ADELAIDE VENUE MANAGEMENT CORPORATION Request for Quote (RFQ) for: ACC60 Video Projection Systems Issue Date: 4 th March 2016 Place for lodgement: addressed to; Mr David Watkins Procurement and Supply Chain Manager Adelaide Venue Management Corporation PO Box 2669 Adelaide SA 5001 tenders@avmc.com.au The Response (Part C) must be completed and submitted in the format specified Document Structure Part A Invitation to Bid documentation Part B Requirements and Specification Part C Response Schedules 1
PART A REQUEST FOR QUOTE (RFQ) 1. INVITATION You are invited to quote for the Supply of Video Projection Systems to the Adelaide Venue Management Corporation (AVMC) ( Principal ) in accordance with the Instructions. 2. DOCUMENT STRUCTURE This Invitation to Quote ( Invitation ) consists of three parts including the schedules: Part A Invitation This part contains: Invitation - a brief background and general information concerning the invitation to quote process ( the process ). Bid Rules Part B Requirements and Specification This part contains: All relevant details including brief, integration, performance requirements and system items. Part C Response and Contract Schedules This part is the response documents that have been identified on the front cover. It is a mandatory requirement of participation that all required response documents are completed. The response templates are attached to this invitation document Checklist Company Details Insurance Prices and Billing Quality and Environmental Statements Pricing Declaration 3. BACKGROUND This procurement process is for the supply only of various Types and Styles of Video Projection Systems as listed to operate within the venue set up in its numerous modes of operation into the soon to be completed Convention Centre East Building. The East Building is currently under construction, with anticipated event ready date of 31 July 2017. RFQ ACC60 Video Projection Systems RFQ 2
4. CONTACT PERSON The only person authorised by the Principal to communicate with you is the Contact Person. Therefore, you cannot rely on communications with any other person. Any communication with the Contact Person should be in writing and addressed to the Contact Person. The Contact Person is; David Watkins Procurement and Supply Chain Manager tenders@avmc.com.au Please nominate the contact person for your response in the response Schedule. 5. FORMAT, CONTENT AND SUBMISSION OF BIDS You are requested to prepare your submission and By email only to the Contact Person. 6. CLARIFICATION If there are parts of the document you do not understand, you should contact the nominated Contact Person detailed in the bid document prior to the last queries date. The Last Queries Date is 5 th April 2016. 7. SUBMISSION The Response Closing Time is 8 th April 2016 Where a response is received, each response to an RFQ will be regarded as full and complete. 8. EVALUATION PROCESS Respondents will be evaluated for full compliance with any mandatory requirements identified in the Statement of Requirement and/or Specifications: Respondents are reminded that any requirements identified as mandatory are considered to be of fundamental importance to the satisfactory delivery of the goods and/or service, and a fully compliant response is required. 8.1. Evaluation Criteria Submissions will be evaluated against the following general criteria: Overall level of compliance with the Requirements and/or Specifications. Tenderers shall provide supporting information to enable these criteria to be assessed, by completing every section of the tender response. A value-for-money determination. 9. PRICING SCHEDULE All pricing is to be included in Schedule 6 to Part C Response Schedules 10. ETHICAL PRACTICES CLAUSE (CODE OF CONDUCT) 10.1 In this Clause Public Sector Employee has the meaning given in the Public Sector Act 2009. RFQ ACC60 Video Projection Systems RFQ 3
10.2 The Contractor agrees to conduct itself in a manner that does not invite, directly or indirectly, the Principal s officers, employees or agents or any public sector employee to behave unethically, to prefer private interests over the Principal s interests or to otherwise contravene the Code of Ethics for the South Australian Public Sector. If the Contractor fails to comply with this requirement, the Principal may terminate this Agreement, refuse further payment, and (at its discretion) return unused goods. 10.3 If the arrangements related to this Agreement include the intentional promise or delivery of any goods or benefits (whether to the Principal or any of its officers, employees or agents or any public sector employee) not specified in the Agreement and the Principal is reasonably satisfied that promise or delivery is not the result of a genuine mistake, then the Principal may terminate this Agreement, recover all monies paid under this Agreement, refuse further payment, and (at its discretion) return unused goods. 10.4 Nothing in this clause derogates from the Principal s rights under this Agreement. 11. Employment Contribution Test All respondents must complete and include in their response the Employment Contribution Test for their respective organisation. Failure to complete and submit the test may render the submission inadmissible. RFQ ACC60 Video Projection Systems RFQ 4
PART B REQUIREMENTS AND SPECIFICATION 1. INTRODUCTION The Convention Centre East Building will provide a Plenary Hall with a variable capacity of up to 3,500 people. This will also be divisible into 4 separate event spaces this requires a truly flexible system to accommodate all event requirements moving forward. This process is for the supply only of various Types and Styles of Video Projection Systems as listed to operate within the venue set up in its numerous modes of operation into the soon to be completed Convention Centre East Building. 2. SCOPE OF REQUEST The scope of requirements includes: Performance Requirements: As per specification attached covering, Video Projector Type V1 Video Projector Type V2 Video Projector Type V3 Video Projector Type V4 2.2 ADDITIONAL INFORMATION REQUIRED Responses to these questions should be contained in Schedule 5 to Part C Response Schedules RFQ ACC60 Video Projection Systems RFQ 5
PART C RESPONSE SCHEDULE RETURNABLE SCHEDULES Schedule 1: TENDER RESPONSE CHECKLIST Please complete the checklist below. Tick YES if completed. Tick NO if not fully completed. For each NO, please provide comments. Please note, these schedules will be provided as an editable word document for use in your submission. Schedule Yes No Comment Invitation, Statement of Requirements and Specifications understood Agreement to Invitation Process Rules Company Details Schedule 2 Insurance Details Schedule 3 Quality & Environmental Systems Schedule 4 Additional Information Responses Schedule 5 Pricing Schedule 6 SLA Schedule 7 Declaration Schedule 8 Bid complies with Statement of Requirements Specifications RFQ ACC60 Video Projection Systems RFQ 6
Identified Standards RFQ ACC60 Video Projection Systems RFQ 7
Schedule 2: COMPANY DETAILS Subject Details Business Name ABN Business Address (Sales and Service) Postal Address Contact Person Name Phone Mobile Email Business Size (Annual Turnover) Please state the current number of full time equivalent staff Business Ownership Structure List of Referees Company Name, POC & Phone Number for each 1. 2. (Comparable contract size) 3. RFQ ACC60 Video Projection Systems RFQ 8
Schedule 3: INSURANCE DETAILS Insurance Detail Certificate Attached Public Liability Minimum $10M Yes / No Work cover/ Sickness, Accident Yes / No Other(s) Yes / No RFQ ACC60 Video Projection Systems RFQ 9
Schedule 4: QUALITY & ENVIROMENTAL SYSTEMS Subject Is your company approved to a Quality Assurance System? Details If yes, to which standard are you accredited? If your response to any of the questions contained in the table above is Yes please attached copies of the supporting document RFQ ACC60 Video Projection Systems RFQ 10
Schedule 5: ADDITIONAL INFORMATION RESPONSES N/A RFQ ACC60 Video Projection Systems RFQ 11
Schedule 6: PRICING Pricing should be contained within your response and marked as Schedule 6. Pricing should be all inclusive and include the following in separate tables marked as listed below for each of these categories. 6.1 Pricing per unit ex GST 6.2 Pricing per unit inclusive GST 6.3 Pricing for delivery 6.4 Pricing for Installation 6.5 Pricing for product training and ongoing support. RFQ ACC60 Video Projection Systems RFQ 12
Schedule 7: SERVICE LEVEL AGREEMENT To be agreed at time of quotation. RFQ ACC60 Video Projection Systems RFQ 13
Schedule 8: DECLARATION DECLARATION IN RELATION TO UNLAWFUL COLLUSION Re: Supply of Event Signal Distribution & Communication Systems I, of. Do hereby declare as follows; 1. I hold the position of within... and that I am authorised to provide this declaration on its behalf. 2. I confirm that the tender submitted by this tenderer is independent and that there has not been any unlawful collusion with any other tenderer or party in connection with this tender process. This clause does not apply to any formal joint venture contractual arrangement entered into between the tenderer and any other person(s), the details of which have been provided to the AVMC as part of the tender submitted by the tenderer. 3. I confirm that the total value of the goods and/or services to be provided by sub-contractors, to the extent known at the time of making this declaration is $... 4. (where the value exceeds $1,000,000 GST incl or 25% of the total value of the tender) Attached hereto is a complete list of all sub-contractors, the value, and the nature of work to be provided under each sub-contract, to the extent known at the time of making this declaration. 5. I understand that if any part of this declaration is found to be false, the AVMC reserves the right (regardless of any subsequent dealings) to; Terminate negotiations with the tenderer; Terminate consideration of the tenderers bid; and Terminate any contract between the tenderer and the AVMC in relation to the project without any obligation on the AVMC to make any payment to the tenderer. Signature: Date: RFQ ACC60 Video Projection Systems RFQ 14
SOUTH AUSTRALIAN INDUSTRY PARTICIPATION POLICY EMPLOYMENT CONTRIBUTION TEST This Employment Contribution Test is designed for contracts of from $22,000 up to $4 million in South Australia inclusive of GST. The Employment Contribution Test will be used to determine the winner when there are two or more bids that meet the needs of Government and they represent good value; the test is used to determine the winner (i.e. the more local jobs associated with the tender the more likely the bid is to be successful). For contracts between $220,000 and $4 million a minimum 15% weighting will apply to contract evaluations that use a weighted award criteria Successful respondents may be required to provide a report at the conclusion of the contract on Employment outcomes. The Office of the Industry Advocate is available to assist with completing this test. Please phone (08) 8226 8956 or email: DPCOIAIndustryParticipationPlans@dpc.sa.gov.au. RFQ ACC60 Video Projection Systems RFQ 15
Employment Contribution Test Tender Title Business Name Representative Telephone Email What is your physical presence in South Australia? Head Office Branch Office Warehouse Other (please specify (you can tick more than one) Location of physical presence Number of FTE Employees Question Total How much in South Australia Excludes Fly-in/Fly-out labour Percentage of hours performed in South Australia How many hours of labour will be used to perform this contract from within your business? How many hours of Sub-contracted labour will be used to perform this contract? Total.hrs.hrs.%..hrs.hrs.%.hrs.hrs.% Signoff Representative Name:... Position: Signature:. Date:.. RFQ ACC60 Video Projection Systems RFQ 16