EXPRESSIONS OF INTEREST FOR THE PROVISION OF INTERIOR CLEANING SERVICES OF VARIOUS COUNCIL FACILITIES

Transcription

1 EXPRESSIONS OF INTEREST FOR THE PROVISION OF INTERIOR CLEANING SERVICES OF VARIOUS COUNCIL FACILITIES TAUPŌ DISTRICT COUNCIL 72 LAKE TERRACE TAUPŌ NEW ZEALAND

2 2 1.0 INTRODUCTION Taupō District Council is seeking expressions of interest from interested, experienced and reputable contractors for the interior cleaning & presentation of Council owned public facilities within the district stipulated in the contract. This Contract covers the provision of interior cleaning services for various Council operated community, operational and office facilities within Taupō District. The successful Contractor shall be required to: Provide cost effective programme of cleaning services to Taupō District Council Facilities listed below. Provide excellent and consistent high standard of interior cleaning of all Council facilities included in this contract in a presentable manner Provide additional on-call cleaning as required to all Council Facilities included in the contract. Replace consumables ie soap, toilet paper, hand towels etc as required. Council will supply the aforementioned consumables. Report any problem within the area of responsibilities that needs maintenance attention. The Expression of Interest (EOI) is not an Invitation to Tender. At this stage, prospective contractors are not required to submit prices. Council shall shortlist the submissions received and subsequently invite selected Contractors to price the works based on further documentation. Taupō District Council will not be responsible for whatsoever costs incurred for the preparation and submission presented by the Contractor. Tender documents will only be issued to qualified Contractors. The Contractor shall familiarise themselves with all the requirements of this Contract, the condition and locations of the facilities prior to his submission of expression of interest.

3 3 2.0 SCOPE The Expression of Interest (EOI) must be for all the facilities included in the contract. The EOI shall not be divided into lots. The facilities included within the scope of this contract include most Council office, administrative and operational areas, public venues, public toilets and recreation facilities as listed below; i. Main Council Building 72 Lake Terrace ii. Community and Recreation Annex 72 Lake Terrace, Taupō iii. Information Services Annex 72 Lake Terrace, Taupō iv. Archives Building 11 Manuka Street, Taupō v. Taupō Public Library Story Place, Taupō vi. Taupō Public Museum Story Place, Taupō vii. Great Lake Centre Story Place, Taupō viii. AC Baths AC Baths Avenue, Taupō ix. Dog Pound/SPCA 131 Centennial Drive, Taupō x. Water and Waste Treatment Plants with the following locations; a) Acacia Bay b) Kinloch c) Taupō d) Turangi e) Waitahanui xi. Owen Delany Park Grandstand Delany Drive xii. Taupō District Depot 86 Miro Street xiii. Service Delivery Centre 3 The Town Centre, Turangi xiv. Turangi Public Library Turangi Town Centre xv. Senior Citizens Hall 83 The Town Centre, Turangi xvi. Gymnasium Turangi Town Centre xvii. Public Toilet Ohuanga Road, Turangi In case of a joint venture, the joint venture as a whole must satisfy the minimum qualifications required below. 3.0 PRE-QUALIFICATION MEETING Contractors are required to attend a compulsory pre-qualification meeting set on 21 April :30pm at Taupō District Council, Main Office Building - Taupō Meeting Room to discuss all the requirements of the contract. Failure to attend to this meeting may result to non-compliance to the requirements of this document. 4.0 EVALUATION CRITERIA FOR ASSESSING EXPRESSIONS OF INTEREST The attributes and weightings to be assessed in this expression of interest are: a) Relevant Experience (45%) b) Relevant Skills (20%) c) Track Record (15%) d) Methodology & Innovation (20%) e) Financial Viability (Pass/Fail) The information shall be limited in total to no more than 25 single sided A4 pages of normal 10- pitch size. The page limit includes all subcontractor attribute information. Should more than 25 pages of information be provided the extra pages will be removed.

4 4 (a) Relevant Experience Weighting 45% Contractor shall submit a record of their company s relevant experience in the technical areas in relation to this contract. Details of all relevant experience including; customer names and location; contract period, and brief details of the type of contract. Any limitations associated with the implementation should also be specified. Customer Contact Person Contact Details Work Details Where it is intended that a sub contractor/s will carry out significant portions of the work, their relevant experience shall also be supplied. Technical areas shall include a copy of all employees qualifications and trainings licenses available and is relevant to their work on this Contract. Contractors are required to provide profile of each subcontractor they intend to engage in any aspects of the service delivery required for this Contract. Sub-contractor Contact Person Contact Details Work Details Referees and any information that can support this attribute shall also be included. It is extremely important to nominate only referees that have had a significant involvement in the contractual relationship between your organisation and the customer organisation. Taupō District Council reserves the right to obtain information from any relevant company, organisation or person in the course of evaluating this Expression of Interest. (b) Relevant Skills Weighting 20% Contractor shall submit details of key technical staff to be employed on the contract works. These details should indicate each key person s proposed involvement with the contract and demonstrate that their technical experience and skills are relevant to this contract. Details of this shall be provided as an Appendix attached to submitted Expression of Interest. (c) Track Record Weighting 15% Contractor shall submit records that demonstrate their company s ability to meet the required quality standards and performance levels of this contract. Similar information shall be provided where it is intended that subcontractors will carry out significant portions of the work.

5 5 (d) Methodology & Innovation Weighting 20% Contractor shall outline of the methodology including any alternatives and innovations for the service, quality and workmanship deliverables to meet required quality standards and performance levels of the contract All of the information above shall be limited in total to no more than 25 single sided A4 size pages of ordinary type. Proponents in which the information submitted exceed the stated amount may not necessarily be considered. (e) Financial Viability Pass/Fail Contractor shall submit details of the ability to access the financial resources required to deliver the outputs. Taupō District Council may use an independent credit rating or other organisation to conduct financial assessments and reports. For this assessment to be completed, a representative from such an organisation may contact you concerning the financial information that you provide in response to this Expression of Interest. Financial Viability 1. Please confirm if the Contractor is solvent, and able to meet debts as and when they fall due in the normal course of business: 2. Please confirm if there are any significant events, matters or circumstances which have arisen since the end of the last financial year which may affect the operations of the Contractor: 3. Please confirm if there are any mergers or acquisitions that can be notified, either recent (within the past 12 months) or which are imminent? Please confirm if there are any court proceedings of any kind, actual or threatened, against the contractor, its parent or associated entities or any director of the tenderer, its parent or associated entities within the past 5 years? Please confirm if there are any actions of insolvency proceedings, actual or threatened (including voluntary administration) against the contractor, its parent or associated entities?

6 6. Expression of Interest for the provision of Interior Cleaning Services for Council Facilities Please confirm if there are any factors which could (in your opinion) impact on the financial ability to successfully perform the contract? 6 Signed: Name: Date: Position 5.0 Contractor s Profile and minated Personnel Contractor shall provide a brief company profile and Curriculum Vitae of proposed key personnel who will be dealing with Council Officers in relation to cleaning & presentation services, including qualifications and experience. Contractor shall also provide evidence of their capacity to provide additional field/administration staff and equipment, where necessary to successfully meet the required quality standards and performance levels of the contract Information Details Name of Business Physical Address Postal Address Webb address/url Telephone Facsimile Contact Person Related to the Expressions of Interest Contract Manager Assigned to the Contract Contract Quality Manager Contractor shall also provide: Copies of all appropriate accreditation, training and licensing (if required). Copies of their Public Liability, Works and Workers Compensation Insurances Evidence of their current quality management system. Evidence of their current Occupational Health & Safety & Injury Management Systems. Evidence of their current Environmental Management Systems The adaptability of the Contractor to accommodate the service needs will be weighted accordingly during the selection of contractor. Details of the cleaning services they are able to offer to this contract and details of any other service(s) that can be offered in addition to cleaning services.

7 7 6.0 SUBMISSIONS Contractors shall submit expressions of interest in a sealed envelope clearly marked : EXPRESSIONS OF INTEREST FOR THE PROVISION OF INTERIOR CLEANING SERVICES OF VARIOUS COUNCIL FACILITIES Expressions of interest submissions will be accepted up until 4:00 pm on Friday 1 st May 2015 Submissions shall be deposited in Council s Tender Box located near the Customer Services counter of Taupō District Council located at 72 Lake Terrace Taupō, before 4:00 pm on Friday 1 st May In addition to the requirements detailed above, submissions must include a completed Expression of Interest cover sheet (see Appendix A) attached to this document. Contractors may include any additional information that they feel may strengthen their case for short listing. Submissions received after the closing time for the submission of expressions of interest shall not be considered. 7.0 EVALUATION & SHORT-LISTING PROCESS An assessment panel comprising of Council representatives shall evaluate submissions with respect to the following: Documentary requirements: the extent to which the Contractor has compiled with the documentary requirements of this brief EOI Submitted: The quality, conciseness and clarity of the documentation submitted to Council Evaluation Criteria: The quality, conciseness and clarity of the responses given to the previously mentioned evaluation criteria. Following this assessment a shortlist of Contractors will be invited to submit more detailed proposals. 8.0 FURTHER INFORMATION AND ENQUIRIES All enquiries should be directed to Councils Property Asset Manager, Julie Waitai, by the 17 April 2015 via jwaitai@taupo.govt.nz ALL SUBMITTERS ARE TO NOTE THAT ALL OF THE INFORMATION NOTED IN THIS SECTION OF THE EXPRESSION OF INSTEREST (EOI) DOCUMENT IS TO BE PROVIDED FOR THEIR EOI TO FULLY COMPLY WITH THE CONDITIONS OF THE EOI DOCUMENT.

8 8 Appendix A Expressions Of Interest For The Provision Of Interior Cleaning Services Of Various Council Facilities Closing Date: 4pm Friday, 1 May 2015 I hereby declare that all information submitted are true and correct to the best of my knowledge. Should there be any change in any information submitted, I will promptly notify the Council and submit a complete new declaration of interest form that describes the changes. This will include any change that occurs before or during the meeting, tender process and through the period up to the awarding of the contract. NAME OF PROPONENT: ADDRESS: CONTACT PERSON: POSITION: PHONE NUMBER: MOBILE NUMBER: SIGNATURE: DATE: