The Click here to enter your group name here.(the Buyer)

Request for Quotes (RFQ) for

School Uniforms

RFQ released: Click here to enter a date.Deadline for questions:Click here to enter a date.

Deadline for Quotes: [Time] Click here to enter a date.

Professional Services RFQ 2017-2

ContentsSECTION 1: Key Information.....................................................................3

SECTION 2: The Requirement...................................................................5

SECTION 3: Proposal Evaluation.............................................................9

SECTION 4: Form of Quote.....................................................................11

Professional Services RFQ 2017-2 Page 2 of 18

SECTION 1: Key Information1.1 Context

a. This Request for Quote (RFQ) is an invitation to suitably qualified potential suppliers (Tenderers) to submit a Quote for Click here to enter what you are buying here. At Click here to enter the number of schools involved known as the Click here to enter your group name here..

b. The Click here to enter your group name here. is approaching suppliers as a group to reduce time spent by individual schools tendering separately and sharing knowledge on selecting the best options.

c. Words and phrases that have a special meaning are shown by the use of capitals and are defined in the RFQ Process Terms and Conditions (Section 1.5).

1.2 Our timelinea. The indicative timeline for this RFQ is:

Deadline for Questions from Tenderers Click here to enter a date.

Deadline for Quotes[Time]

Click here to enter a date.

Anticipated Contract start date: Click here to enter a date.

b. All dates and times are dates and times in New Zealand.

c. The timeline may be subject to change via Tender Notification.

1.3 How to contact usa. The Point of Contact for this RFQ is:

Name: [enter here]

Role: Procurement leadEmail address: [enter here]

b. All enquiries in relation to this RFQ must be directed to the Point of Contact. Requests for clarification and questions relating to developing a Quote must be made before the Deadline for Questions (Section 1.2a). All communications in relation to this RFQ will be managed by the Point of Contact.

1.4 Developing and submitting your Quotea. Quotes for this RFQ must include all the information requested in and be in the

format and set out in the Form of Quote.b. Tenderers must complete and sign the Tenderer’s Declaration in the Form of Quote.

c. Quotes for this RFQ must be submitted by email to the Point of Contact email address (Section 1.3a). Quotes submitted by any other means may be rejected as non-compliant.

Professional Services RFQ 2017-2 Page 3 of 18

1.5 RFQ Process Terms and Conditionsa. This RFQ is a closed Tender process and is subject to the RFx Process Terms and

Conditions at: School Property Procurement RFx Process Terms and Conditions (Conditions-of-Tendering) 2017-2.pdf

b. Proposal Validity Period: In submitting a Quote the Tenderer agrees that their Quote will remain open for acceptance by the Buyer for 6 calendar months from the Deadline for Quotes.

c. Any concern or complaint a Tenderer has in regard to this RFQ must be raised with the Point of Contact (Section 1.3) in the first instance.

d. If an issue or complaint remains unresolved following best endeavours at resolution with the Point of Contact, the issue or complaint may be escalated by emailing the Ministry’s Education Infrastructure Service Procurement Team: EIS.Procurement@education.govt.nz (Email title: Issue with RFQ for Click here to enter what you are buying here. – Click here to enter your group name here..

1.6 Proposal DocumentsDocuments attached to the RFQ are:i. RFQ (pdf)ii. Response Form (Word document)iii. Proposed contract

Professional Services RFQ 2017-2 Page 4 of 18

SECTION 2: The Requirement2.1 BackgroundA number of schools and ECE providers in the Click here to enter your area/region here. have identified interest to complete a group procurement for Click here to enter what you are buying here.. The group is known as the the Click here to enter your group name here..

The schools and ECE involved are:

ID School/ECE Name School Type1 Click here to

enter School A ID. Click here to enter School A name.

Choose an item.

2 Click here to enter School

B ID. Click here to enter School B name.

Choose an item.

3 Click here to enter School

C ID. Click here to enter School C.

Choose an item.

5 Click here to enter

School/ECE ID.

Click here to enter School D/ ECE name.Choose an item.

Approach All Click here to enter the number of schools involved schools in Click here to enter your area/region here. are approaching suppliers as a group mainly to agree on common requirements, reduce time spent by individual schools tendering separately and sharing knowledge on selecting the best options.

Outcome The preferred end result will be to have a single supplier for the group if there is sufficient value and benefits of one supplier for a group of schools. However, there will be Click here to enter the number of schools involved separate contracts as each school is a separate entity. The organisations reserve the right to appoint separate suppliers or not award a contract.

The outcomes desired by this collective procurement are:1. All organisations having a signed contract with clear terms and conditions 2. Each organisation having a solution to suit their requirements 3. Standardised service levels and processes for each organisation (For e.g. cleaning

times, inspection and maintenance schedules, reporting)4. Schools and ECE engaged with a Supplier who has a strong understanding of education

facility requirements and regional presence 5. Transparent pricing and invoicing6. Assurance that Supplier is compliant with the Ministry of Education and any relevant

compliance policies (e.g. Building Warrant of Fitness requirements) 7. Organisations are offered options for cost savings and innovation

Professional Services RFQ 2017-2 Page 5 of 18

2.2 Required solution (services and deliverables)Required Solution (services and deliverables)

Xxxx School (repeat for each school)

Girls Uniform item Description Photograph quantity

a.

b.

c.

d.

e.

Boys Uniform item Description Photograph quantity

a.

b.

c.

d.

e.

Unisex Uniform item

Description Photograph quantity

a.

b.

c.

d.

e.

Sports Uniform item

Description Photograph quantity

a.

b.

c.

d.

e.

Kapa haka Uniform Description Photograph quantity

Professional Services RFQ 2017-2 Page 6 of 18

item

a.

b.

c.

d.

e.

Other Uniform item Description Photograph quantity

a.

b.

c.

d.

e.

Other Requirements The supplier must use eco-friendly products and fair trading practices as part of the group’s and friendly planet and sustainable future vision and practices…. The uniforms must be available for sale [specify eg at school/in a local retail outlet/online]. Add the following information as appropriate.

Where the retail outlet is not available locally, the Supplier should plan to provide a local ‘pop up store’.

Any new Supplier will be expected to purchase all existing branded or exclusive apparel from the current supplier at retail price less 22.5% margin and fabrics at cost price (approximately $ - $ value. This is to ensure that supply continues whilst the new supplier is able to ramp up productions. This will be discussed in further detail with the shortlisted supplier.

The supplier must be able to assist students outside of the normal size range to produce a uniform that fits.

ContractThe successful Supplier will be engaged through the Government Model Contract (GMC) with each individual school. The term of the contract is [4] years with a right of renewal for a further [2] years (total 6 years). Start date of the contract is Click here to enter a date.

Insurance

a. The Supplier will be required to maintain insurances as detailed in the Contract:

i. Public Liability insurance of no less than $1 million per occurrence ii. Professional Indemnity insurance of no less than five times the fee with a maximum

of $500 000 which must be maintained for a minimum of three years after completion of the services.

Professional Services RFQ 2017-2 Page 7 of 18

2.3 Capability (skills and expertise)The Supplier and named Subcontractors must have sufficient capability to satisfactorily deliver the service, evidenced by:

o Organisational structure and subcontractor arrangements, roles and responsibilities (e.g. response, patrol, monitoring, maintenance)

o Proven relevant, recent experience delivering Services of a similar nature in a comparable setting (E.g. Other businesses in the area or to other groups of schools)

2.4 Capacity (resources and availability)The Supplier (including Subcontractors) must have sufficient capacity to satisfactorily provide a responsive and efficient service throughout throughout the school year.

Adequate stock should be maintained. Should any item or size be sold out, they should be available within 4-6 weeks – regardless of their normal manufacturing location. The Supplier should plan for peak periods such as 5-6 weeks from the end of January (when around 80% of uniform sales are made) and the beginning of Term 2 when the weather gets cooler.

Contingency requirements for ensuring that sufficient resources will be available throughout the engagement to ensure full delivery throughout the life of the contract.

2.5 PriceThe Supplier will provide transparent pricing for each organisation using the RFP response form provided.The Buyer seeks to obtain the best value-for-money over whole-of-life. This means achieving the optimal outcome for the appropriate price. If a Respondent offers a price that is substantially lower than other Proposals (an abnormally low bid), the Buyer may seek to verify with the Respondent that the Respondent is capable of fully delivering all of the Requirements and meeting all of the conditions of the Proposed Contract for the price quoted. In preparing their Proposal, Respondents are to consider all risks, contingencies and other circumstances relating to the delivery of the Requirements and include adequate provision in the Proposal and pricing information to manage such risks and contingencies.

Pricing information must:

i. include all costs, fees, expenses and charges associated with the satisfactory delivery of the Services

ii. be in NZ$ exclusive of GST

The Buyer is under no obligation to check Tenderers’ pricing for errors or omissions.

Professional Services RFQ 2017-2 Page 8 of 18

SECTION 3: Proposal Evaluation3.1 Evaluation method and criteria Quotes will be evaluated using a Conformance and Value evaluation method:

i. Quotes will be scored for each of the following non-price criteria:a. Required Solution – A comprehensive and thorough fit for purpose solution for

schoolsb. Capability – The Supplier’s skills, expertise and recent relevant experience

provide assurance of their capability to manage the service. c. Capacity – The Supplier has sufficient resources allocated to the contract

ii. A Quotes for non-price criteria that scores 4/10 will be deemed not to conform (meet the requirement).

iii. Prices and non-price scores of conforming Quotes will be compared and the Quote that is determined represents best value for money will be selected as preferred. Additionally, Quote prices may be compared with those of recent, comparable engagements and/or with evaluators’ experience to determine whether they are within reasonable market expectations.

iv. If a Respondent offers a price that is substantially lower than other Proposals (an abnormally low bid), the ET may seek verification that the Respondent is capable of fully delivering all of the Requirements and meeting all of the conditions of the Proposed Contract for the price quoted.

v. A quote may be excluded from further evaluation or selection subject to due diligence.

The evaluation criteria

Value for money will be ascertained through evaluation of the following criteria: Criterion Weighting

Proposed Solution 30% Method and approach comprehensiveness deliverability robustness of systems and processes quality control added benefits to the college Relationship management reporting issue resolution accountabilitiesUnderstanding of the requirement Supplier Capability (Organisational) 15% Experience and track record Supplier Capacity (Organisational) 25%

Sufficiency of resources Availability of resources of organisational resources and sufficient back-up

Retail Price of Product 30% 100%

Professional Services RFQ 2017-2 Page 9 of 18

3.2 ScoringThe following scoring scale will eb used in evaluating Quotes received.

Rating Definition Score

EXCELLENT Exceeds the criterion to provide substantial additional benefit and/or reduction of risk 9-10

GOOD Exceeds the criterion to provide some additional benefit and/or reduction of risk 6-8

ACCEPTABLE Meets the criterion 5

MINOR DEFICIENCY Does not meet the criterion due to minor deficiency or risk 3-4

MAJOR DEFICIENCY Does not meet the criterion due to major deficiency or risk 1-2

UNACCEPTABLE Does not comply, insufficient information provided or unacceptable deficiency or risk 0

3.3 Due DiligenceDue diligence may be undertaken on one or more Quote/Tenderer and the results may be taken into account in the evaluation/selection process. Due diligence may include:

i. reference checks

ii. clarifications, interviews, and/or presentationsiii. Police vetting of personnel

iv. other checks (e.g. validity of proposal, financial, probity, legal)

Professional Services RFQ 2017-2 Page 10 of 18

SECTION 4: Form of QuoteSchool Uniforms at Name of School

4.1 Tenderer’s Details

Tenderer’s name: [Tenderer’s trading name]

Full legal name (if different)

[Legal name]

Physical address [Main or head office]

Postal address [E.g. P.O Box address]

Registered office [Registered office if applicable]

GST registration number [NZ GST number OR Overseas based]

4.2 Tenderer’s Contact Person

Contact person [Full name of the person authorised to represent the Tenderer]

Title/position [Title/position of the Tenderer’s contact person]

Telephone number [Area code - number]

Mobile number [Prefix - number]

Email address [Email address]

4.3 Schools you will be providing a quote for:

School ID School name Quote?

Click here to enter School A ID.

Click here to enter School A name. [Y/N]

Click here to enter School B ID.

Click here to enter School B name.

[Y/N]

Click here to enter School C ID. Click here to enter School C.

[Y/N]

Click here to enter School/ECE ID.

Click here to enter School D/ ECE name.

[Y/N]

4.4 Proposed Solution (Services and deliverables)

4.4.1 Describe your plan for delivering the Services for each individual school or ECE including:

An overall understanding of educational facility requirements and locality How you propose to meet the deliverables detailed in 2.2

How Health and Safety will be managed for the various activities (e.g. Patrols, maintenance, inspections and repairs). A copy of your health and safety policy, a summary of your health and safety system and a SSSP.

Any variances/ differences in your approach that may apply to a school (e.g. location, size)

Professional Services RFQ 2017-2 Page 11 of 18

4.4 Proposed Solution (Services and deliverables)

(Guidance: Approximately 1 to 2 x A4 pages. Please tailor your response to the requirements of the group. Any generic and appropriate marketing materiel can be appended to your proposal)

[Answer]

4.4.2 Describe how the relationship will be managed including:

key contact points, accountabilities

issue resolution/escalation process.(Approximately 1 x A4 pages)

[Answer]

4.3.3 Describe any value-add/ benefits you can provide to the group you are quoting for (for e.g. cost savings through patrol services, maintenance)

(Approximately 1 to 2 x A4 pages)

[Answer]

4.3.4 Describe any service/technology/innovation you can introduce that would be suitable for the group.

(Approximately 1 x A4 page)

[Answer]

4.5 Capability (Skills and Expertise)

4.5.1 Provide an overview of your organisation’s capability including:

a brief history including number of years of operating in the relevant market/region

professional memberships/accreditations experience delivering Services of a similar nature (e.g. to schools or

businesses in the area) including examples structure (append an organisational chart) and any sub contractual

arrangements, number of staff (e.g. employees) and locations.(Approximately 1 to 2 x A4 pages)

[Answer]

4.6 Capacity (Resources and Availability)

4.6.1 Outline your plan for ensuring that sufficient resources will be available to provide a responsive service to the group:

the resources that will be assigned to schools

local presence of the your resources any recruitment required to meet capacity requirements

the scalability of resources potential resource constraints or circumstances that may affect capacity

Professional Services RFQ 2017-2 Page 12 of 18

4.6 Capacity (Resources and Availability)

any other capacity related risks and how you intended to manage them back-up resource (contingency) planning

(Approximately 1 x A4 page)

[Answer]

4.7 Price

1.1 Provide the total price for the full delivery of all requirements and including a breakdown of all costs, rates, fees, expenses and associated charges.

[school name – complete each school’s requirements as specified in section 2]

Uniform Item Retail Price Comment (if approp.)Girls' Uniforma. Blouse (Junior)b. Blouse (Senior)c. Skirt (Junior)d. Culotte (Junior)e. Skirt (Senior)f. Girls' Trousers (Senior)Boys' Uniformg. Polo Shirt (Junior)h. Polo Shirt (Junior)i. Shortsj. Boys' TrousersPrefects Uniformk. Boys' Shirtl. Girls' Blousem. Prefect TieUnisex Itemsn. Rutherford College Pullovero. Scarfp. Capq. Navy Blazerr. School TiePhysical Educations. Shirtt. ShortsKapahakau. Vestv. TieOtherw. Scholars' Tiex. Staff Tiey. Staff Honours' Tie

Professional Services RFQ 2017-2 Page 13 of 18

4.7 Insurance

4.7.1 Confirm that for the duration of the Services you will maintain Public Liability insurance of no less than $1,000,000 per occurrence. If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.7.2 Confirm that for the duration of the Services, you will maintain Professional Indemnity insurance of no less than five times the fee with a maximum of $500 000 which will be maintained for a minimum of six years after completion of the Services.

[Confirmed / Not Confirmed: [Explanation]]

4.8 RefereesProvide the details of two referees from recent customers for whom you have delivered comparable Services.. Tenderers must ensure that the referees have agreed to be referees and are aware that they may be contacted by the Buyer. By providing these contact details you authorise the Buyer contacting these referees, collecting information about the Tenderer and using such information for the evaluation (including due diligence) of the Proposal. You also agree that information provided by referees will be confidential to the Buyer.

Referee One

Organisation name [Organisation name]

Contact name: [Contact name]

Telephone [Contact telephone number]

Email [email address]

Referee Two

Organisation name [Organisation name]

Contact name [Contact name]

Telephone [Contact telephone number]

Email [email address]

4.9 Police Vetting

As per paragraph 2.2f, confirm that all personnel who are likely to have unsupervised access to students at the school during normal school hours agree to be Police vetted (If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

Professional Services RFQ 2017-2 Page 14 of 18

4.10 Due Diligence

The Buyer may undertake checks to assess the risk of entering into a Contract with a Tenderer. A Proposal/Tenderer may be excluded from further evaluation or selection as preferred if the Buyer determines that entering into a Contract with a Tenderer represents a significant risk to the Buyer. In this section “the Tenderer” includes any joint venture/consortium participant as listed in Section 4.6.

4.10.1 Confirm that there are no events, matters or circumstances, actual, contemplated or threatened, that have or may represent a risk to the Buyer or affect your ability to satisfactorily deliver the Contract Works including (but not limited to):

actions of insolvency proceedings, bankruptcy, administration (voluntary or otherwise), statutory management, compulsory winding up, receivership or similar

legal proceedings, investigation or the threat of investigation by any regulatory or investigative authority such as the Commerce Commission, Serious Fraud Office or the Financial Markets Authority

structural/ownership changes (e.g. merger, sale, restructure) disputes (e.g. union dispute, legal dispute, court action)

being declared a threat to national security or the confidentiality of sensitive government information

being designated as a terrorist by New Zealand Police.If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.10.2 Confirm that your organisation is not a “phoenix” organisation or similar (an organisation which has an association with (e.g. common directors/shareholders) or that is used to take on the business of a failed organisation or an organisation considered to have a poor reputation). If unable to confirm, provide an explanation including the name of the organisation from which your organisation is a phoenix organisation.

[Confirmed / Not Confirmed: [Explanation]]

4.10.3 Confirm that that no director, Buyer or Key Personnel of your organisation:

is the subject of any legal proceedings, investigation or the threat of investigation by any regulatory or investigative authority such as the Commerce Commission, Serious Fraud Office or the Financial Markets Authority

has been convicted of a criminal offence related to business or professional conduct

has been declared to be bankrupt, in receivership or liquidation

has made a false declaration has had a serious performance issue in relation to previous service provision

has been convicted of professional misconduct or any serious crime or offence (or has any pending)

has performed an act or omission which has adversely reflected on the commercial integrity of your organisation

has failed to pay taxes, duties or other levies

Professional Services RFQ 2017-2 Page 15 of 18

has been declared a threat to national security or the confidentiality of sensitive government information

is a person or organisation designated as a terrorist by New Zealand Police.

If unable to confirm, provide an explanation. has performed an act or omission which has adversely reflected on the commercial integrity of your organisation

has failed to pay taxes, duties or other levies has been declared a threat to national security or the confidentiality of

sensitive government information is a person or organisation designated as a terrorist by New Zealand Police.

If unable to confirm, provide an explanation.If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.11 Conflicts of Interest

4.11.1 Confirm that you are not aware of any circumstance that may represent an actual, potential or perceived Conflict of Interest between your interests and your duties and responsibilities in delivering the Contract Works. If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.11.2 Confirm that you are not aware of any of the Buyer’s personnel having any interest in, or association with you that may give rise to any perceived, potential or actual Conflicts of Interest. If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.12 Acceptance of Contract and assumptions

4.12.1 Confirm your acceptance (in principle) of the proposed Contract. If not confirmed, detail:

the Contract clause at issue an explanation of your concern

your proposed remedy.

[Confirmed / Not Confirmed: [Explanation]]

4.12.2 Confirm that your Quote is not based on any assumptions. If not confirmed, detail each assumption and its impact on provision of the Services.

4.13 Tenderer’s Declaration

Item Declaration Declaration

RFx Process Terms and Conditions

I have read and fully understand this RFQ including the RFx Process Terms and Conditions (Section 1.6) and related GETS questions/answers and Tender Notifications. I confirm that the Tenderer agrees to be bound by

[Agree/Disagree]

Professional Services RFQ 2017-2 Page 16 of 18

4.13 Tenderer’s Declaration

them.

Collection of further information

I authorise the Buyer to:

a. collect relevant information about my organisation and Key Personnel, except commercially sensitive pricing information, from any relevant third party, including a referee, or previous or existing client

b. use such information in the evaluation of this Proposal.

The Tenderer agrees that all such information will be confidential to the Buyer.

[Agree/Disagree]

The Requirement I have read and fully understand the nature and extent of The Requirement (Section 2). I confirm that the Tenderer has the necessary capability and capacity to fully meet or exceed the Requirement (satisfactorily deliver the Services by the Due Date for Completion).

[Agree/Disagree]

Ethics In submitting this Quote, the Tenderer confirms that it:

a. has not entered into any improper, illegal, collusive or anti-competitive arrangements with any competitor

b. has not directly or indirectly approached any representative of the Buyer (other than the Point of Contact) to lobby or solicit information in relation to the RFQ

c. has not attempted to influence, or provide any form of personal inducement, reward or benefit to any representative of the Buyer.

[Agree/Disagree]

Offer Validity Period I confirm that this Quote, including the price, remains open for acceptance by the Buyer for the Offer Validity Period stated in Section 1.6.

[Agree/Disagree]

Conflicts of Interest All Conflicts of Interest that the Tenderer is aware of have been reported in the Conflict of Interest Section of the Form of Quote. Where a Conflict of Interest arises during the RFQ process, the Tenderer will report it immediately to the Point of Contact.

[Agree/Disagree]

DECLARATION

I declare that in submitting this Quote and declaration:

a. the information provided is true, accurate and complete and not misleading in any

Professional Services RFQ 2017-2 Page 17 of 18

4.13 Tenderer’s Declaration

material respectb. the Quote does not contain intellectual property that will breach any third party’s rights

c. I have secured all appropriate authorisations to submit this Quote, to make the statements and to provide the information in the Quote and I am not aware of any impediments to entering into a Contract to deliver the Services.

d. I understand that the falsification of information, supplying misleading information or the suppression of material information in the Quote and this declaration may result in the Quote being excluded from further evaluation or selection and may be grounds for termination of any Contract awarded as a result of the RFQ.

By signing this declaration the signatory below confirms that he/she has been authorised by the Tenderer to make this declaration on its behalf.

Signature: [Signature of the person authorised to represent the Tenderer]

Full name: [Full name of the person authorised to represent the Tenderer]

Title/position: [Title/position of the person authorised to represent the Tenderer]

Tenderer’s name: [Tenderer’s trading name]

Date: [Date]

4.14 Tenderer’s Checklist

All sections of the Form of Quote have been completed.

The Tenderer’s Declaration has been completed and signed by the person authorised to represent the Tenderer

The following documents are being submitted by the Tenderer:

Form of Quote (completed) A copy of your health and safety policy, a summary of your health and safety

system and a SSSP Evidence of health and safety accreditation

[Specify].

Professional Services RFQ 2017-2 Page 18 of 18