REQUEST FOR TENDER
CONSULTANCY SERVICES
Tender number 1378
For Ashmore Public Infrastructure Concept Design
The Council of the City of Sydney Town Hall House 456 Kent Street SYDNEY NSW 2000
© Copyright 2006 The Council of the City of Sydney All rights reserved. No part of this work shall be reproduced, translated, modified, reduced, transmitted or stored in any form or by any means without prior permission of the Council of the City of Sydney.
Page (1)
TABLE OF CONTENTS
Volume 1 Tender Conditions & Forms
Section 1 Key Conditions of Tender
Section 2 Consultancy Scope and Schedule of services
Section 3 Performance Review
Section 4 Standard Conditions of Tender
Section 5 Tender Schedules
Volume 2 General Conditions of Contract
Page (2) VOLUME 1 SECTION 1 KEY CONDITIONS OF TENDER
Name of Tender Ashmore Public Infrastructure Concept Design
Tender Number 1378
Closing Date 3rd December 2013
Closing Time 11:00am
Contact Person Contract enquiries should be directed to the Tendering Officer only. Enquiries may be submitted by either: (i) the online forum accessed at www.tenderlink.com/cityofsydney Or alternatively, (ii) by e-mail to the Council’s Tendering Officer as follows:
Michael Lowe Tel: 02 9265 9057 Email: [email protected] Lodging a Tender Completed submissions should be lodged electronically in the Electronic Tender Box at www.tenderlink.com/cityofsydney by the closing time on the closing date nominated. Tenderers should ensure they allow sufficient time to upload their submission in full to the Etendering portal. Respondents will receive a successful submission request that is timed and dated upon completion.
Alternatively Tenders can also be lodged with Council by the closing date and closing time and in accordance with the standard conditions of tender at the following address or fax (refer to volume 1, section 3, condition 5):
Tender Box Town Hall House Level 1 456 Kent Street SYDNEY NSW 2000 Fax: 02 9265 9697
If lodging to the Tender Box City of Sydney requests, one original and three hardcopies of the tender and attachments, signed as required must be submitted. The front page of each copy (including all supporting information) must be endorsed by the tenderer as a true copy. The Tender box is accessible between the hours of 8am and 6pm, Monday to Friday. Tender Documents The documents that comprise the request for tender include:
Volume 1: Section 1 Key Conditions of Tender Section 2 Project scope and schedule of services Section 3 Performance Review Section 4 Standard Conditions of Tender Section 5 Tender Schedules
Key Conditions of Tender Page (3) Volume 2: General Conditions of Contract
General Conditions of The general conditions of contract for this tender will consist of Contract City of Sydney Standard Consultancy agreement
Key Conditions of Tender Page (4) VOLUME 1 SECTION 2 PROJECT SCOPE
1 INTRODUCTION
The Ashmore Precinct is located in Erskineville and is bounded by Ashmore Street, Mitchell Road, Coulson Street and the Bankstown rail line. The site is the largest industrial estate identified for urban renewal outside of the Green Square Urban Renewal Area.
The precinct requires significant new public infrastructure to support future redevelopment from light industrial to mixed uses, including streets and open spaces, drainage networks and stormwater infrastructure.
The City of Sydney Council (Council) has investigated the development potential of the Ashmore precinct and prepared a Development Control Plan which has been exhibited in September 2013. In order to co-ordinate delivery of this public infrastructure across multiple landholdings, a concept design is required for the roads, open spaces and stormwater drainage networks.
Council is now seeking the service of an experienced design consultant team to provide Council with a complete concept design across the precinct for drainage, services, civil and public domain design. The project will span a number of sites held in different ownership. This project will ensure that integrated delivery of this essential infrastructure can be achieved during the likely staged development of the precinct. The design will guide future developments and any necessary City works to ensure appropriate delivery of the planned public domain, services and drainage network.
The key objective of this project is the preparation of recommended stormwater drainage, services and public domain concept design. It will provide Council with concept plans detailing stormwater drainage systems, road design and a coordinated landscape concept for the precinct. The project will also coordinate concept designs for all precinct services.
The project will consider the surrounding road and drainage networks with which the precinct infrastructure will need to integrate. The design is to build on the modelling undertaken to date as part of the broader Alexandra Canal Catchment Flood Study, August 2011. The successful consultant will need to develop the flood mitigation strategies developed under the Alexandra Canal Catchment Floodplain Risk Management Study and Plan. This is to ensure that the design for the Ashmore Precinct supports the overall flood mitigation strategy for the area. A suitable drainage model which is compatible with Council’s SOBEK models, such as DRAINS, will be also be required for the design of the new stormwater drainage.
The project requires a high level of integration of engineering design and urban public domain design. The successful consultant is required to engage and coordinate all sub-consultants as necessary and act as head consultant.
2 BACKGROUND
The Ashmore Estate is made up of 45 lots ranging in size from around 80m2 to around 54,000m2. It has a total site area of around 17.4 hectares. It is characterised by large scale industrial buildings on large landholdings and includes a number of owner-occupied strata industrial units. It also includes a number residential apartment developments. Approximately 14 hectares of the site remain as light industrial with redevelopment potential. The precinct has a limited number of existing roads and footpaths.
Key Conditions of Tender Page (5)
Figure 1: Location of the Ashmore Precinct
The precinct is relatively level, however the topography slopes gently downwards across the precinct towards the south-eastern corner at the Huntley Street/Coulson Street/Mitchell Road intersection. The area also has a prominent man-made change in levels resulting from recent redevelopment along Nassau Lane.
Some parts of the Ashmore precinct are liable to significant flooding, particularly the low point near the intersection listed above. The major overland flowpaths of the surrounding catchments are through the precinct and there are issues associated with high velocities of stormwater entering the precinct from the southern ends of Ashmore Street, Fox Avenue and Bridge Street, due to funnelling of water by existing built form, and east from the railway along Macdonald Street.
The precinct also contains a desalination water pumping station and Sydney Water trunk mains.
The Alexandra Canal Catchment Flood Study, September 2013 details the flooding depths, velocities and hazard levels for the area. In addition site specific flood assessments were carried out to develop the planning controls for the Ashmore Precinct (see references).
A site-specific Development Control Plan known as South Sydney Development Control Plan 1997: Urban Design – Part G: Special Precinct No.7 – Ashmore Precinct (the Ashmore DCP) has been in operation since August 2006.
The planning controls in the Ashmore DCP were reviewed as part of City Plan LEP and DCP. With regard to public infrastructure, the revised planning controls propose a rationalisation of the street network and an increase in the quantum of public open space.
Whilst the proposed controls yet adopted by Council, the public domain network is considered robust. This presents an opportunity to undertake the concept design of the public infrastructure before it is required, to assist the development application process, and any related voluntary planning agreements, once the controls are adopted.
Key Conditions of Tender Page (6) The proposed road and public domain concept design will reflect road widths, configuration and hierarchy, public open space dimensions, pedestrian through-site links and setbacks detailed in the draft DCP. A key feature in the precinct is to be a north-south ‘green link’ (Kooka Walk) which will provide access for pedestrians and cyclists including some limited shared ways. This 20m-wide link will also operate as an overland flowpath. The successful tenderer will be required to consider the configuration and hierarchy of this green link and its hydraulic performance, during and post stormwater events.
Social sustainability and draft public domain strategies have been completed to inform the nature of and requirements for the public domain to be delivered.
There is significant redevelopment interest from landowners in the precinct. The City has recently approved a development application by one major landowner, Leighton Properties at Unit 36, 1a Coulson Street, Erskineville and has held pre-DA discussions with another landowner at Unit 35, 1a Coulson Street, both in the north western corner of the precinct.
Figure 2: Illustrative Master Plan
Key Conditions of Tender Page (7)
Figure 3: Proposed street and open space names
3 PROJECT SCOPE
3.1 Objectives The objectives of the project are: (a) To develop an integrated concept design with supporting documentation for roads, landscape corridors, cycle ways, drainage, utility services and public domain in the Ashmore precinct; (b) To ensure that the concept design, staging strategy and temporary works is effective in mitigating flooding and drainage impacts within the precinct, upstream and downstream, with a staged delivery to allow for future capacity for upstream flood mitigation; (c) To provide for appropriate community and landowner consultation to ensure that stakeholder input is represented by the adopted concept design; (d) To enable the staged delivery of the public domain and services network across multiple landholdings as works in kind where possible.
3.2 Considerations The consultant shall carry out investigations and prepare designs having regard to the following: (a) Public domain layout developed for the City Plan, including roads, cycle ways parks and open spaces (Figure 3); (b) Land ownership, easements and potential staging of redevelopment; (c) Anticipated development in terms of land use, total floor space and populations; (d) The expected staging of development which is likely to be split east and west of the strata titled buildings bisecting the site;
Key Conditions of Tender Page (8) (e) The Alexandra Canal Catchment Floodplain Risk Management Study and Plan which identifies possible drainage improvements in the Alexandra Canal catchment, particularly the need for Ashmore to play a role in providing long term drainage/flood improvement for the areas upstream; (f) Providing design solutions for the stormwater and flood management for Ashmore Precinct that enables long term staged option/s for the delivery of a flood mitigation system that provides improvements for the local catchment; (g) Ensuring the strategy and design for stormwater and flood management achieves no adverse impacts upstream or downstream of the site in all stages of delivery; (h) Approved and lodged development applications impacting the design of public infrastructure (e.g. alignments, levels, drainage connections etc.); (i) RMS requirements for proposed Shared Ways and arterial road connections; (j) Any relevant recommendations from the Ashmore Traffic and Parking Study 2012 and supplementary advice by Aecom; (k) The draft Ashmore Precinct Public Domain Strategy; (l) The Ashmore Social Sustainability Study; (m) Traffic/pedestrian movement volumes and turning requirements, street hierarchies, land uses and key locations of pedestrian activity and movement, and desired levels of amenity in the public domain; (n) Equal Access to all facilities and accessible gradients to all streets, pathways, shareways and through site links; (o) Existing and proposed overland flowpaths in the surrounding area and within the precinct; (p) Best practise Environmentally Sustainable Design (ESD)- including provisions for Water Sensitive Urban Design, permeable surfaces, materials life cycle and embodied energy, energy efficiency, renewable/recycle materials and plant selections that are robust and appropriate for the site and uses; (q) Retention of significant trees; (r) Existing service locations and utility authority requirements during staged development; (s) Relevant City codes, policies and strategies; (t) Hydraulic modelling requirements (noted below).
3.3 Hydraulic Modelling
The City of Sydney possesses a hydrologic/hydraulic model of the Alexandra Canal catchment developed using SOBEK. This model utilises the direct rainfall method on a 4m grid of the entire Alexandra Canal catchment. Further details regarding this model can be obtained from the Alexandra Canal Catchment Flood Study, September 2013.
It is preferred that the existing SOBEK model be refined for use in the current commission. This refinement shall include, but not be limited to, the use of a 2m child grid within the Ashmore Precinct.
Submissions that propose to develop a separate hydrologic/hydraulic model of the Ashmore Precinct utilising the TUFlow modelling software will also be acceptable. Such a model would be required to: (a) utilise a 2m model grid. (b) be calibrated to reproduce the results from the Alexandra Canal Catchment Flood Study SOBEK model. (c) source boundary conditions from the Alexandra Canal Catchment Flood Study SOBEK model
Key Conditions of Tender Page (9) The DRAINS modelling software should be used to confirm the hydraulic performance of the drainage concept design in Stage 2B.
3.4 Stages (Note: contract may be terminated at any stage)
Stage 1 – Information Review, Investigations and Survey (a) Confirm project plan, program and meetings schedule with Client; (b) Review existing precinct studies, plans and strategies and relevant codes of practice, design guidelines and development controls. (c) Review the precinct survey and undertake site inspection to identify constraints and opportunities, including existing levels, developed sites underground services, and significant landscape features; (d) Review Sydney Water works-as-executed drainage drawings and check against existing information; (e) Review existing approvals, applications and proposed applications, if applicable. (f) Identify supplementary detailed survey as required for concept design (including drainage and services) including requirements external to the precinct; (g) Carry out CCTV inspection and additional survey if required of stormwater pipe network to confirm connections and any confirm pipe dimensions (particularly along Kooka Walk and connection between Macdonald Street and Kooka Walk) and external to the precinct if required; (h) Confirm modelling and drainage design parameters, stormwater quality criteria, assumptions and external conditions with the client; (i) Review existing drainage model in SOBEK; (j) Undertake utility authority searches and initiate design approval processes including RMS consultation to obtain design requirements; (k) Initiate sub-consultant input for concept design; (l) Confirm findings and issues identified in Stage 1 and confirm status of project plan activities and program with the Client.
Stage 2A– Drainage Analysis (a) Model the proposed Ashmore Precinct layout for the PMF, 1% AEP, 5% AEP and 20% AEP critical duration events using the Alexandra Canal Catchment Flood Study model. Further amend the base model if required following Stage 1. (b) Assess performance of the existing/proposed drainage network to inform development of drainage options including: a. The functional volume and effectiveness of the proposed McPherson Park basin;
b. Identify the constraints of the existing system, namely inlet capacity or pipe capacity restrictions, and identify any unused capacity available;
c. Pipe capacity at Ashmore Street and of culverts in Kooka Walk alignment, specifically the viability of a drainage connection between the two trunk lines; and
(c) Undertake further survey or investigations to ground proof concept design as required; (d) Review options provided by the Client for constraints and opportunities, including staging, land acquisition, conflicts with services; (e) Identify preferred options with the Client for modelling; (f) Model preferred options (2) for Ashmore in Alexandra Canal Catchment model for 1% AEP, 5% AEP and 20% AEP events in staged construction scenario (ie first for works servicing Ashmore only then with long term flood management system for catchment connected up);
Key Conditions of Tender Page (10) (g) Provide flood planning levels report for each proposed site within the precinct, consistent with Council’s Interim Floodplain Management Policy, for review and approval by Client. (h) Prepare comparative cost estimates for option assessment if required; (i) Confirm preferred option for drainage design with the Client before proceeding to the next stage. (Hold Point)
Stage 2B – Concept Design (j) Develop concept utilities, local and trunk drainage and sewer design (plan and long sections and detention basin/s) to service new and existing development, with consideration of staging requirements and temporary works; (k) Model and confirm drainage design performance; (l) Complete Quantity Surveyor estimate of construction costs within Ashmore and connecting to trunk drainage in Coulson Street to assumptions agreed with the Client; (m) Present preferred drainage and utilities concept design to the client; (n) Integrate design with existing and proposed developments in the precinct including consideration of existing and proposed levels at site boundaries; and (o) Confirm status of project plan activities and program with the Client.
Stage 2C – Public Domain Concepts and Civil Design Development (a) Confirm understanding of draft Public Domain Strategy as the basis for public domain concept design and confirm supplementary studies to support design development including amendments to the draft strategy if required; (b) Confirm public domain impacts such as detention requirements and WSUD in the light of concept drainage design and modelling; (c) Develop concept design for public domain and complete supplementary studies required to guide design development; (d) Present design principles and initial concepts to the client; (e) Integrate design with existing and proposed developments in the precinct including consideration of existing and proposed levels at site boundaries; (f) Integrate traffic, WSUD, lighting, way finding/signage and other specialist design advice into concept design to ensure performance requirements are met including at external road intersections; (g) Identify opportunities for cultural or interpretive overlays, site specific conditions and public art. These could be in the use or configuration of materials, planters, lighting, signage, temporary and permanent public art features. (h) Develop civil design with confirmation of cross sections, road alignments, drainage and water management, essential services co-ordination and levels; (i) Produce street design including coordinated levels and kerbs, drainage, pavement finishes, materials palettes, planting, WSUD, lighting, signage and street furniture appropriate to street hierarchy and movement patterns; (j) Identify intersection priorities, shared ways, cycle ways and pedestrian crossing points and complete intersections design; (k) Undertake a swept path analysis of intersections and identify minimum kerb radii and turning lanes consistent with the Sydney Streets Design Code and Public Domain Strategy. (l) Present integrated design concepts to the client; (m) Determine staging constraints and temporary works design; (n) Complete Quantity Surveyor estimate of staged construction costs; (o) Confirm status of project plan activities and program with the Client.
Key Conditions of Tender Page (11) Stage 3- Community Consultation and Authority Approvals (a) Prepare and confirm presentation material with the Client and present to 2 community forums; (b) Prepare presentation material and present to City’s Design Advisory Panel and Traffic or Planning Committee as required; (c) Consult with Sydney Water, RMS and utility authorities to obtain preliminary approvals and directions for services, road and drainage concept designs; (d) Obtain client feedback regarding public domain and infrastructure design; (e) Prepare summary of consultation outcomes and recommended actions for concept design amendment. (f) Confirm status of project plan activities and program with the Client.
Stage 4 – Draft Design Documentation and Supporting Documents (a) Confirm outcomes from consultation stage and agree with client concept design issues to be addressed; (b) Complete coordinated concept design drawings and supporting reports for review by the client; (c) Review and amend cost estimates as required; (d) Confirm status of project plan activities and program with the Client.
Stage 5 – Final Design Documentation and Supporting Documents (a) Following review by the client complete final cost estimates, concept design documentation and reports; (b) Deliver all consolidated surveys, presentation material, design documentation in pdf, MS Word and CAD format including 3D files.
3.5 Deliverables
Stage 1 Project program and Meeting Schedule; Project plan; Summary of information gaps and planned action; Services searches and authority consultation; Additional survey and investigations brief if required; Status reports.
Stage 2A Confirmation of design parameters with client; Utility Services and staging constraints analysis; Trunk and local drainage concept design options; SOBEK/TUFlow and DRAINS modelling for iterative design; Additional survey and ground proofing to be identified and procured if required ; Flood planning levels report for each proposed development site; Confirmation of concept design performance as modelled; Confirmation of assumptions and comparative cost estimates; Presentation to client; Status reports; Electronic modelling files including all inputs and outputs.
Stage 2B Utility services concept design for preferred option; Staging analysis and temporary works requirements;
Key Conditions of Tender Page (12) Confirmation of drainage concept design performance as modelled; Confirmation of assumptions and cost estimate; Presentation to client; Status reports.
Stage 2C Confirmation of public domain strategy brief and implications of drainage design; Design principles and briefing of supplementary studies required for design; Design concepts; Specialist design advice; Integrated and coordinated concept design; Cost estimate; Presentation to client and materials. Status reports.
Stage 3 Presentation materials; Community presentations (2); Design Advisory Panel and Traffic Committee briefings (2); Authority consultations and approvals; Client consultation and review; Summary of consultation outcomes; Status reports.
Stage 4 Draft concept design documentation and reports including temporary works; Staging Plan; Consolidated detailed survey where supplemented; Updated cost estimate; Status reports.
Stage 5 Final concept design documentation, surveys and reports including temporary works; Final cost estimate.
On completion of the project the consultant shall deliver coordinated concept designs for the precinct’s roads, open spaces, public domain, drainage and services, with accompanying reports and surveys. Documentation shall represent an advanced DA standard to capture relevant above and below ground structures and details. However, specific above ground structures such as artwork or playground equipment may be indicative only.
Design Drawings All concept design work is to be undertaken and presented in AutoCAD 2002 DWG format, and to be supplied on Map grid of Australia Co-ordinates (Zone 56).
Council’s standard title block will be provided in AutoCAD format, and it must be used for all drawings. Minor modification to the title block is allowed to include the consultant’s details.
Final drawings signed by the consultant shall be submitted as full sets of A1 and A3 paper plots together with complete computer disks of all designs, surveys and drawing files (AutoCAD format).
Final signed copies of reports and drawings shall also be submitted in PDF format.
Key Conditions of Tender Page (13) Drawing scales for sheet sizes are generally to be as follows, however minor variations may be acceptable if necessary and agreed.
View A1 Sheet A3 Sheet Plan view 1:500 1:1000 Details of plan 1:100 1:200 Longitudinal sections Horizontal – 1:500; Horizontal – 1:1000; Vertical – 1:50 Vertical – 1:100 Cross sections 1:100 natural 1:200 natural Sedimentation and erosion 1:500 1:1000 control plan Catchment plan 1:2000 1:4000 Minimum text size 3.0mm 1.5mm
4 CONSULTANCY TEAM
The project requires a high level of integration of engineering design and urban public domain design. Consultancy teams should be structured to reflect this requirement and demonstrate delivery methodologies and experience that ensures effective and efficient collaboration across disciplines. As a minimum it is expected the following disciplines will be represented in the consultancy team: Landscape Architect/ Urban Designer, Civil Engineer, Traffic and Transport, WSUD and Accessibility Auditor.
The consultant is required to engage and coordinate all specialist consultants as necessary and be responsible for quality assurance.
Tenderers are to identify the sub-consultants proposed to complete the works described and detail how and when specialist inputs will be coordinated. The absence of a sub-consultancy in a consultant’s submission will not rescind the consultant’s responsibility for completing the works in full.
Certain services may be nominated as provisional sums, as specified in schedules, where services are yet known to be required. However supplier is to be nominated in Schedule 9.
5 DURATION OF PROJECT
It is Council’s intention that the project be completed within 9 months. However it should be noted that the project may be terminated at any stage.
The successful tenderer is likely to be appointed by and commence work in February 2014.
Tenderers are to submit a detailed program for performance of the Services, providing separate milestones within each stage, in accordance with Schedule 11.
A detailed project program is to be provided with the tender and will be finalised at the inception meeting.
The detailed project program (Gantt chart) shall be finalised by the successful tenderer with Council and maintained throughout the duration of the Services, including: Start and Finish dates; Sequence and time periods of stages and activities; Critical paths, significant milestones, hold points, holiday periods; External dependencies (including consultations, review and approvals)
Key Conditions of Tender Page (14) 6 PROJECT MANAGEMENT
The consultant’s work will be informed and reviewed by an internal Project Team. This team will consist of representatives from the following Council divisions:
Council Project Team Council stakeholder Role Project initiator, stakeholder coordinator and Urban Renewal project manager. City Infrastructure – Technical Services Provide inputs and review of flood modelling and and Traffic infrastructure design. Operations Strategic Planning Provide planning and urban design inputs. and Urban Design City Access – Provide inputs and review. Transport Planning Provide inputs and review of the public domain City Design design. City Engagement Provide community consultation coordination
7 BUDGET
Submit a lump sum fee for the work outlined in this section (Section 3, Project Scope) inclusive of all costs, disbursements, expenses and project sub-consultants. The Consultant’s fee proposal must identify the payment schedule for the contract.
Six iterations of the flood modelling in SOBEK/TUFlow are to be included in this amount (1% AEP, 5% AEP and 20% AEP events for 2 options). A cost for further iterations which may be requested by Council or Sydney Water is also to be provided as an itemised option in the tender submission.
Given that potential conflicts between the proposed infrastructure design alignments and existing service locations are unknown a provisional sum for underground utility investigation is to be itemised as a possible variation to the project. In Stage 2A, the scope and cost of necessary ground proofing/investigation are to be justified and recommended to the project manager. Approval for such variation must be received in writing from the project manager before the consultant proceeds.
8 INFORMATION TO BE PROVIDED
The following information will be provided to the successful tenderer: (a) Detailed precinct survey. (b) Flood models developed by consultants for flood studies affecting the project area and showing the existing conditions. The available model is SOBEK. (c) Final Development Control Plan for the project area. (d) Draft Ashmore Precinct Public Domain Strategy. (e) Council’s existing stormwater drainage and pit layout GIS data.
Key Conditions of Tender Page (15) 9 REFERENCES
(a) Draft Development Control Plan: Ashmore Precinct, May 2013 (Refer Link A) (b) Ashmore Precinct Structure Plan Flooding and WSUD Assessment, Cardno Pty Ltd, February 2006 (Attachment A) (c) Ashmore Street Masterplan Flood Assessment, Cardno Pty Ltd, October 2008 (Attachment B) (d) Alexandra Canal Catchment Flood Study, Cardno Pty Ltd, Exhibition Draft, September 2013 (Refer Link B) (e) Draft Alexandra Canal Floodplain Risk Management Study, Cardno Pty Ltd, September 2013 (Refer Link B) (f) Draft Alexandra Canal Floodplain Risk Management Plan, Cardno Pty Ltd, September 2013 (Refer Link B) (g) Ashmore Precinct Traffic and Parking Assessment, AECOM, February 2013 (Refer Link A) (h) Ashmore Precinct Internal Circulation and Access, AECOM, June 2013 (Attachment C) (i) Ashmore Precinct Social Sustainability Assessment, CRED March 2013 (Refer Link A) (j) Public Domain Design Codes and Technical Specifications (Sydney Streets, Sydney Lights, Street Tree Masterplan, Exterior Lighting), City of Sydney, various dates (Refer Link C, D + E) (k) Greening Sydney Plan, City of Sydney, May 2012 (Refer Link F)
Link A http://www.cityofsydney.nsw.gov.au/development/planning-controls/draft-plans-and- current-studies/ashmore-precinct-planning-controls
Link B http://www.cityofsydney.nsw.gov.au/vision/on-exhibition/current-exhibitions/details/draft- alexandra-canal-flood-study-floodplain-risk-management-study-and-plan
Link C: Sydney Streets, Sydney Lights http://www.cityofsydney.nsw.gov.au/development/planning-controls/development- policies/public-domain-design-codes
Link D: Street Tree Masterplan http://www.cityofsydney.nsw.gov.au/__data/assets/pdf_file/0015/130236/PartA- IntroductionHowtoUseThisPlan.pdf
Link E: Exterior Lighting http://www.cityofsydney.nsw.gov.au/development/planning-controls/development- policies
Link E: Technical Specifications http://www.cityofsydney.nsw.gov.au/development/public-domain-works/da-associated- works/sydney-streets-technical-specifications
Link F: Greening Sydney Plan http://www.cityofsydney.nsw.gov.au/__data/assets/pdf_file/0009/135882/GreeningSydne yPlan.pdf
Key Conditions of Tender Page (16) VOLUME 1 SECTION 3 PERFORMANCE REVIEW
The City will use the following General Key Performance Indicators to evaluate performance of the successful bidder. For some contracts, Key Performance Indicators may also be used.
Performance will be evaluated regularly and always upon completion of the contract. Each assessment will form the basis of the Performance Review.
Should one or more of the KPIs be considered irrelevant or unworkable the parties must meet in good faith and agree on an alternative KPI(s) as may be required under the contract.
General Key Performance Indicator Score Rating Scale:
1 unacceptable / deficient 2 limited / flawed 3 adequate / satisfactory / appropriate 4 competent / proficient 5 strong / superior / exceeds expectations
Key Rating Comments Performance 1 2 3 4 5 Indicator 1 Key Objectives / Deliverables*
2 Quality of work
3 Program
4 Reporting
5 WHS compliance
* The Key Objectives / Deliverables have been set out in this Specification. These are the results that the Supplier is expected to deliver to meet the City’s key contract requirements.
Key Conditions of Tender Page (17) VOLUME 1 SECTION 4 STANDARD CONDITIONS OF TENDER
1. REQUEST FOR TENDER
This request for tender consists of the documents identified in the key conditions of tender. Where there is any doubt about the meaning of this request for tender, the rules governing the interpretation of the Contract will apply to resolve the ambiguity.
All information submitted by a tenderer as part of an expression of interest (if applicable) is deemed to form part of the tender as if reproduced and submitted in full as part of the tender.
The Council may from time to time issue addenda to amend, alter or clarify the form and contents of the request for tender. Council may include in addenda any queries received regarding the tender. The addenda will be issued before the closing date and upon issue, will form part of the request for tender. Tenderers must acknowledge receipt of the addenda when submitting the tender.
To the extent there is any inconsistency between the request for tender and addenda, the addenda will prevail. Where more than one addendum is issued, the latest addenda will prevail.
The key and standard conditions in this request for tender, and the process of assessing tenders, is not intended to create legal relations, contractual or otherwise. In accordance with standard condition 11, a contractual relationship only comes into effect when a written contract is executed between the Council and the preferred tenderer.
2. TENDERING PROCEDURE
2.1 Tenderers’ Briefing
Council may offer briefings to tenderers from time to time. At the briefing Council’s representative will discuss, answer or clarify any issues raised by a tenderer about any requirements in the request for tender. Council is not obliged to answer any questions before the briefing.
2.2 Information and Enquiries
Where a tenderer has any doubt about the meaning of any aspect of the request for tender, the tenderer must make enquiries about and clarify matters with Council’s Tendering Officer. All enquiries about the request for tender must be referred through the Tenderlink online forum or in writing to Council’s Tendering Officer.
All communications related to this RFT should be addressed to the Council’s Tendering Officer (via the contact details specified in the key conditions) and not to other Council officers or other persons. The attention of tenderers is drawn to condition 2.6.
2.3 Site Visits
Tenderer’s may inspect the site (if applicable) through prior arrangement with Council’s Tendering Officer. Tenderers must take their own precautions upon visiting the site.
Standard Conditions of Tender Page (18) 2.4 Discrepancies, Errors and Omissions
Tenderers must carefully and thoroughly consider and check the request for tender and must notify Council’s Tendering Officer in writing of any errors, ambiguities, discrepancies, inconsistencies or omissions in the request for tender. Council will not be liable for any such error, ambiguity, discrepancy, inconsistency or omission.
2.5 Tenderer to Rely on Own Enquiries
All information in the request for tender and in the briefing (if any) is provided for the assistance of tenderers only. Tenderers acknowledge in receiving this request for tender and in submitting any tender that they have relied entirely on their own knowledge and enquiries and they do not rely on any warranties or representations made or purportedly made to them by or on behalf of Council.
Council will not be liable for any representations or warranties made or purportedly made by Council’s representative, Council’s agents or any other person or company on Council’s behalf, whether in the request for tender, the briefing (if any) or otherwise.
2.6 Tenderer Not to Solicit Council Personnel
Subject to condition 2.2, tenderers (or any representative of a tenderer) must not at any time before Council makes a final decision to accept a tender, contact or interview or attempt to interview or to discuss or to attempt to discuss with Council members, employees, authorised representatives other than Council’s Tendering Officer in accordance with the request for tender, any matter about the tender or any other tender submitted in response to the request for tender. Council reserves the right to reject any tender submitted by a tenderer which contravenes this condition.
For clarity, a representative of a tenderer, for the purpose of this condition, includes a person or other legal entity who acts at the request of a tenderer or its agent. Also, this condition does not prevent ordinary business or other contact arising from or pertaining to Council functions (so long as that contact is not used to interview or attempt to interview or to discuss or to attempt discussion on any matter relating the tender).
3. COMPLETION OF TENDER
Unless indicated otherwise in the request for tender, a tenderer must complete all parts of the tender forms and submit an offer to carry out the work under the Contract in accordance with the request for tender. Council may reject any tender which does not provide all the required information.
Tenderers must submit a tender by completing and signing the tender forms in the manner as follows:
(a) If the tenderer is a corporation, in accordance with Section 127 of the Corporations Act 2001.
(b) If the tenderer is an individual, by the person tendering and the signature must be witnessed.
(c) If the tenderer is an unincorporated joint venture or partnership (including a business or trade name), each member of the joint venture or partnership must execute the tender in the manner set out in conditions 3(a) and (b).
Standard Conditions of Tender Page (19)
4. CONFORMING AND ALTERNATIVE TENDERS
All tenderers must complete the statement of conformance as part of the tender.
A tenderer may also submit an alternative non-conforming tender. Any alternative non- conforming tender must satisfy the objectives of Council in issuing the request for tender, the requirements of the specifications and Contract.
Failure to comply with any condition of tender may render the tender non-conforming.
5. LODGEMENT OF TENDER
Tenders should be lodged by eitheri) The Electronic Tender Box at www.tenderlink.com/cityofsydney by the closing time and closing date nominated. Tenderers should ensure they allow sufficient time to upload their submission in full to the Etendering portal. Respondents will receive a Successful Submission Receipt timed and dated upon completion. Should assistance be required please use the online manual on the portal under Support/Online Manuals/Making a Submission or contact Tenderlink Customer Support on 1800 233 533.
Or
(ii) Alternatively Tenders may also be placed in the tender box or lodged by fax by the closing time on the closing date in accordance with the key conditions of tender.
Tenders lodged by fax will only be accepted in accordance with the Local Government (General) Regulation and wherea) the tender is received in full by Councils’ Procurement Section on fax number (02) 9265 9697 before the closing time on the closing date ; and
(b) the original of the tender is received by Council within three (3) business days.
Tenders sent by post and received by Council after the closing date will be deemed to have been received before the closing date only ifa) the envelope bears a postal authority post mark clearly indicating that the time and date of posting were before the closing time on the closing date; and
(b) the tender would have been able to have been received by Council by the closing time on the closing date in the usual course of business.
Any other tenders received by Council after the closing date will not, unless the Local Government (General) Regulation provides otherwise, be considered by Council.
All tenders lodged will become the property of Council and on no account will they be returned to the tenderer.
6. EXTENSION OF TIME
Council may, at its absolute discretion, extend the closing date for the submission of tenders. Tenderers may also request Council to extend the closing date for the submission of tenders by written application to Council’s Tendering Officer. Any such request must be received by Council’s Tendering Officer at least three (3) business days before the closing date, and must provide sufficient reasons to support the request.
Standard Conditions of Tender Page (20) 7. TENDER VALIDITY PERIOD
Any tender will be an irrevocable offer by the tenderer to carry out the work under the Contract subject to the conditions set out in the request for tender. The offer will remain open for acceptance by Council for a period of 120 calendar days from the closing date.
8. COUNCIL’S RIGHTS
Without limiting its rights at law or otherwise, Council reserves the right in its absolute discretion at any time to do one or any combination of the following:
(a) evaluate tenders as Council sees appropriate in the context of its requirement for the works or services;
(b) cease to proceed with the process outlined in this request for tender or any subsequent process;
(c) accept all or part of a tender;
(d) reject any tender;
(e) accept a non-conforming tender; or
(f) reject the offer of any Tenderer who has any unresolved disputes with the City
Council is not bound to accept the lowest or any tender.
9. ADDITIONAL INFORMATION
Without in any way limiting the Local Government (General) Regulation, Council may require further information from tenderers for the purposes of clarification or explanation of their tender. This includes holding interviews with some or all tenderers, including any personnel nominated by the tenderer in the tender or expression of interest.
10. ACCEPTANCE OF TENDER & CONTRACT
If the Council accepts a tender it will issue a letter of acceptance to the successful tenderer. This letter of acceptance does not create a contract with the tenderer. The Council and preferred tenderer are legally bound only when a written Contract is executed by the parties. Lodgement of a tender will itself be an acknowledgement and representation by the tenderer that it agrees to comply with the Contract in its entirety.
11. CONFIDENTIALITY
Information provided in this request for tender or imparted to any tenderer as part of the tendering process must only be used for the purpose of preparing and submitting a tender response. Receipt of this document implies acceptance of this condition.
Information supplied by a tenderer will not be treated as commercially sensitive or confidential unless specifically requested by the tenderer. Information received by Council may be subject to disclosure to the public under the Government Information (Public Access) Act 2009 and regulations unless it has been provided in confidence, relates to commercially sensitive information or falls within an exemption from disclosure under that Act.
Standard Conditions of Tender Page (21) 12. CONFLICT OF INTEREST
In this clause “conflict of interest” means an actual or potential pecuniary or non pecuniary conflict of interest (see the Council’s Code of Conduct at http://www.cityofsydney.nsw.gov.au/Council/FormsPoliciesPublication/Policies.asp under Governance for further explanation of these terms). Tenderers must disclose any conflict of interest in undertaking the requirements of the specifications and contract. Where a tenderer has a conflict of interest, the tenderer must provide Council in writing with detailed information about the nature and scope of the conflict of interest and include details of any arrangements proposed to resolve or manage the conflict of interest should the tenderer be awarded the contract. Based on the information provided by the tenderer, Council will make the final decision regarding the tenderers conflict of interest. If a conflict of interest is not disclosed by a tenderer and Council then becomes aware of the conflict, tenderers may be excluded from this Tender and/or any future process by which Council is seeking the provision of goods or services.
Additional information relating to the City’s requirements of Bidders regarding how to tender, frequently asked questions and ethical business conduct can be found on the website at http://www.cityofsydney.nsw.gov.au/Business/TendersEOIQuotes/default.asp
13. BUSINESS WITH BURMA
The City has a specific requirement that Council will not, in certain circumstances, purchase goods or services provided by those who, Council is aware, conduct business in, or with, Burma, or who are willing to do so, until democracy has been restored and human rights violations have ceased.
If a bidder is aware that any goods or services provided as part of their bid are subject to the abovementioned clause, these goods or services should be highlighted within their bid and provide the reasons for their inclusion.
14. ASSESSMENT CRITERIA
Tenders will be examined and evaluated according to the following criteria:
The lump sum price and schedule of prices;
Experience in works/services of a similar nature and demonstrated understanding of the brief.
Demonstrated capacity to achieve the project program.
Specified personnel/subcontractors and allocated resource. Qualifications and demonstrated technical ability of each to carry out the work.
The proposed project program;
Proposed methodology and quality control measures
Financial and commercial trading integrity including insurances
Each of the evaluation criteria listed above is considered to be critical to this tender. They are not of equal weight for evaluation and are not listed in order of priority.
Tenderers compliance on each of the evaluation criteria will be separately evaluated using the Evaluation Rating Scale below:
Standard Conditions of Tender Page (22)
Score rating Description
100 Absolutely risk free 90 Statistically risk free 80 Minimal risk but acceptable 70 Minor risk but acceptable 60 Some risk but acceptable 50 Risky and barely acceptable 40 Risky and unacceptable
If a tenderer receives a score of less than 40 in any one assessment criteria, that tenderer will be deemed non-compliant and will not be recommended for acceptance by Council.
The City may undertake financial assessments of bidders to determine their financial capacity to undertake the works under the contract. This may be undertaken by a third party appointed by the City.
On request the bidder must provide recent years financial information which may include financial statements (P&L, Balance sheets and notes) and Management accounts / Financial statements.
Tenderers must complete all parts of the Tender forms. Council may reject any tender which does not provide all the required information.
Standard Conditions of Tender Page (23) VOLUME 1 SECTION 5 TENDER SCHEDULES
RETURNABLE SCHEDULES
The following schedules must be completed as part of this request for tender:
Schedule 1 Execution by Tenderer
Schedule 2 Fee Proposal and Schedule of Prices
Schedule 3 Statement of Assumptions, Conditions & Conformance
Schedule 4 Acknowledgement of Addenda & Notices
Schedule 5 Insurance and Quality Assurance
Schedule 6 Company Profile
Schedule 7 Previous Work Experience
Schedule 8 Tenderer’s Current Commitments
Schedule 9 Specified Personnel and Sub Consultants
Schedule 10 Environmental Management
Schedule 11 Proposed Program
Schedule 12 Proposed Methodology
Tender Schedules Page (24) SCHEDULE 1 EXECUTION BY TENDERER
I/We having read, understood and fully informed myself/ourselves of the contents, requirements and obligations of the request for tender, submit this tender for the performance by myself/ourselves of …………………………………………………… [insert details of the project] for the Council of the City of Sydney.
I/We hereby offer to supply the goods and/or services described in the tender at the prices offered being $ ……………………… excluding GST (insert lump sum price) and upon and subject to the key and standard conditions of tender and general conditions of contract set out in the request for tender. This offer remains open for acceptance for 120 calendar days from the tender closing date.
Name of Tenderer
Subsidiary Company (if applicable)
Address of Tenderer
Postal Address
Refer enquiries to: (name, telephone number and email address)
Phone Number Fax Number
Legal Entity ABN
Signature and Date Official Position Held
Signature of Witness Address of Witness
Tender Schedules Page (25)
SCHEDULE 2 FEE PROPOSAL AND SCHEDULE OF PRICES
Submit a lump sum fee for the work outline in Volume 1 Section 3 Project Scope, inclusive of all costs, expenses and coordination of all project sub-consultants.
The fee proposal must identify with clarity, certainty and detail the scope of total payments to be made and received under the Contract. The fee shall be an upper limiting fee to carry out all work required in completing the study.
A tender fee for the project is to be presented in accordance with the following table and based on the identified activities, designated hourly rates for the nominated project members and estimated time inputs for: Nominated members of the project team; Support staff; Reimbursable estimates for: o Report preparation and printing; o Travel and accommodation; and o Other services.
All costs are to be those which currently apply. Cost items not identified in the proposal will not be allowed in the final contract. These charge-out rates shall also apply for any additional work.
Cost ITEM DESCRIPTION Proposed excluding GST NO. Hours
1 Site reconnaissance and review of available data and information 2 Stage 1 Deliverables and Sub consultant breakdown 3 Stage 2A Deliverables and Sub consultant breakdown 4 Stage 2B Deliverables and Sub consultant breakdown 5 Stage 2C Deliverables and Sub consultant breakdown 6 Stage 3 Deliverables and Sub consultant breakdown 7 Stage 4 Deliverables and Sub consultant breakdown 8 Stage 5 Deliverables and Sub consultant breakdown 9 Meetings with City staff (2 hours at Town Hall House, Sydney) - minimum 8 10 Community Consultation preparation, client approval and attendance (2 hours) 11 Disbursements included
TOTAL TENDER FEE (excludes GST) GST TOTAL COST (GST inclusive)
Tender Schedules Page (26)
ADDITIONAL COSTS not included in TOTAL COST
12 Cost per additional meeting (hourly rate) 13 Recommended provisional sum for groundproofing services inclusive of traffic control 14 Cost per additional event modelled in SOBEK/TUFlow and DRAINS
Note: Fees must be inclusive of all costs required to satisfy the scope.
HOURLY RATES
Attach a List of Hourly Rates for the key personnel listed (for all disciplines), exclusive of GST.
Tender Schedules Page (27) SCHEDULE 3 STATEMENT OF ASSUMPTIONS, CONDITIONS & CONFORMANCE
ASSUMPTIONS AND CONDITIONS
Attach details of any assumptions or conditions relating to the tender No conditions will be considered after acceptance of any Tender.
CONFORMANCE
[Delete whichever is not applicable]
The tender does conform with the request for tender; or
The tender does not conform with the request for tender. The areas in which the tender does not conform and the reasons for this non-conformance are as follows:
Non Conforming Item Reasons and Alternate Proposals
Please indicate any additional costs for alternate proposals. Ensure the benefits of alternate proposals are clearly stated for the purposes of evaluation.
Tender Schedules Page (28) SCHEDULE 4 ACKNOWLEDGEMENT OF ADDENDA & NOTICES
I / We, [insert full name of Tenderer], acknowledge receipt of the following:
[Tenderers must fully describe all documents including addenda, and any notices, which are issued by Council]
Tender Schedules Page (29) SCHEDULE 5 INSURANCE AND QUALITY ASSURANCE
PROFESSIONAL INDEMNITY INSURANCE
Attach details of insurance currently held. (Requirement is $5m) Copies of all insurance certificates are required to be submitted as part of the tender response.
PUBLIC LIABILITY INSURANCE
Attach details of insurance currently held. (Requirement is $20m) Copies of all insurance certificates are required to be submitted as part of the tender response.
QUALITY ASSURANCE
Provide details of Quality Assurance systems and / or procedures.
DISABILITY DETAILS
Provide details of any disability action plan or disability specific policies and procedures (excluding standard EEO documentation)
Tender Schedules Page (30) SCHEDULE 6 COMPANY PROFILE
Tenderers must provide the following information:
Details of the size of your organisation
Details of your corporate structure
Brief history of your organisation
Tender Schedules Page (31) SCHEDULE 7 PREVIOUS WORK EXPERIENCE
1. Tenderers must provide details and references for at least three (3) recent projects that demonstrate expertise applicable to the nominated works.
The following information is to be provided for each project separately:
Company and address
Name of project location
Name and telephone number of principal contact
Description of services provided
Project value
Project period
Council may contact these organisations for reference purposes.
2. Tenderers must provide a demonstrated understanding of the brief.
Tender Schedules Page (32) SCHEDULE 8 TENDERER’S CURRENT COMMITMENTS
Tenderers must list the current projects involving proposed staff resources for which the organisation is engaged or to which it is committed.
The following information is to be provided for each project separately:
Company and address
Name of project location
Name and telephone number of principal contact
Description of works undertaken (or services provided)
Project value
Project period
Tender Schedules Page (33) SCHEDULE 9 SPECIFIED PERSONNEL AND SUB CONSULTANTS
Tenderers must nominate the names of proposed key personnel for the project (including subcontractors), listing their qualifications, level of expertise, relevant experience and percentage of time to be allocated on the work under the Contact.
The following information is to be provided for each person separately:
Full Name of Specified Person
Position Held
Percentage of Time and Total Number of Hours on the Project
Qualifications
Level of Expertise/ demonstrated technical ability
Tenderers must list all proposed sub-consultants, together with the nature of work, intended to be engaged by the Tenderer in the performance of the work under the Contract.
Tender Schedules Page (34) SCHEDULE 10 ENVIRONMENTAL MANAGEMENT
Environmental management is a key criteria used by Council in awarding contracts for goods and services. Therefore tenderers must provide details of their environmental systems, accreditations and/or procedures together with the following: Details of initiatives planned and/or undertaken to reduce your environmental impacts, including carbon footprint
Examples of environmentally responsible business practices related to this tender
Tender Schedules Page (35)
SCHEDULE 11 PROPOSED PROGRAM
Tenderers must submit a proposed program for the carrying out of the work under the Contract. The program must contain such information as required by the Contract.
The program should show all key activities for the work, their timing sequence and time allowed for each proposed activity.
The consultant is to clearly define the key activities detailing their objectives, scope of actions and undertakings involved (inputs) and required outcomes (outputs), and where approval points are required for review or approval of the work. Any activities regarded as milestones should be identified as such.
Tender Schedules Page (36)
SCHEDULE 12 PROPOSED METHODOLOGY
Tenderers must submit a proposed study methodology and Quality control measures for the carrying out of the work under the Contract.
As the Engagement will include the management of sub-consultants or secondary consultants, the Tenderer is to submit an outline of the Tenderer’s proposed methodology for controlling, coordinating, reviewing and verifying the work of sub- consultants and secondary consultants.
Tender Schedules Page (37)
VOLUME 2 GENERAL CONDITIONS OF CONTRACT
Attachment
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