Regional Council of Goyder

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1 Regional Council of Goyder Request for Quotation for the design/supply and installation of a Solar Photovoltaic System to the Eudunda Swimming Pool. RFQ Number Tender Closing Time: 3:00pm on 10th August 2015 OPEN REQUEST FOR QUOTATION

2 Table of Contents Page No Table of Contents... 2 Structure of this Request for Quotes... 3 Section A Quote Conditions Definitions Request for Quotes Acceptance of Quote No Legal Requirement Council s Rights Quote Evaluation Respondent s Confidential Information Governing Law... 6 Section B Specifications Specifications... 7 Section C Form of Quote & Schedules Form of Quote Price Schedule Compliance with the Specifications Timeframe Insurance W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 2 of 14

3 Structure of this Request for Quotes This Request for Quotes is comprised of three sections: Section A - Quote Conditions Section B Specifications Section C Form of Quote and Schedules Section A Quote Conditions 1. Definitions 1.1 In this RFQ: Queries relating to this RFQ to be to made to Mr Rick Stephen Phone: Closing Time means the time and date specified in clause 2.10, or such later time and date as may be notified in writing to Respondents by the Council Form of Quote means the form contained in clause 10 of this RFQ Respondent refers to any party who responds to this RFQ RFQ means this Request for Quotes Quote means a quote submitted by a Respondent pursuant to this RFQ Schedules means the schedules contained in Section C of this RFQ Services means the services sought to be purchased by the Council pursuant to this RFQ Specifications means the specifications specified in Section B of this RFQ. 2. Request for Quotes 2.1 The Council seeks Quotes from Respondents for the provision of the Services. 2.2 There will be a pre-tender site meeting conducted at the Eudunda Swimming Pool at 2.00pm on 30 th July This site meeting will be a requirement for all prospective contractors to attend to enable them to understand the scope of the project. 2.3 The Closing Time for this RFQ is 3:00pm on 10 August Prices quoted are to be in a lump sum basis 2.5 All prices for the Services are to be fixed for a period of 60 days after the closing time as shown in Clause Quoted prices must be shown to be excluding and including GST and all applicable levies, duties, taxes and charges. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 3 of 14

4 2.7 Any charge not stated in the Quote will not be payable by the Council. 2.8 The Respondent must submit: the original Form of Quote; and the completed Schedules. 2.9 Any Quote may be rejected if it does not conform to the requirements of the Specifications or this RFQ Quotes may be submitted by either , or Hard Copy Lodgement of Quotes Quotes must be lodged electronically via the Council s Tender Address on before the Closing Time 3:00pm 10 th August 2015 and in accordance with the Quote lodgement procedure set out in this clause subject title must read - RFQ Solar Panels Eudunda Swimming Pool Attachments are to be in the following formats; (a) (b) (c) (d) Word Excel PDF Total file size less than 3mb (multiple s accepted for large file sizes) Quotes lodged by any other electronic means will not be considered Respondents warrant that they have taken all reasonable steps to ensure that their Quotes are free of viruses or any other matter which would cause harm to the Council s website or systems Respondents acknowledge that it is their sole responsibility to ensure that sufficient time has been allowed for Quote lodgement, including time that may be required for any problem analysis and resolution prior to the Closing Time If Respondents have any problem transmitting their Quote, they must contact the Nominated Contact Person prior to the Closing Time. Any failure to do so will result in the Quote being a non conforming Quote A Quote is deemed to have been lodged by the Respondent when the Quote has been received by the Council s server Hard Copy Lodgement of Quotes Quotes must be delivered to the Tender Box at the Council prior to 3:00pm 10 th August 2015 (the Closing Time) Applications must be enclosed in an envelope and marked CONFIDENTIAL and be addressed as follows: Tender Box Quote for Solar system Eudunda Swimming Pool Regional Council of Goyder 1 Market Square Burra SA 5417 W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 4 of 14

5 3. Acceptance of Quote This RFQ closes on the Closing Time Quotes received after the Closing Time will NOT be considered The Council will not accept any responsibility in the event that a Quote is not received by the Closing Time Respondents must not use this RFQ (including any attached technical and other written information supplied by the Council) for any purpose other than to prepare a Quote. This includes not copying this RFQ (including any attached technical and other written information supplied by the Council) and providing a copy to any third party not involved in the preparation of a Quote. 3.1 The Respondent agrees that the Quote remains open for a minimum period of 60 days after the Closing Time. 3.2 This RFQ, together with the Council s written acceptance of the Quote and the issue of an official Council purchase order, constitute the contract between the Council and the successful Respondent. 4. No Legal Requirement 4.1 The issue of this RFQ or any response to it does not commit, obligate or otherwise create a legal requirement on the Council to acquire the Services from a Respondent. 5. Council s Rights 5.1 The Council reserves the right to: amend, vary, supplement or terminate this RFQ at any time; accept or reject any Quote, including the lowest price Quote; negotiate with any service provider on all or any part of the Services to be supplied pursuant to this RFQ; postpone or abandon this RFQ; add or remove any Respondent; accept or reject any Quotes; accept all or part of any Quote; negotiate or not negotiate with one or more Respondents; discontinue negotiations with any Respondent; and include the Respondents names in Council reports and make them public. This may include the order of Respondents on the basis of quoted price but without the specific amount quoted. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 5 of 14

6 6. Quote Evaluation Request For Quotation the supply and installation of a 6.1 In assessing Quotes, the Council will have regard to, but not necessarily be limited to, the following criteria (not listed in any order of priority): completion of the ALL Schedules; compliance with the Specifications; warranties and guarantees on the Services; timeframe for the completion of the Services; demonstrated experience in completing similar projects; referees; and insurance. 7. Respondent s Confidential Information 7.1 Subject to clauses 7.2 and 8.1, the Council will treat as confidential all Quotes submitted by Respondents in connection with this RFQ. 7.2 The Council will not be taken to have breached any obligation to keep information provided by Respondents confidential to the extent that the information: 8. Governing Law is disclosed by the Council to its advisers, officers, employees or subcontractors solely in order to conduct the RFQ process or to prepare and manage any resultant agreement; is disclosed to the Council s internal management personnel, solely to enable effective management or auditing of the RFQ process; is disclosed by the Council to the responsible Minister; is authorised or required by law to be disclosed; or is in the public domain otherwise than due to a breach of the relevant obligations of confidentiality. 8.1 This RFQ is governed by the law in South Australia. 8.2 The parties irrevocably submit to the exclusive jurisdiction of the courts in South Australia. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 6 of 14

7 Section B Specifications 9. Specifications 9.1 Project Scope This project will require the design/supply and installation of a solar photovoltaic system to the roof (s) of the Regional Council of Goyder Eudunda Swimming Pool buildings at Morgan Road Eudunda. 9.2 Site information The Eudunda Swimming Pool buildings are located at Morgan Road Eudunda SA The potential Contractors are advised to participate in the Pre-tender onsite inspection prior to submitting a tender. [clause 2.2] 9.3 Workplace Health and Safety requirements The Council will make the Contractor familiar with the requirements outlined in the Regional Council of Goyder, Work Health Safety Policy and Procedures; and conduct requires the Contractor to undertake all operations in accordance with this document The task will involve working on the roof, walls and electrical supply system of the building As such, Council will require a Safety Management Plan in relation to how the project will be undertaken on and inside the building and what considerations have been made for the protection of the contractor, Regional Council of Goyder employees/contractors and members of the general public visiting the building or surrounds to be provided by the Contractor The Contractor shall be required to display all necessary signage and other safety devices to ensure a safe and identifiable work environment The Contractor shall consider that any installation work undertaken during normal business hours will need to have consideration for the general operations of the Eudunda Swimming Pool to allow for business as usual during normal business hours. 9.4 Liaison with local electricity distributor to facilitate timely connection to the electricity grid The Contractor will liaise with the local electricity distributor to ensure that the proposed photovoltaic system meets all relevant Australian Standards and meets the local electricity distributor s requirements for grid connection The Contractor shall ensure that all relevant permits have been obtained for the works and shall provide these to Council The Contractor shall provide to Council the local electricity providers written acceptance of the proposal. 9.5 Supply of grid connected solar photovoltaic system All components of the grid connected solar photovoltaic system supplied for this Contract shall be new and shall meet all applicable Australian Standards. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 7 of 14

8 9.5.2 All inverters and solar photovoltaic modules shall be accredited by the Clean Energy Council and listed accordingly on The tender is to specify the make and model of inverter and solar photovoltaic power modules which are offered. 9.6 Supply and installation of solar photovoltaic panels and inverters The Contractor shall supply the solar photovoltaic panels and inverters as per the specifications and or any accepted alternatives as part of this quote submission The Contractor shall indicate the method of roof fixing and the solar photovoltaic system shall be secured in a manner which is theft resistant to the satisfaction of Council Any existing roof safety infrastructure already existing is to be left accessible for Council employees and other contractors. 9.7 Development of maintenance plan/handover of all equipment manuals/training of Council staff in maintenance requirements The Contractor will be required to carry out maintenance for a one (1) year period from the date of practical completion The tasks will involve, but not limited to; Ensuring proper functioning of the solar photovoltaic system to the satisfaction of Council Provide a three month written report to the Superintendent on the condition of the completed installation, noting any defects or malfunction and corrective actions undertaken Provide a six month written report to the Superintendent on the condition of the completed installation, noting any defects or malfunction and corrective actions undertaken Upon notification by the Superintendent of any malfunction, the Contractor shall attend the site within forty eight (48) hours to make any necessary repairs A final report after twelve (12) months detailing the amount of electricity generated by the solar photovoltaic system Clean the face of the solar photovoltaic system panels at a six (6) month interval after the completed installation date The Contractor shall develop an ongoing maintenance plan for the solar photovoltaic system setting out all maintenance requirements and time intervals for their implementation At the completion of the one (1) year maintenance period, the Contractor shall provide to Council all instruction/operation manuals for all equipment installed as part of the grid connect solar photovoltaic system In addition, the Contractor shall undertake a training session with Council staff to ensure that an appropriate ongoing maintenance regime for the solar photovoltaic system can be implemented and to ensure that Council staff is made aware of all ongoing maintenance/operating needs. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 8 of 14

9 Upon completion of the one (1) year maintenance period, the Contractor shall arrange a final inspection of the solar photovoltaic system with the Superintendent to ensure its proper functioning prior to handover to Council. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 9 of 14

10 Section C Form of Quote & Schedules 10. Form of Quote I/We (Respondent) on having read, understood and fully informed myself/ourselves/itself of the contents, requirements and obligations of this RFQ, hereby provide a Quote for the Services. 1. Name of Respondent State in full the name(s) of the Respondent(s) and trading names ABN 2. Contact Person 3. Registered Address 4. Postal Address 5. Telephone 6. Fax 7. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 10 of 14

11 11. Price Schedule Description Price (ex GST) GST Component Price (inc GST) Total Project Cost $ $ $ 12. Compliance with the Specifications Please indicate if you intend to comply with the Specifications. 13. Timeframe Please indicate when you would plan to start the project and the length of time that you anticipate that the project will take to complete. W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 11 of 14

12 14. Insurance Provide details of insurance currently held by you that would be extended to provide cover for the Services. Insurance type Policy no Extent of cover Expiry date Name of insurer Per incident $A In aggregate $A Public and products liability Professional indemnity (if applicable) Property and facilities Contents Vehicles plant & equipment Workers compensation Directors and officers (if applicable) Other W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 12 of 14

13 The undersigned undertakes that if selected as the successful Respondent, I/we/it will be bound by the conditions provided. If the Respondent is a company, the Quote must be executed as follows: Executed by [Insert Company name]..... pursuant to section 127 of the Corporations Act 2001 Signature of Director Signature of Director/Company Secretary (Please delete as applicable) Name of Director (print) Name of Director/Company Secretary (print) OR Signature of Sole Director and Sole Company Secretary Name of Sole Director and Sole Company Secretary (print) OR Signed for [Insert Representative s name] by an authorised representative in the presence of: Signature of witness Signature of authorised representative Name of witness (print) Name of authorised representative (print) Position of authorised representative (print) W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 13 of 14

14 If the Respondent is an individual, the Quote must be executed as follows: Signed by [insert name].... in the presence of: Signature of witness Respondent Name of witness (print) If the Respondent is a partnership, the Quote must be executed as follows: Partner 1: Signed sealed and delivered by [insert name]... in the presence of: Signature of witness Signature of partner Name of witness (print) Partner 2: Address of witness (print) Signed sealed and delivered by [insert name]. in the presence of: Signature of witness Signature of partner Name of witness (print) Address of witness (print) W:\GDS-SYNERGY\16 Property Management\55 Maintenance\08 Properties built before 1987\07Burra Office\RFQ solar panels Burra Office.doc Page 14 of 14

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