Tender Assessment Checklist - Building and Construction

TENDER ASSESSMENT CHECKLIST BUILDING AND CONSTRUCTION (Version 9 – December 2017)

Title ……………………………………………………………

…………………………………………………………….

Procurement ID No.……………………………

Notes  This checklist may be used as an aid by agencies when building construction tenders are assessed.  Dependent on the agency’s specific requirements, the checklist could accompany the Tender Assessment Panel’s recommendation to the Agency’s Procurement Review Committee as a check against the processes required by Government Policy and the Treasurer’s Instructions in relation to the assessment of tenders.

For each check either “tick” the box to signify compliance or insert “NA” in the box to signify that the check is not applicable.

Actions on Tender Receipt Note: The original copy of any tender should not be written on or defaced but with the exception of the good practice procedure in step 1. The front page of each tender has been dated (with the date of opening), marked with an allocated number (numbering is consecutive with the first tender opened allocated number one) and initialled by 1  each witness attending the opening. If appropriate, the key sections of each tender (eg pricing schedules) have also been initialled or stamped for added security.

2  All documents to be supplied by tenderer have been submitted.

All Tender Forms and Tender Schedule pages are appropriately signed 3  by Tenderer.

The Government Building and Construction Training Policy Compliance 4  Declaration has been submitted and signed.

The Declaration with respect to Licences and Registrations has been 5  submitted and signed.

6 For procurements impacted by Australian Government funding  requirements, the Declaration of Compliance with the Building Code 2016 has been submitted and signed including Attachment A to that

Declaration.

7  Procedures for any late tenders have been followed.

8  Tenderers have acknowledged receipt of all addenda.

9  Tenderers are an acceptable legal entity.

The corporate status of a joint venture and each business entity 10  sponsoring the joint venture has been checked.

Initial Tender Assessment

Mandatory Tender Schedules have been submitted and checked 1 on receipt for compliance eg Government Building and 1  Construction Training Policy Compliance Declaration.

1 Omitted Tender Schedules and other information has been 2  requested and checked for compliance on receipt.

1 Alternative tenders were allowed in tender conditions (if alternative 3  tenders were lodged).

1 All necessary information required by the tender documents has 4  been submitted and is acceptable.

1 Tenderers have provided specified alternative completion times. 5 

1 Reasons for passing over any tender have been documented on file. 6  These were:

 failure to attend mandatory site meeting;

 tender was substantially non conforming;

in addition to lodging an alternative tender, a mandatory  conforming tender was not lodged;

 specified QA requirements not met;

Workplace Health and Safety (WHS) Management System  requirements not met;

 licensing and registration (prequalification) requirements not met;

specified environmental management system requirements not  met;

 tender price too low;

 tenderer has insufficient financial capacity;

 tenderer has insufficient technical capacity;

nature and complexity of work is beyond experience of tenderer;  or

 tenderer is currently overcommitted.

If the lowest conforming tender is priced 10 per cent or more above 1 or below the tender estimate, the estimate has been checked and 7  reconciled with the tender’s price and with that of other tenderers (in accordance with TI 1210(5)(a)).

Significantly high or low priced schedule or rates items and/or lump 1 sum prices, when compared with the tender estimate or other 8  tenderers’ offers, have been examined and are considered acceptable.

The effect on relativity of tenders if actual quantities of high priced 1 schedule of rates items were to exceed the quantity indicated for 9  tender purposes have been examined.

A sensitivity analysis on rate only items, particularly if the rate is high 2 compared with either the value in the pre-tender estimate or that 0  offered by other tenderers, has been conducted to check effect on tender relativity.

2 The tender sum includes provisional sums and/or schedule or rates 1  sums (if these are included in the tender).

2 Tendered alternative completion times meet specified requirements. 2 

2 The reasons for accepting or rejecting alternative tenders have been 3  recorded on file.

The effect on weighted prices has been calculated for all tender 2 evaluation criteria listed in the tender documents which could affect 4  tender relativity.

2 The Guidelines for Tender Evaluation using Weighted Criteria for 5  Building Works and Services has been followed.

2 Extensions and additions of Lump Sums and/or Schedule of Rates in all 6  tenders have been checked and errors recorded.

Tenderer’s qualifications, documentation departures, commercial 2 conditions or comments requiring clarification have been noted for 7  resolution if tenderer is being considered further.

2 Tenders were assessed in accordance with the Conditions of 8  Tendering, to identify the lowest priced conforming tender.

2 If following a review under item 14 the preferred tenderer’s price is 9  10 per cent or more under the estimate:

the preferred tenderer has confirmed in writing that the nature and the value of the contract is fully understood, that the price  properly reflects all of the contractual obligations and that it remains satisfied that the tender price is correct; and

it is considered that the work can be completed without the  preferred tenderer becoming financially distressed.

If negotiations with respect to tenders is to occur, the intent to do so 3 was contained in notice of intended procurement or if not, it is 0  apparent that no tender is obviously most advantageous in terms of the tender evaluation criteria.

Where negotiations have occurred in accordance with item 30 3 above, the elimination of suppliers is carried out in accordance with 1  the evaluation criteria and a common deadline was given for submissions of any new or revised tenders.

Comments included in the preferred tenderer’s tender have been 3 clarified with the tenderer and were then treated as a qualification or 2  clarification.

3 For any qualifications and/or clarifications, whether technical, 3  contractual or commercial:

 the value has been estimated;

if acceptable, the reasons for acceptance have been stated in the  tender submission;

 the effect on relativity of tenders has been determined; and

 the preferred tenderer has withdrawn unacceptable qualifications.

No other tenderer was disadvantaged by removal or acceptance of 3 qualifications or minor change in scope of the works to accommodate 4  the preferred tenderer’s offer.

Note: The changing of tendered rates is not permitted. Tendered prices may only be changed in accordance with the provisions of Check No. 22.

3 Tenderers are appropriately accredited under the Building Act 2016. 5 ¨

3 A financial check on the preferred tenderer indicating satisfactory 6  financial capacity has been obtained.

3 The following aspects of the preferred tenderer’s proposal have 7  been checked and are acceptable:

 construction methods (RFT);

 project environmental managing plan (RFT);

Workplace Health and Safety (WHS) Contractor Management  System Questionnaire; and

 construction program (RFT).

3 The preferred tenderer has met the Department’s requirements for (or in 8  relation to):

Prequalification (where an appropriate prequalification category exists and provided an exemption has not been granted pursuant  to TI 1207);

Check for the tenderer’s name on Treasury’s Approved List of Prequalified Contractors and/or Treasury has been consulted in relation to NPS prequalification levels.

 current commitments;

 technical capacity; and

 management and personnel capacity.

3 A qualified specialist has concurred with the preferred tenderer’s 9  technical tender schedules.

No advice is to be given as to the standing of any tenderer relative to other tenderers or estimated cost of the work.

If it was decided not to accept any tender, the evaluation committee has 40  documented:

 the reasons;

 whether it is intended to call fresh tenders; and

the basis for calling fresh tenders, for example, an amended scope  of work.

Any subsequent correspondence has been retained for attachment to 41  the contract.

42 ¨ The preferred supplier is registered with TasBuild.

The subcontractors, listed in the tender submission or provided by the Tenderer subsequently (in accordance with clause 26 in “Conditions of Tender” of the Crown Solicitor’s pro forma RFT), are prequalified in the 43 ¨ specific work categories, to a value that is at least equal to the value of the subcontract (where an appropriate prequalification category exists and provided an exemption has not been granted pursuant to TI 1207).

If not included on the Tender Form, please obtain from the preferred tenderer the following schedule of subcontractors (and prices) that he will engage on this project if its tender is accepted.

For confirmation of subcontractor prequalification status check the tenderer’s name on the Treasury’s “Approved List of Prequalified Contractors” or telephone Treasury’s Contracts Officer on (03) 6166 4220.

SCHEDULE OF SPECIALIST SUBCONTRACTORS (AS 2124-1992) Annexure Part B Clause 9.2)

Name Sum $ Mechanical Services Electrical Services Fire Services Building Management and Maintenance Building Systems – Monitoring and Control

Tender Evaluation Committee Signature of Chairperson……………………………………… (Print name)…..………………………………………………. Position…..……………………………………..…………….. Date……………………