractor if different from form of tender 2. Name(s) of insurance company providing contractor s all risks and public liability insurance and any other contractor s insurance required by the contract 3. Information as listed in the competitive pricing procedure (non-priced). Relevant experience, track record, technical skills, communication, facilities, extent of services, health and safety in employment, tools and materials normally carried, management skills. -5-
Form of Tender GORE DISTRICT COUNCIL FORM OF TENDER Contract No: 2014-02 To Parks and Recreation Manager Gore District Council PO Box 8 GORE 9740 Dear Sir Having examined the drawings, general and special conditions of contract, specification and schedule for the above contract, we offer to construct, complete and maintain the whole of the works in conformity with the drawings, conditions of contract, specification and schedules, for the sum of (excluding GST): ($ ) or such other sum as may be ascertained in accordance with the said conditions. We undertake to complete and deliver the whole of the work comprised in the contract, not later than (to be prior to 30 May 2014) If our tender is accepted, we will if required, provide two good and sufficient sureties, or obtain the guarantee of a bank or insurance company to be jointly and severally bound with us in a sum equal to ten percent (10%) of the contract price for the due performance of the contract under the terms of a bond in the form annexed to the general conditions of contract. Unless and until, a formal agreement is prepared and executed, this tender, together with your written acceptance thereof, shall constitute a binding agreement between us. We understand that the Council is not bound to accept the lowest or any tender. Yours faithfully Signature, for Address Date -6-
Schedule of Prices Site/Area Description Work Required Area m2 Price Mataura pool foyer/offices Interior foyer, staff room and office floors paint surface Paint with paving paint and grit 29.7 $ Henderson Park toilets Henderson Park toilets Mataura community hall Dolamore Park house and Education Centre Dolamore Park house and Education Centre Dolamore Park middle toilets Charlton Park Cemetery Building and small shed Exterior concrete block walls, barge, fascias and gables painted surface Interior concrete walls painted surface Four sets of exterior window frames on Senior Citizen rooms NW corner Exterior window frames and north barge/fascia Internal window frames and doors painted surface Floors Interior office doors architraves and skirting s in interior office and smoko room. Staff toilet all painted surfaces Art gallery Timber window frames west side. Re-putty prior to painting as required Paint 48 $ Paint 79.1 $ Paint $ Paint repairs on barges and window frames in poor condition Paint and repair beadings on west windows Coat floor with terrazite or similar 22 $ Paint 148.3 $ Paint $ Subtotal $ Plus GST $ Total sum inclusive of GST $ $ $ Tenders open 31 January 2014 Tenders close 4 pm Friday 14 February 2014-7-
Second Schedule Contract Agreement Gore District Council Contract 2014-02 Council Property Assorted Painting and Decorating This agreement is made on Between And ( the contractor ) ( the principal ) It is agreed as follows: 1. The contractor shall construct, complete, deliver and remedy defects in the works and things described in the contract documents. 2. The principal shall pay the contractor the sum of $. or such greater or less sum as shall become payable under the contract documents together with goods and services tax at the times and in the manner provided in the contract documents. 3. Each party shall carry out and fulfil all other obligations imposed on that party by the contract documents. 4. The contract documents are this contract agreement and the following which form part of this agreement: a) The conditions of tendering b) Notices to tenderers (give details with dates) c) The contractor s tender d) The notification of acceptance of tender e) The special conditions of contract f) The specification -8-
General Conditions 1. Possession of Site On completion of all pre-requisites required by this contract the contractor is granted possession of each site from the time of the instruction to commence work to the time when the work ceases. 2. Administration of Contract Work will be authorised by means of a works order issued under the authority of the Gore District Council, Parks and Recreation Manager. 3. Payment For Work A claim for work completed may be made by the service provider and is to be in the form of a GST tax invoice and is to show the following information: 1. requirements of a GST tax invoice 2. order number 3. the date the work was carried out at each location and for each location. The payment claim (and invoices) are to be addressed to the Gore District Council, PO Box 8, Gore at intervals of not less than a one month period. 4. Method of Measurement of Payment Payment will be measured on a lump sum basis upon satisfactory completion according to this specification, and on a monthly basis per item completed. 5. Maintaining Service The contractor (service provider) is to maintain during the period of the contract the level and quality of service offered in the contract documents. Where necessary, specialised sub-contractors shall be employed by the contractor to ensure competent completion of sections of the works. All replacement materials shall be new and of best quality and shall be installed in accordance with good trade practice. To the best of his ability the contractor shall supply replacement components to match existing detail. Repair work shall be performed in a tradesman like manner. -9-
6. Responsibility Of Contract a) At no time during the continuance of the contract shall the principal or it s representative, servant or agent act or be deemed to act in any manner whatsoever for or on behalf of the contractor or so as to relieve or release the contractor in any way from his contract responsibilities. b) No inspection or interim approval of the works or any part thereof made or given by the Parks and Recreation Manager, his representative, servant or agent, during the execution of works and prior to the final acceptance of the works at the end of the maintenance period, in accordance with the terms hereof shall relieve or release the contractor in any way, from his responsibility mentioned in (a) above. c) The contractor s attention is drawn to his statutory obligations pursuant to the Health and Safety in Employment Act 1992 (HASE). No cost additional to the contract price shall accrue on account of the contractors obligations under the Act and the contractor shall indemnify the principal against costs arising from any failure of the contractor to meet his obligations. The contractor shall be the person in control of the work for the purposes of the Act. 7. Default of Contractor in Performance of Service Response time, quality of workmanship and services is of essence to the performance of contract. Failure by the contractor on two occasions to attain or maintain the service levels as listed in the contract documents shall constitute failure to meet the performance criteria. 8.0 Health and Safety in Employment Act 1992 8.1 Compliance The contractor shall ensure that the conditions of the Health & Safety in Employment Act 1992 (HASE), are strictly complied with. The contractor will also comply with any requests from the staff of the engineer or principal that are made in accordance with engineers or principals responsibilities with respect to the HASE Act 1992. 8.2 Notification The contractor shall notify the Parks and Recreation Manager as soon as practicable in the case of an accident on site resulting in personal harm. Details of the incident shall be forwarded to the engineer in writing no later than 48 hours following a personal injury accident. -10-
8.3 Hazards The principal declared to the contractor the following specific hazards relating to the sites. 1. Services (electrical and water) that exist on sites buried and in some cases on the site of buildings near guttering. 2. Work adjacent to existing occupied buildings. 3. Variable ground condition and around buildings. The contractor needs to access all ground conditions before using ladders. 4. Brittle roofing. 8.4 General Hazards in Building Vicinities The following are general hazards for all physical works undertaken within Council property. The presence of discarded litter and debris. Uneven and sloping terrain. The movement of motor vehicles and/or near any work site. The presence of dogs, bees and wasps. Adverse and quickly changing weather conditions. 8.5 Nature of Emergency Services Contract Hazards Each and every situation and site that the contractor is instructed to attend may have hazards present by the nature of damage or malfunction. The contractor shall as his first duty at the place of each separable portion of the contract (each contract instruction, ie appendix II) identify and assess the hazards present. The contractor shall ensure that all his employees and all sub-contractors are instructed and conversant with the safety plant and with the nature of emergency service hazards. 8.6 Public Safety The contractor shall protect members of the public and third parties from site hazards and use barriers where necessary to separate the public work areas. The contractor shall take notice that many of the sites are in places where young persons and persons with disabilities frequent. -11-
8.7 Remedy Failure of the contractor to comply with the requirements of the Health and Safety in Employment Act shall be a breach of contract. The principal reserves the right to stop work on the contract in the case where he believes there has been a failure by the contractor to comply with the Health and Safety in Employment Act. 8.8 Buildings Included in Contract Item Site Description Work required 1 Mataura pool Interior foyer, staff room and office floors paint surface 2 Henderson Park toilets Exterior concrete block walls, barge, fascias and gables painted surface 3 Henderson Park toilets Interior concrete walls painted surface Paint with paving paint and grit Estimated Area m2 29.7 Paint 48 Paint 79.1 4 Mataura community hall Four sets of exterior window frames on Senior Citizen rooms NW corner 5 Dolamore Park house and Education Centre 6 Dolamore Park house and Education Centre 7 Dolamore Park middle toilets 8 Charlton Park Cemetery building and small shed Exterior window frames and north barge/fascia Internal window frames and doors painted surface Floors Interior office. Doors architraves and skirtings in interior office and smoko room. Staff toilet All painted surfaces 9 Art gallery Timber window frames west side. Re-putty prior to painting as required Paint Paint repairs on barges and window frames in poor condition Paint and repair beadings on west windows Coat floor with 22 terrazite or similar Paint 148.3 Paint 8.9 Quality of Workmanship All work is to be carried out as per best trade and accepted working practices, in line with the current Standards New Zealand, Painting and Decorating Best Practice guidelines. 8.10 Paint Brand A top quality fade resistant paint should be used. The exterior colour scheme is Scoria for roofs and Stonehenge for walls. All other paint colour to be confirmed upon consultation with the Parks and Recreation Manager, prior to work commencing. -12-