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Invitation to Tender – the provision of Parking Expiation & Permit ManagementServices (PEPMS) to the University of South Australia
Lodgement of Tenders
Tenders must be lodged in the tender box at the address shown.
Tenders must be in plain envelopes or wrappings endorsed as follows:
TENDER FOR THE PROVISION OF PARKING EXPIATION & PERMIT MANAGEMENT SERVICES (PEPMS):
UNIVERSITY OF SOUTH AUSTRALIA
Closing Time and Date: 2:00pm 9th April 2010
The Tender Box
University of South Australia
Reception, Level 1, 101 Currie St
ADELAIDE SA 5000

T:\Staff Folders\Michaelelias\Security\Tenderdocs\Invitation To Tender - Security Services Unisa 2008 V6final.Doc

Legal01/2086448_1

999999

MCE

Minter Ellison | Ref: MCE 999999Invitation to Tender – the provision of | page 1

Legal01/2086448_1

Part A - Invitation and Instructions

1.Background: Introduction to the University of South Australia

2.General

2.1Invitation to Tender

2.2Structure of Tender Documents

2.3Timetable: Closure of Tenders

3.Services Description

3.1Contract Sum

3.2Contract

3.3Site Plans 9

3.4Tender preparation

3.5Tender Form and Tender Schedules

Part B - Conditions of Tender

1.Defined terms

1.1Defined terms

2.Communications

2.1Communications between the University and the Tenderer

2.2Requests for information

3.Tender Documents

3.1Addenda

3.2Accuracy of tender documents

3.3Discrepancies, errors and omissions

4.Lodgement of Tender

4.1General

4.2Tender inclusions

4.3Conforming Tender

5.Tenderers’ warranties, representations and acknowledgements

5.1Tenderers to inform themselves

5.2Exclusion of claims against the University

6.Acceptance and evaluation of Tenders

6.1Evaluation criteria

6.2Currency of Tender

6.3Acceptance of Tender

7.The University's discretion

7.1University's evaluation

7.2Unsuccessful Tenderers

8.Intellectual Property

9.Confidential Information and return of Tender Documents

9.1Use and disclosure

9.2Permitted disclosure

9.3Obligations

9.4Disclosure by law

9.5Return of Tender Documents

Part C - Contractual terms

Part D - Scope of Work

Part E - Tender Form

Part F - Tender Schedules

Part A - Invitation and Instructions

  1. Background: Introduction to the University of South Australia

The University of South Australia was founded on 1 January 1991 through the amalgamation of the South Australian Institute of Technology and the Magill, Salisbury and Underdale campuses of the SouthAustralianCollege of Advanced Education. However, it traces its history back to some of the earliest and most influential educational institutions in South Australia, dating back to the nineteenth century, including the SouthAustralianSchool of Art, and the SouthAustralianSchool of Mines and Industries. Since its founding, the University has earned a reputation as a national leader in collaborative research and has been recognised nationally for innovation in teaching. The University has South Australia's largest intake of international students.

The University of South Australia is committed to educating professionals; creating and applying knowledge; serving the community; maintaining cultural diversity amongst its staff and students; and providing equitable access to education for greater numbers of people. In this way, the University continues to build on the long-standing traditions of its antecedent institution.

The University is spread over five campuses, two in the Adelaide CBD, one each in the Adelaide suburbs of Magill and MawsonLakes, and one in the regional city of Whyalla, 400 km north of Adelaide. It has recently commenced providing teaching services from its Mt Gambier Regional Centre. In addition, the University carries out its ancillary and support operations from a number of business locations within the Adelaide metropolitan area.

The University seeks to appoint a suitably qualified Contractor to provide Parking Expiation and Permit Management Services across the 4 metropolitan campuses (City East, City West, Magill, Mawson Lakes and a building located at Underdale to assist in enforcing the University’s Parking Code.

  1. General
  2. Invitation to Tender

This document invites prospective Tenderers to submit a Tender (in accordance with the Conditions of Tender) for the provision of Parking Expiation & Permit Management Services (PEPMS) to the University’s four metropolitan campuses: City East, City West, Magill and Mawson Lakes including 1 building at Underdale..

Parking Management at the University of South Australia must be service and customer oriented and be aligned with the Strategic Objectives and vision of the University – such a service should not be seen as a “campus police force”. The contractor shall ensure that in the delivery of service, the parking inspectors / officers maintain a professional manner, which, while acknowledging the requirement to implement policy, is consistent with this service philosophy, and not authoritarian or dictatorial.

1.2.Structure of Tender Documents

The Tender Documents comprise the following parts:

Part A - Invitation and Instructions

Part B - Conditions of Tender

Part C - Contract

Part D - Scope of Services

Part E - Tender Form; and

Part F- Tender Schedules

1.3.Timetable: Closure of Tenders

Tenders will be accepted up until 2:00pm (Adelaide time) on the9th April 2010.The University may vary this date or time in its absolute discretion.

  1. Services Description

The Scope of Services and service requirements are as set out in Part D.

2.1.Contract Sum

Tenderers must submit a series of fixed prices (on a GST exclusive basis) for each component of the Services. In this regard Tenderers must complete and include with their tenders the Tender Schedules set out in Part F.

2.2.Contract

Successful Tenderers will be required to enter into a Contract with the University on the terms set out in Part C of the Tender Documents.

3.Site Plans

Site plans can be accessed via the following UniSA website links or by an email request to

City East Campus:

City West Campus:

Magill Campus:

Mawson Lakes Campus:

3.1Tender Preparation

All Tenders must be prepared and lodged in accordance with clause 6 of the Conditions of Tender.

It is the Tenderer's responsibility to ensure that its Tender complies with the requirements of the Tender Documents. A Tenderer who fails to comply with the requirements of the Tender Documents risks exclusion from evaluation.

3.2Tender Form and Tender Schedules

Each Tenderer is required to complete the Tender Form (set out in Part E) and each of the Tender Schedules (set out in Part F).

Failure to comply with paragraph (a) may result in a Tender being excluded.

Part B - Conditions of Tender

  1. Defined terms
  2. Defined terms

In Invitation to Tender unless the context otherwise requires:

Business Day means any day other than a Saturday, Sunday or Public Holiday in AdelaideSouth Australia.

Closing Date means 9th April 2010.

Closing Time means 2:00 pm (Adelaide time) on the Closing Date.

Conditions of Tender mean the terms and conditions as set out in this Part B of the Tender Documents.

Confidential Information means:

1.1.1.any document, drawing, information or communication (whether in written, oral or electronic form) given to the Tenderer by the University which is in any way connected with the Services;

1.1.2.the fact that the Tenderer has submitted a Tender and the terms of its Tender;

1.1.3.all notes and other records prepared by the Tenderer based on or incorporating information referred to in paragraphs (a) or (b); and

1.1.4.all copies of the information, notes and other records referred to in paragraphs (a), (b) or (c),

but does not include information which:

(e)the Tenderer creates (whether alone or jointly with any third person) independently of the University; or

(f)that is public knowledge (otherwise than as a result of a breach of confidentiality by the Tenderer, any permitted disclosee, or any other Tenderer).

Conforming Tender means a Tender that:

(a)is in an envelope endorsed 'Tender for the Provision Parking Expiation and Permit Management Services: University of South Australia'.

(b)contains all information required by these Conditions of Tender;

(c)conforms to the formalities required by these Conditions of Tender; and

(d)clearly notes any clarifications and qualifications to the Tender Documents.

Contract means the contract between the University and the Successful Tenderer containing the provisions set out in Part C of these Tender Documents.

Location for Lodgement means The Tender Box, University of South Australia, Reception, Level 1, 101 Currie Street, Adelaide, South Australia, 5000.

Minter Ellison | Ref: MCE 999999Invitation to Tender – the provision of | page 1

Legal01/2086448_1

Part B Conditions of Tender

Tender means the documents required by these Tender Documents to be duly completed and executed by or on behalf of the Tenderer and lodged with the University in accordance with these Conditions of Tender.

Tenderer means a person lodging a Tender in accordance with the Tender Documents.

Tender Documents mean the documents described in clause 2.2 of Part A.

Tender Schedules means the schedules set out in Part E of the Tender Documents, which are required to be completed and returned as part of the Tender.

University's Representative means an employee of the University holding the position of Deputy Director: Facilities Management and or nominee.

  1. Communications
  2. Communications between the University and the Tenderer

Unless otherwise agreed in writing with the University, all communications between the Tenderer and the University material to the preparation of the Tender must be in writing.

2.2.Requests for information

2.2.1.The University is not obliged to respond to any request by a Tenderer for additional information or clarification of the Tender Documents.

2.2.2.The University will not be bound by:

2.2.2.1.any verbal advice or information irrespective of who provides such advice; and

2.2.2.2.any written advice or information unless it is signed by the University's Representative.

  1. Tender Documents
  2. Addenda
  3. The University may amend the Tender Documents at any time before the Closing Date and the Closing Time, in which case a written addendum will be issued by the University to all Tenderers.
  4. No explanation, elaboration, interpretation of, or amendment to the Tender Documents will be effective unless it is in the form of a written addendum issued by the University.
  5. Any addenda issued under this clause 3.1 will become part of the Tender Documents.
  6. Accuracy of tender documents

The Tenderer must make it own interpretations, deductions and conclusions from the information made available and from its own investigations and accept full responsibility for those interpretations, deductions and conclusions.

3.3.Discrepancies, errors and omissions

If a Tenderer discovers an error, discrepancy, ambiguity, incompleteness, omission or other issue arising in connection with the Tender Documents or any other information provided by or on behalf of the University, and the Tenderer considers that the error, discrepancy, ambiguity, incompleteness, omission or other issue is material to the preparation of its Tender, the Tenderer must immediately advise the University (in writing).

  1. Lodgement of Tender
  2. General
  3. Six copies of the Tender Documents and any supporting documentation must be delivered to the Location for Lodgement by the Closing Time on the Closing Date.
  4. If the Tender is not delivered to the Location for Lodgement by the Closing Time on the Closing Date, it may be rejected at the discretion of the University irrespective of the reason why it is late.
  5. Tender inclusions

Each Tender must include:

4.2.1.Evidence of the Tenderer’s commercial standing and its ability to carry out the Contract satisfactorily. Such evidence must expressly include details of current Parking Expiation and Permit Management contracts of industrial, educational or commercial organisations;

4.2.2.details of previous services effected in the past three years with particular reference to any contracts attained in the Higher Educational Sector;

4.2.3.details of quality control arrangements, qualifications (including Licenses) of key personnel responsible for delivery of the Service and training facilities;

4.2.4.Schedule detailing staff employment classifications (ie fulltime, part time, casual etc) , length of service, training (including OHS&W) qualifications and grade.

4.2.5.a statement of all equipment that the Tenderer proposes to use in the performance of the Contract;

4.2.6.The Tenderer must be able to prove its ability to manage any emergency that may arise;

4.2.7.names and addresses of at least three referees (preferably in Adelaide), who could be contacted concerning the ability of the Tenderer to fulfil the terms of the proposed Contract;

4.2.8.a copy of the Tenderer's detailed transition and implementation plan;

4.2.9.evidence that the Tenderer has relevant professional risk indemnity insurance of $10,000,000 and public liability insurance of $20,000,000;

4.2.10.Tenderer's audited financial statements for the last three years, or in the case of a new company or business organisation, the proposed share holding, financial and management structures, together with financial and management expertise of the management team;

4.3.Conforming Tender

4.3.1.The University will evaluate all Conforming Tenders.

4.3.2.To submit a Conforming Tender, the Tenderer must submit a Tender in accordance with these Conditions of Tender.

  1. Tenderers’ warranties, representations and acknowledgements
  2. Tenderers to inform themselves

By lodging a Tender the Tenderer will be taken to;

5.1.1.have examined the Tender Documents and any other information made available to the Tenderers by the University for the purposes of tendering;

5.1.2.have examined all information relevant to the risk, contingencies and other circumstances having an effect on its Tender and accounted for those risks, contingencies and circumstances in the Contract Price offered by it;

5.1.3.have formed its own views and opinions as to all of the information provided, and all risks, contingencies, constraints and all other circumstances which might influence or affect its Tender and/or its ability to carry out its obligations under the Tender Documents; and

5.1.4.have acknowledged that it has not relied in making its Tender on any warranty or representation made by the University, except where expressly provided in the Tender Documents.

5.2.Exclusion of claims against the University

By lodging a Tender, the Tenderer warrants and represents to the University that:

5.2.1.the Tenderer is in all respects an independent tenderer and that no collusion has taken place between the Tenderer and any other prospective tenderer or interested party in the preparation of the whole or any part of the Tender;

5.2.2.the Tenderer will not have any claim against the University or any employee, consultant, agent or contractor of the University (whether under the law of tort, contract, quantum meruit or otherwise) arising out of, or in connection with:

5.2.2.1.the Tender Documents or any information provided by or on behalf of the University (including incompleteness, errors, discrepancies, ambiguity or any other inadequacy);

5.2.2.2.the University exercising any discretions conferred on it by these Conditions of Tender (including its decision to accept or reject a Tender);

5.2.2.3.any of the matters and things relevant to the Services in respect of which the Tenderer must satisfy itself under these Conditions of Tender; or

5.2.2.4.any costs, expenses or other liabilities incurred by the Tenderer in preparing a Tender or otherwise in connection with a Tender (whether or not a Tender is lodged with, or accepted by, the University) including any costs incurred by the Tenderer in providing any further information or carrying out any further work and/or services at the request of the University, in connection with the Tender; and

5.2.3.all information contained in its Tender is accurate and not misleading.

  1. Acceptance and evaluation of Tenders
  2. Evaluation criteria

Tenders will be assessed against the following criteria, which may be weighted, at the University's discretion.

CAPABILITY and COMPETENCE:

  • Demonstrated capability of providing the Services stated in the scope of services including appropriate staffing levels and suitably qualified and trained employees.

EXPERIENCE and REFEREE COMMENT

  • Service providers are to provide 3 current client references, preferably including the tertiary education sector and are to detail the services provided to each of the clients.
  • Service providers are to provide examples from its existing contracts of the systems it has put in place to effectively measure performance against the service requirements in the relevant contract and the mechanisms it has of verifying to the client that the services have been performed to the standard required.

QUALITY MANAGEMENT and BUSINESS SYSTEMS

  • Compliance with quality assurance systems to nationally or internationally recognised Quality Systems Standards. Please submit copy of Quality Assurance Certificate.
  • Company Capability – Service providers are to provide information, which details its business operations, nationally and more specifically in South Australia. Service providers should include:
  • number of contracts,
  • location,
  • monetary value,
  • scope of services undertaken,
  • number of employees, and
  • details of quality systems and company key performance indicators.

FINANCIAL STABILITY

  • Financial Stability – Service providers are to provide the Company’s last 3 years audited Financial Statements.

OHS and OTHER

  • Occupational Health and Safety and Environment Systems.
  • Provide details of any prosecutions or fines for breaches of the OHS&W and or Environmental legislation over the past three years
  • Provide details of accidents, incidents, near misses, and workers compensation claims record over the past three years.
  • Provide details of OHS&W and Environment policies and evidence of how they are promulgated to all levels of staff.
  • Provide details of risk management and safe work procedures including training regimes and other associated systems.
  • Provide details of other relevant policies including Equity.
  • Industrial Relations
  • Provide details of any prosecutions or fines for breaches over the past three years and any pending actions, fines or prosecutions.

Nothing in this clause infers that the University will necessarily accept any Tender.

6.2.Currency of Tender

6.2.1.Tenders will remain valid for acceptance for three calendar months following the Closing Date, until such time as written notice has been received by the University from the Tenderer that the Tender has been withdrawn.

6.2.2.A Tenderer must not, before the expiry of three calendar months:

6.2.2.1.withdraw or revoke;

6.2.2.2.vary, amend, change (including by way of addition or qualification); or

6.2.2.3.otherwise do anything which affects its Tender once submitted,

unless the University expressly agrees in writing.

6.3.Acceptance of Tender

A Tender will not have been accepted by the University unless and until the Tenderer and the University have executed the Contract.

  1. The University's discretion
  2. University's evaluation

The University may, in its absolute discretion:

7.1.1.consider, or refuse to consider, any Tender which does not conform or comply with the requirements of the Conditions of Tender;

7.1.2.in its evaluation and assessment of Tenders: