REQUEST FOR DETAILED QUOTATION - … · CRITERIA The Criteria listed below must be addressed and detailed information provided as part of your written quotation: Item Criteria Description

REQUEST FOR DETAILED QUOTATION

Y A S S V A L L E Y C O U N C I L

DATE: 27th March 2018

FROM: Yass Valley Council

PHONE: 02 6226 1477

EMAIL: [email protected]

QUOTATION TITLE:

YASS VALLEY TIMBER ROAD BRIDGES – DETAILED SURVEY: YVC/ASS/07.2018

Yass Valley Council wishes to engage a suitably qualified and experienced surveyor to provide detailed survey works, suitable for use in the planning and detailed design of the replacement of seven (7) timber bridge structures. Quotations must be in accordance with the attached Specification and Criteria. Please ensure your written Quotation is lodged prior to the Deadline, being Friday 20th April 2018, 2pm in Australian Eastern Standard Time. Thank you in anticipation of your written Quotation. You will be advised if you have been selected as the successful Quoter in due course. In the meantime, please direct any general and specification enquiries to: Simon Cassidy Genium Civil Engineering [email protected] 0418 484 138 Yours sincerely Kellie Jones Support Engineer Yass Valley Council

mailto:[email protected]


CRITERIA The Criteria listed below must be addressed and detailed information provided as part of your written quotation:

Item Criteria Description

1 Completion of the attached Form of Quotation and Price Schedule (refer to

Items 1 & 2)

2 Compliance with Special Conditions (refer to Item 3)

3 Compliance with Specification (refer to Item 4)

4 Demonstrated experience in completing similar projects

5 Insurance

The successful Quoter will be required to effect and maintain:

a) Public liability insurance in the joint names of the Quoter, any subcontractor(s) and the Principal in the sum of at least $20 million in respect of any one occurrence and for an unlimited number of claims.

The successful Quoter and any subcontractor(s) will also be required to effect and maintain insurance policies in the following sums:

(a) Insurance cover for the statutory and common law liability for death or injury to persons employed by the Quoter.

(b) Professional indemnity insurance in the sum of at least $2 million in respect of any one occurrence and for an unlimited number of claims.

6 Evidence of documentation to demonstrate the organisations satisfactory compliance with Occupational Health and Safety obligations

The following documents will apply to the successful Quoter and may be viewed on request:

Council’s FM-POL-1 Procurement Policy

Council’s Statement of Business Ethics

General Conditions of Contract for the Provision of Minor Works and Services - AS 4122– 2010, General Conditions of Engagement of Consultants

Council’s Code of Conduct

1. FORM OF QUOTATION To: Yass Valley Council PO Box 6

YASS NSW 2582 [email protected]

I/We the undersigned hereby provide a Quotation for the Yass Valley Bridges – Detailed Survey: YVC/ASS/07.2018. The quoted consideration is as provided in the Price Schedule and submitted with this Quotation. DATED this day of 20____ Name of Contact Person: Full Name of Company: Address of Company: Contact Details - Phone Number

Facsimile Number: Mobile Phone Number:

E-mail:

2. PRICE SCHEDULE

Item No.

Description Price Tendered (ex GST)

GST Component

Price Tendered (inc GST)

1 Detailed Survey – Package 1



Delivery Timeframe: weeks Offer Validity Period: days (minimum 30 days) Signature: Name:


3. SPECIAL CONDITIONS 3.1 Quoted prices Prices quoted are to be on a lump sum basis. All prices are to be fixed for the term of the Contract. Quoted prices must include Goods and Services Tax (GST). Unless otherwise indicated prices quoted must include all costs associated with the provision of the detailed survey data as outlined in Section 4 of this document. Any charge not stated in the Quotation as being additional will not be allowed as a charge for any transaction under any resultant Contract. 3.2 Lodgment of Quotations The Quoter shall submit:

A completed electronic copy of the Form of Quotation

Key personnel CV’s

A brief summary of previous similar project experience

Evidence of documentation to demonstrate the organisations satisfactory compliance with Occupational Health and Safety obligations

Quotations shall be submitted duly signed and by email to [email protected] with the email subject being “Yass Valley Bridges – Detailed Survey Quotation: YVC/ASS/07.2018”

or hand delivered, in a sealed package clearly endorsed with the Quotation Title and shall be addressed, to:

Yass Valley Council 209 Comur Street YASS NSW 2582

3.3 Quotation Closing Time

Submissions close at Friday 20th April at 2pm Australian Eastern Standard Time.

At the time of closing only those Quotations received on time will be considered.

Quotations that are hand delivered will be dated and time stamped when received.

Yass Valley Council ("Council") will accept no responsibility in the event that the Quotation is not received at the time the Quotation closes.

3.4 Informal Quotation Any Quotation may be rejected which does not comply with the requirements of the Specification or of these Special Conditions or which contains any provisions not required by the Quotation documents. Council reserves the right to accept a non-conforming Quotation.

3.5 Acceptance of Quotations

Council shall not be bound to accept the lowest or any Quotation.

Council may accept a part of a Quotation.

The Quotation documents together with the acceptance of the Quotation shall constitute the Contract between Council and the successful Quoter.


The Quoter agrees that the Quotation will remain open for acceptance for a minimum period of 30 days after the closing date for Quotations (validity period), notwithstanding that there may have been negotiations in respect of any Quotation in the meantime.

A Quoter may withdraw the Quotation at any time after the expiration of 30 days from the date of closing Quotations, but shall not withdraw their Quotation prior to the expiration of such period.

3.6 Contract Duration The Contract is to be completed on supply of the detailed survey data as negotiated and agreed with by Council. However, in the event of the successful Quoter failing in any manner to carry out the Contract to Council's satisfaction, Council may forthwith terminate the Contract by written notice to the successful Quoter. 3.7 Canvassing of Elected Members and Council Officers Canvassing of members or officers of Council will automatically lead to disqualification. 3.8 Indemnity The successful Quoter shall indemnify and keep indemnified Council against:

any liability under the Workers Compensation Act 1987, and its subsequent amendments;

any other law in force or which during the term of this Contract may come into force, under which any person is entitled to claim or sue for compensation or recover any damages from Council.

The successful Quoter will be required to effect and maintain:

Public liability insurance in the joint names of the Quoter, any subcontractor(s) and the Principal in the sum of at least $20 million in respect of any one occurrence and for an unlimited number of claims.

The successful Quoter and any subcontractor(s) will also be required to effect and maintain insurance policies in the following sums:

Insurance cover for the statutory and common law liability for death or injury to persons employed by the Quoter.

Professional indemnity insurance in the sum of at least $2 million in respect of any one occurrence and for an unlimited number of claims.

3.9 Quoters to Inform Themselves Quoters will be deemed to have:

(a) examined the Specification, these Special Conditions and any other information available in writing to Quoters for the purpose of submitting a Quotation;

(b) examined all further information relevant to the risks, contingencies, and other circumstances having an effect on their Quotation which is obtainable by the making of reasonable enquires;

(c) satisfied themselves as to the correctness and sufficiency of their Quotation including quoted prices which will be deemed to cover the cost of complying with the Specification and these Special Conditions and of all matters and things necessary for the due and proper performance and completion of the work described therein;

(d) acknowledged that Council may enter into negotiations with a chosen Quoter and that negotiations are to be carried out in good faith; and

(e) satisfied themselves they have a full set of the request for quotation documents and all relevant attachments which includes all pages which are numbered consecutively and that all supplements referred to are also included.

3.10 Ownership of Quotations All documents, materials, articles and information submitted by the Quoter as part of or in support of a Quotation will become upon submission the absolute property of Council and will not be returned to the Quoter at the conclusion of the Quotation process PROVIDED that the Quoter be entitled to retain copyright and other intellectual property rights therein, unless otherwise provided by the Contract.

The Quoter does not acquire any intellectual property rights in the request for quotation documents. The Quoter shall not reproduce any of the request for quotation documents in any material form (including photocopying or storage in any medium by electronic means) without the written permission of Council other than for use strictly for the purpose of preparing a Quotation.

3.11 Costs of Quotation

Each Quoter remains responsible for all costs incurred by them in connection with their Quotation whether before or after the submission date and whether incurred directly by them or their advisors and regardless of whether such costs arise as a consequence direct or indirect of any amendments made to the request for quotation by Council at any time. For the avoidance of doubt, Council shall have no liability whatsoever to Quoters for the costs of negotiations.

3.12 Conflict of Interest

If the Quoter or any of its employees or agents has a potential or actual conflict of interest between performing the Contract and any other interest the Quoter must supply in an attachment details of any actual or potential conflict of interest and the way in which any conflict will be dealt with and label it “Conflicts of Interest”.

4. SPECIFICATION

4.1 Background

Yass Valley Council have received funding through the NSW Governments Fixing Country Roads Program to replace seven existing timber road bridges. Council wishes to engage a suitably qualified and experienced surveyor to provide detailed survey works, suitable for use in the planning and detailed design of the replacement bridge structures.

Details of the seven bridges are provided below and site maps have been included as Attachment 2.

Pack

ag

e 2

Leake Street 1 8.0 -34.7726, 148.7801

Graces Flat Road 1 7.0 -34.7672, 148.8164

Pack

ag

e 3

Nottingham Road – Bridge 2 13 11.0 -35.2139, 148.6746

Horseshoe Road 2 11.0 -35.1343, 148.8822

Table 1 – Bridge Details

4.2 Scope of Work

4.3.1 General

There are three major components to the survey as follows:

(i) Detailed Survey - The purpose of the survey is to determine the three dimensional coordinates of all existing features on the site and other points relevant to the project. The survey will be utilised for planning and design for the proposed replacement bridge structures including road design and bridge structural design.

Survey of each bridge is to cover all features within the road reserve of each site for a distance of 150m measured along the road centreline either side of the existing bridge structure. In addition the detailed survey will include details of the waterway for a distance of 50m upstream and downstream of the existing bridge at each site, and include details of any existing low level crossings at the sites.

In addition details of each bridge are to be included in the survey to identify the location and levels of bridge abutments, piles, and levels of the underside of bridge girders to allow calculation of the existing waterway area under each bridge.

All survey work and final digital models must be based on the Map Grid of Australia (MGA) and Australian Height Datum (AHD) as defined by the State Control Information Management System (SCIMS).

Sta

ge

Road Bridge Road

Segment No.

Bridge Span (m)

Location (Lat/Long)

Pack

ag

e 1

Childowla Road – Bridge 1 9 8.0 -34.9007, 148.5569

Childowla Road – Bridge 2 16 10.0 -34.9154, 148.5498

Burrinjuck Road 28 10.2 -34.9894, 148.5958

(ii) Waterway Cross Sections – Cross sections of the existing waterway are required to inform hydrological and hydraulic modelling to determine flood heights at each bridge. Cross sections are to be surveyed at distances of 100m, 200m, 300m, & 500m upstream and downstream of each bridge structure. Cross sections are to extend approximately 100m past the top of bank of the waterway to determine the profile of the floodplain at each cross section.

(iii) Boundary Definition (Cadastral) Survey – A cadastral survey is required to identify existing boundaries of the road reserve and any lots within the extent of the detailed survey.

The cadastral survey will be used to determine the need for any land acquisition required to allow construction of the new bridge structures.

4.3.3 Surveyors to be Employed

The consultant must use qualified surveyors to direct and be responsible for all survey work, where a qualified surveyor is:

a) a Registered Land Surveyor under the NSW Surveying Act 2002, or

b) a person who holds a Diploma in Surveying, or recognised equivalent, from a recognised tertiary institution and possess at least two (2) subsequent years practical experience in surveying.

Cadastral surveys must be produced by or under the immediate supervision of a Registered Land Surveyor, who takes responsibility for this task.

4.3.4 Access to the site

Access to each bridge site within the road reserve is freely available. It is the Surveyors responsibility to contact other landowners or occupiers to make arrangements for access requirements to other parcels of land prior to entry for survey purposes. Council will provide contact details of property owners where available within Council’s database.

It is the consultant’s responsibility to ensure that the survey is carried out in an environmentally sensitive manner and it must not cause any damage to property. Any claims for damages associated with the survey work will be the consultant’s responsibility as is restoration of areas disturbed by survey investigation and any other damage caused by your staff or subcontractors.

4.3.5 Safe System of Work

Provide a Safe System of Work covering all aspects of conducting the field survey in accordance with the Work Health & Safety Act 2000.

Specifically where conducting the field survey near or on roads carrying traffic, conform with the RMS Traffic Control at Work Sites Manual when planning and carrying out traffic control including the preparation of an approved Traffic Control Plan for the works.

All personnel working in close proximity to traffic must wear high visibility fluorescent safety clothing complying with AS 4602.

4.3.6 Survey Control Network

Define a survey control network for the survey. As a minimum, the survey control network must consist of three survey control marks of a substantial nature. A substantial survey may be either an approved Permanent Mark, as defined by Surveyor General’s Direction No. 1, or

a Reference Mark as prescribed by Schedule 3 of the NSW Surveying and Spatial Information Regulation 2012.

The Inter-government Committee on Surveying & Mapping (ICSM) publication Standards & Practices for Control Surveys (SP1) contains the set of technical standards and specifications for the horizontal and vertical control for this Contract.

The survey control network must be broken down and/or extended by placing secondary survey control marks, which must be of a stable nature (eg. Dumpy peg with marker peg), as required to give uniform coverage of the project. The spacing between adjacent survey control marks must not exceed 300m.

4.3.7 Spatial Data Tolerances

Create stringlines and select points within each string to ensure that surface modelling of exiting features will achieve the tolerances contained in Table 2 below.

For points randomly selected on any surface feature, the height difference and plan distance between coordinates contained within the digital terrain model and their true values must comply with the tolerances shown in Table 2. These tolerances shall apply to all of the surface of any feature and shall not be restricted to points contained within the digital terrain model selected to model the feature.

The accuracy for boundaries shown on the cadastral survey are to be in accordance with the NSW Surveying and Spatial Information Regulation 2012.

Feature

Tolerance (metres)

Plan Location

Height

Roads and bridges when included in design 0.02 ±0.01

Road and bridge when located as a natural feature 0.05 ± 0.03

Railway & drainage structures (including pipe invert)

0.05 ± 0.02

Natural surface 0.20 ± 0.10

Batters, edge of formation & drains 0.10 ± 0.05

Buildings including floor height 0.10 ± 0.05

Utilities and markers (above ground) 0.10 ± 0.05

Trees ( dia>0.3m) 0.20 ± 0.10

Table 2 – Tolerances for Horizontal Coordinates and Heights Features

4.4 Deliverables

The successful consultant will be required to provide a plan to a suitable scale that provides relevant details of the survey of each site including:

(a) location of survey control marks;

(b) cadastral boundaries;

(c) existing features on the site such as fences, buildings, trees, tracks, services, etc.

(d) existing site contours at 1m major and 0.25m minor spacing;

The survey plan is to be provided in pdf format and all survey data is to be provided in the following electronic formats:

Autocad DWG with DTM triangles and contours generated;

12D ASCII.

The electronic files shall have data for different features classified in separate layers for ease of use.

4.5 Implementation Timetable

To ensure Council complies with their program for the delivery of the bridges, the detailed survey data is to be provided in work packages accordance with the timetables provided below:

Package No. Bridge Structures Delivery Date

Package 1 Childowla Road Bridge 1

Childowla Road Bridge 2

Burrinjuck Road

4 weeks from engagement

Package 2 Leake Street

Graces Flat Road 8 weeks from engagement

Package 3 Nottingham Road Bridge 2

Horseshoe Road 12 weeks from engagement

4.6 Conditions of Engagement and Insurances

The Consultant will be engaged in accordance with the terms and conditions set out in AS 4122– 2010, General Conditions of Engagement of Consultants, for a Lump Sum fee inclusive of all expenses and disbursements. (Refer to the Annexure to the General Conditions of Engagement, included as Attachment 1 of this document).

The survey consultant is required to carry the following insurance policies:-

Statutory Workers Compensation insurance

Public Liability cover of $20,000,000

Professional Indemnity cover of at least $2,000,000

The contract will be initiated by Yass Valley Council issuing a letter of acceptance and Purchase Order for the contract work.

Attachment 1 – Annexure to General Condition of Contract for the Engagement of

Consultants

ANNEXURE to the Australian Standard General Conditions of Contract for the Engagement of Consultants This Annexure shall be issued as part of the documents and is to be attached to the General Conditions for engagement of Consultants and shall be read as part of the Contract.

Item

Item 1 (Clause 1.1)

The Client is: Yass Valley Council 209 Comur Street YASS NSW 2582 ABN 50 119 744 650

Item 2 (Clause 1.1)

The Consultant is: TBC

Item 3 (Clause 1.1)

The Contract Documents are:

1. These General Conditions of Contract

2. The Scope

3. Letter of Acceptance

Item 4 (Clause 1.1)

The Scope is described in the following Documents, or the Scope is:

Consultancy Brief

Item 5 (Clause 5.1)

The purpose(s) for which the Services will be suitable is/are:

Investigation and design of reinforced concrete bridge structures.

Item 6 (Clause 6.1)

The Clients representative is:

Yass Valley Council

Item 7 (Clause 6.2)

The Consultants representative is:

TBC

Item 8 (Clause 10.1)

Claims for payment must be made on the following basis:

Lump Sum. Payment will be made on completion of each work package in accordance with the Price Schedule.


Disbursements for which the Consultant may claim payment:

Nil – To be included in Item 8 above


Time to claim payment is no later than:

On completion of each work package


The time for payment is no later than:

28 calendar days after receipt of a claim for payment.


The rate of interest for overdue payment is:

5% per annum.


The date or the period after commencement of this Contract, by which the Services must be completed is:

12 weeks after the date of the letter of acceptance


Consultants

Item 14 (Clause 12.3(c))

Other causes of delay for which the Consultant may notify an extension of time:

Inclement weather


The Approvals to be obtained by the Consultant are:

Approval to enter private property from individual land owners.

Item 16 (Clause 18)

The key personnel are: Nil


Existing conflicts of interest:

TBC


Copyright and other Intellectual Property Rights, the Alternative that applies is:

Alternative 2

Item 19 (Clause 21.3 Alternative 2)

List excluded Intellectual Property Rights:

Nil

Item 20 (Clause 21.4 Alternative 2)

The additional amount payable to the Consultant for granting of Intellectual Property Rights to the Client is:

Nil


Does Clause 22 (Moral Rights) apply? If yes, the author is:

No


The following documents are confidential:

Nil


Maximum period for which Client may suspend the Services at any one time, after which the Consultant may terminate:

60 days


The Consultants liability is limited to:

$2 Million


The amount public liability Insurance is:

$20 Million


The amount of professional indemnity insurance is:

$2 Million


The professional indemnity insurance must be maintained for the following period:

5 years


Consultants


The Client must effect the following insurances and maintain them for the following periods:

Nil

Item 29 (Clause 33.1

The address for the service of notices is:

As per Items 1 & 2

Item 30 (Clause 35)

The law governing this Contract is:

The law of the state of New South Wales

Item 31 Has this Contract been amended from its original form?

No

Attachment 2 – Location of Bridges

Childowla Road Bridge 1:


Childowla Road Bridge 2:


Burrinjuck Road Bridge:


Leake Street Bridge:


Graces Flat Road Bridge:


Nottingham Road Bridge 2:


Horseshoe Road Bridge: