CONTENTS

1.Introduction

3.Information to be Submitted and Assessment Criteria

4.Conditions of Prequalification

5.TendererSelection and Evaluation

August 20161

1

Companies wishing to provide planning, designand associated services for roads managed by the Commissioner of Highways must be prequalified with the Department of Planning, Transport and Infrastructure (DPTI).

Prequalification is available in the following categories:

Category / Services to be Provided
RD1 / Road Design
The provision of preliminary and final road (urban arterial and national highway) designs, reports and approved construction drawings in compliance with the DPTI Technical Standards and Guidelines.
RD2 / Lighting Design
The provision of Road Lighting and Electrical Conduit designs in accordance with the relevant Electrical and Austroads standards and engineering drawings for construction purposes that comply with DPTI Technical Standards and Guidelines.
RD3 / Traffic Signal Design
The provision of geometric design including the positioning and detailing of all necessary hardware, pedestrian ramps, cut-outs etc and underground conduit design for traffic signals in association with street lighting conduits that complies with Austroads, DDA and electrical standards. This information is presented on engineering drawings for construction purposes that comply with DPTI Technical Standards & Guidelines.
RD4 / Traffic Modelling
The analysis of road intersections and networks using specialised software packages. The currently approved software packages supported by DPTI are Aimsun, Sidra Intersection, Transyt14 and LinSig.
RD5 / Concept Planning
The concept planning or planning investigation phase develops a number of concepts for the identified problem and these are then assessed against a series of standard engineering, economic, environmental and social benchmarks to establish a cost/benefit outcome and the selection of a preferred option to advance further.

The DPTI Technical Standards and Guidelines are available from:

Once prequalified, companies are subject to ongoing review by DPTI to ensure that the information submitted in their application remains valid and that they have performed satisfactorily when awarded contracts.

The purpose of the prequalification scheme is to minimise risks to DPTI and to reduce the effort of individual companies at the time of tender. The scheme aims to facilitate, but not replace, tender assessment for individual projects.

Companies are invited to apply for prequalification by completing the application form (available from

and attaching the information described in Part 2 “Information to be Submitted and Assessment Criteria”.

The Application Form and Attachments must be submitted in accordance with the instructions on the Application Form.

Enquiries may be directed to:

or

Managing Designer

Phone: (08) 8343 2113

or

Manager Planning & Design

Phone: (08) 8343 2121.

August 20161

Please provide the information listed in the column “INFORMATION TO BE SUBMITTED BY APPLICANT” in the following table.

These columns for DPTI use only
SUBJECT / INFORMATION TO BE SUBMITTED BY APPLICANT / MINIMUM REQUIREMENTS / Meets Requirement?
(Yes / No)
1COMPANY STRUCTURE /
  1. Outline of company structure and ownership.
/ For information.
  1. Organisational Chart showing clearly defined positions with names, functions and reporting relationships.
/ For information.
2INSURANCE / Evidence of Insurance Policies and certificates of currency. / $10,000,000 Public Liability insurance.
$2,000,000 Professional Indemnity insurance. (DPTI may request an increase to this amount for larger projects)
3COMPANY EXPERIENCE & TRACK RECORD /
  1. Number of year’s experience that the company has in the relevant category/s.
  2. Details of relevant current and recently completed contracts in the last 3 years for each category being applied for, including:
  • Project Name & Description of work undertaken,
  • Client (including contact details),
  • Value of contract and duration of contract (project dates),
  • Examples of plans, planning/design reports, responses to audits, safety in design reports
  • Roles and responsibilities of key team members.
/
  1. Successful completion of at least 3 relevant contracts for each category being applied for, to the client’s time, cost and quality requirements.
  2. At least 1 referee per contract is provided.

4TECHNICAL SOFTWARE & DESIGN STANDARDS & OTHER DOCUMENTATION /
  1. List of software packages used by the company for each category being applied for.
  2. Evidence of software use in categories applied for:
  • Road Design – AutoCAD, MX or 12D, Civil 3D
  • Lighting Design – Perfect Lite or equivalent
  • Traffic Signal Design - AutoCAD, MX or 12D
  • Traffic Modelling – One or more of the following, AIMSUN, Transyt14, SIDRA Intersection, LinSig
  1. Examples of documents prepared which are relevant to the category being applied for, including:
  • plans,
  • planning / design reports,
  • Traffic Impact Statement (for RD1),
  • Safety in Design report,
  • responses to audits.
/ For each category being applied for:
  1. Demonstrated ability to meet the drawing presentation standards in the DPTI Standards & Guidelines,available at
  2. Demonstrated ability to interpret and design with AustRoads and Australian Standards (for technical design requirements).

5COMPANY PERSONNEL AND COMPETENCY /
  1. CV’s for all staff nominated to provide the service, clearly setting out levels of experience & qualifications relevant to each category being applied for, including:
  • Number of years of experience within the industry,
  • Location of staff member,
  • Details of relevant projects undertaken,
  • Qualifications, licences and other relevant training,
  • Skills and specialist abilities,
  • Knowledge and history of working with government specifications, briefs and/or standards and guidelines.
  • Road Safety Audit (if applicable).
/
  1. CV’s demonstrate that the nominated staff members have satisfactory experience and qualifications relevant to the category being applied for.
  2. For each category being applied for, the Senior Design Engineer / Manager who is responsible for the approval of technical and drafting compliance before submission to DPTI has the following experience at a minimum:
  • Road Design – 10 years
  • Lighting Design – 5 years
  • Traffic Signal Design – 5 years
  • Traffic Modelling – 5 years
  • Concept Planning – 5 years.

6QUALITY MANAGEMENT /
  1. Copy of certification of Quality Management System.
or
  1. If not third party certified, provide the following information:
  • Details of the level of involvement of the Senior Management in the company’s Quality program, clearly nominating the design verifier.
  • The name, contact details and CV of the person in the company responsible for managing Quality.
  • A copy of the company quality manual, or at a minimum, the company quality policy statement.
  • An audit schedule that demonstrates continuous use and improvement of the system over the past 5 years.
/
  • Certified Quality System;
or
  • If not third party certified, evidence demonstrates understanding and commitment to quality management principles.

7WORK HEALTH & SAFETY (WHS) /
  1. Copy of certification of WHS Management System.
or
  1. If not third party certified, provide the following information:
  • Details of the level of involvement of the Senior Management in the company’s WHS system.
  • A copy of the company WHS policy and or WHS manual, or at a minimum.
  • Examples of WHS procedures, audits and other relevant WHS documentation.
/
  • WHS Management System
or
  • If not third party certified, evidence which demonstrates understanding and commitment to WHS

August 20161

1.Introduction

These Conditions of Prequalification prescribe the rules by which an application will be assessed by DPTI and if the applicant is successful, for the management of the prequalification system. By submitting an application for prequalification, an applicant agrees to comply with, and be bound by, the rules contained within these Conditions of Prequalification.

2.Applications

Companies may submit applications for prequalification at any time. Applications must be submitted in accordance with Part 2 “Application” of this document. Prequalification only determines a company’s eligibility to submit tenders.

3.Assessment and Notification

Applications for prequalification will be assessed in accordance with DPTI’s internal procedures for management of its prequalification systems. DPTI and its agents may undertake any investigation that is reasonably necessary to validate the information submitted by the applicant.

The criteria considered in the assessment of an application are those listed in Part 3: “Information to be Submitted and Assessment Criteria” of this document.

Companies should allow at least six weeks from the date of submission for the assessment process.

The prequalification of a Contractor does not extend to related or subsidiary companies owned or controlled by the Contractor.

4.Prequalification Period

The prequalification system is reviewed at least every three years. However, DPTI, in its absolute discretion, may at any time:

  • vary the period of review and/or revise the system;
  • advertise for new applications; and
  • request a company to validate or resubmit their application (either in part or in its entirety).

5.Reviewing, Rescinding or Downgrading Prequalification

At any time, DPTI may review the prequalification status of a company and in its absolute discretion, rescind the company’s prequalification or reduce the level of prequalification as a result of:

  • in DPTI’s opinion, unsatisfactory performance by the company on a contract for any client (including local councils and private developers);
  • material changes to a company’s organisational structure, third party certification or its technical, financial or management capacity; or
  • a failure to comply with the terms and conditions of prequalification.

Before such action is taken, the Contractor will be given an opportunity to show cause why the prequalification should not be rescinded or reduced. The Contractor will also be given details of the matters prompting the request to show cause.

6.Provisional Prequalification

A company may be granted Provisional Prequalification where it does not fully comply with every requirement specified in this document, but DPTI forms the reasonable opinion that the company will be able to do so in the near future. (e.g. quality system needs further development). Full prequalification is then subject to the company demonstrating that they are able to comply with the specified requirements for full prequalification. If a provisionally prequalified company is unable to demonstrate compliance within the nominated period, DPTI may request resubmission of all or part of their application or withdraw the provisional prequalification; or

Provisional Prequalification enables the company to submit tenders to DPTI.

  1. Contractor to Advise

A prequalified company must immediately advise the Director, Contracting and Procurement, DPTI of any material change to:

  • its financial capacity, contact details, ownership, resources or technical capacity; and/or
  • any convictions or prohibition notices under Work Health and Safety legislation or environmental legislation.

8.Confidentiality

Except as required by law, DPTI will ensure the confidentiality of all information supplied by companies is maintained and will sign an appropriate confidentiality agreement if requested.

9.Publication of Prequalification Status

A list of the prequalified companies will be disclosed to others on the following web site:

While a company may communicate its DPTI prequalification status to others, it must not represent that this prequalification necessarily means that they are competent to undertake work for organisations other than DPTI. No responsibility is accepted for any consequences arising from the use of the prequalification scheme other than for DPTI contracts.

10.Disclaimer

The decision to approve or reject, with or without conditions, any application for prequalification is at the absolute discretion of DPTI. DPTI is not liable for any costs or damage incurred in the exercise of such discretion or the discretion to rescind or downgrade any prequalification.

While other organisations may reference this prequalification system, DPTI:

  • assumes no responsibility whatsoever to any other party in any matter associated with this prequalification system;
  • has developed this system solely for its internal purposes; and
  • does not represent or warrant that any of the prequalified companies are technically capable, financially sound or suitable for any non-DPTI project.

Any organisation seeking to deal with prequalified companies must rely on its own enquiries and bears all risks associated with the use of this prequalification system.

August 20161

1.Tenderer Selection from the Prequalification Register

DPTI will take a number of factors into consideration when determining which prequalified companies will be invited to provide services or submit a quotation, such as:

  • category/s of work;
  • the estimated value of the work;
  • each Prequalified company’s resource availability, workload, skills/experience; and
  • ability to provide value for money.

DPTI will select companies from the register either by select tender call or single select tender call depending on the above factors.

DPTI reserves the right to call tenders from non-prequalified Service Providers in special circumstances such as limited prequalified companies or highly specialised tasks requiring prequalified companies not available from the prequalified list.

DPTI is under no obligation to request any prequalified company to submit a quotation and prequalified companies are not guaranteed any work.

2.Evaluation of Tenders from Prequalified companies

When companies have been prequalified with their performance, capability and capacity assessed as part of that process, then the tender evaluation will generally consider price and past performance. In evaluating tenders the principle of ‘best value’ will be applied.

3.Performance Evaluation

DPTI reserves the right to conduct an audit on the company’s management systems at any time or seek additional evidence that the system is being effectively implemented. Companies found to not have satisfactory management systems may have their prequalification rescinded.

On projects managed by the department, performance evaluation feedback will be provided to the Prequalified companies the following criteria:

  • Project Deliverables/Requirements, including technical capacity, methodology and communication, compliance with relevant standards, guidelines and procedures, standard of deliverables.
  • Timeliness, including milestone dates achieved and service completed on time, timeliness in communicating issues and concerns, timely and adequate response to additional client requirements.

The Prequalified companymay provide comment on this evaluation and provide performance evaluation feedback to the Principal’s Representative on the following criteria:

  • Quality of documentation, including clear objectives and scope, complete, concise, accurate and realistic description of requirements, issues and risks addressed.
  • Contract management performance including timeliness and adequacy of response to requests, practicality and reasonableness of specification interpretations, cooperation and communication.

The Principal’s Representative may evaluate and review Prequalified company performance and quality of work at any stage.

August 20161