Stadium Rail Project Industry Briefing RFP 2014060 Request for Proposals to form an Alliance August 11, 2014
Agenda Opening Remarks Tony Lubicz Welcome Address Ross Hamilton Project Background Tony Lubicz Alliance and Scope Probity Guidelines Kevin Donnelly Procurement Process The RFP Stage The ADA Stage Statutory Approvals Railway Safety Management PTA Nominated Subcontractors Timeline Interface Works Questions
Project Background In 2012, the Western Australian Government committed to the construction of a new 60,000 capacity stadium on Burswood Peninsula and an associated $358 million program of transport infrastructure improvements to meet the transport operating requirements of the new Perth Stadium.
Key Project Scope Features Overall Transport Infrastructure Project Scope: A new Stadium Station accommodating six platform faces; Nearby stowage for up to 117 railcars; Additional stowage at Victoria Park for 24 railcars; A rail operating plan to maximise the number of post event train movements towards Perth; An upgraded East Perth Station; Enhanced network systems and infrastructure; A new pedestrian bridge across the Swan River; Bus services to & from the new Perth Stadium and Nelson Avenue in East Perth; An extension to and widening of Victoria Park Drive road bridge; Pedestrian access under Victoria Park Drive; and Coach, taxi and ACROD drop-off facilities near the new Perth Stadium.
Transport Infrastructure Solution
Works in Progress Current Contracts Relocation of Western Power (WP) 132kV HV cables WP Contract, works completed Jul 2014; Relocation of 2km of main signalling and communications cable route public tender for Construct only, contract commenced May 2014; Phase 1 ground improvement works public tender for Construct only, contract completed early 2014; Stage 1 Earthworks and drainage works public tender for Construct only, contract in progress; Stage 1 Rail works internal PTA design and construct;
Works in Progress Current Contracts Stage 1 OLE (Overhead Line Equipment) construct only contract awarded; Phase 2 ground improvement works public tender for construct only, tender release date TBC; Victoria Park Drive Bridge Modifications Works public tender for Design & Construct, managed by MRWA, contract in progress; Tennis Centre amendments public tender for Construct only, tender released July 25, 2014; Swan River Pedestrian Bridge EOI completed, RFP to Shortlisted Applicants released June 2014, managed by MRWA, RFP closes September 26, 2014
Alliance and Scope
Why an Alliance? Timeliness for completion of construction is non-negotiable PTA rail operations team will dictate the timing and duration of system shutdowns and this can cause very significant delays if available windows are missed; and The project site is heavily constrained and access to the site and the works area is a major concern with the need to manage interfaces with many other contractors. An Alliance contracting approach was seen as best to able to achieve the project objectives at minimum risk
Alliance Philosophy Best suited to the complex interface and staging requirements of this project; Allows close involvement of the Owner in both design and delivery of the project; Facilitates the close co-ordination required in the planning and delivery of works staging; and Risks and rewards arising from project delivery are shared
Stadium Rail Project Scope Areas within the Alliance: New train station on the Burswood Peninsula and associated concourses, platforms and buildings Track and civil works on the Burswood Peninsula and Victoria Park All associated Overhead Line Equipment (OLE) works All associated signalling construction works Three new trackside equipment rooms Driver Crib Rooms on Burswood Peninsula and Victoria Park Railway Systems works Utility and Railway Service works The Detailed Scope of Works is contained in APPENDIX E of the RFP
PROBITY GUIDELINES FOR THE CONDUCT OF THE REQUEST FOR PROPOSALS PROCESS FOR THE ALLIANCE DELIVERY OF THE STADIUM RAIL PROJECT Prepared by Kevin Donnelly, Probity Advisor to the Public Transport Authority
Probity Overview The dictionary definition of probity refers to uprightness, honesty, incorruptibility, proper and ethical conduct and propriety in dealings. In the context of a government tender (in this case a Request for Proposal) or procurement process, probity is often used in a general sense to mean a defensible process one which achieves both accountability and transparency and provides respondents with fair and equitable treatment.
Probity Overview Public awareness and scrutiny of government s management of probity and process related issues are significant and increasing. There are a number of reasons for this, including: increased concern with ethics and accountability in public life; greater media scrutiny; the time and resources required from bidders in formulating and submitting bids. Failing to conduct a procurement process with due regard to probity and fair dealing may potentially leave it open to challenge. PTA has technical interaction with external stakeholders in its office. Formal probity processes being observed to eliminate any unfair advantage with external stakeholders.
PROBITY GUIDELINES No benefits to any one respondent. All organisations are treated in an even-handed manner. Information will only be provided from the designated sources and in the form specified. Declare any conflicts of interest that exist or which may arise. Do not attempt to obtain information improperly or influence any person involved in the process. Accept that some established relationships must change during the RFP and evaluation period.
DURING THE PROPOSAL PREPARATION PERIOD Questions taken by the nominated contact officers only, in writing, or by the Probity Advisor. Questions and answers will be recorded and decisions taken regarding the issue of addenda. Addenda will be issued to all proponents on the list. As a general rule, responses will be provided to all proponents, unless it is clear that intellectual property or a commercial in confidence situation exists. During this briefing, all key questions will be recorded and answers issued to all listed respondents. Some access will be provided for face-to-face meetings, however these meetings will be conducted on the basis of equitable, equal and reasonable access.
AT PROPOSAL OPENING All responses in by closing time. Late responses will not be considered. Documents will be received and registered in accordance with established PTA procedures. Check that you have completed all requirements before submission. At opening, a preliminary compliance check will be conducted. Receipts will be issued in accordance with policy. Documents will be secured once opened.
EVALUATION PROCESS Clarification questions to be released after being cleared by Probity Advisor. There will be no communications between individual evaluation team members and respondents. Evaluation will be in accordance with an agreed evaluation strategy that will be finalised before the closure of submissions and will only change to correct a material error in the documentation. No advice will be provided regarding the progress of the evaluation process while that process is continuing.
SUMMARY OF THE PROBITY GUIDELINES Questions and answers will be treated in accordance with a clear set of guidelines. Do not approach members of the panel or those associated with the process for any assistance or to enhance your position. You must comply with the Request documentation and address all mandatory requirements. If in doubt, contact Kevin Donnelly on 9481 3188 or 0419 864 649.
Procurement Process
Close of RFP INITIAL PROPOSALS CLOSE AT: 11.00am (WA TIME), THURSDAY, SEPTEMBER 4, 2014 Individual Briefing Sessions with the PTA are available on August 20, 21 and 22. Briefing sessions will be limited to one hour A maximum of 7 respondent representatives may attend All questions must be forwarded in writing by 5:00pm WST Thursday, August 14, 2014
Selection Process The PTA intends to select the Successful Proponent pursuant to TWO STAGES: 1. RFP STAGE: Prepare and submit an Initial Proposal If appointed as a selected Respondent, attend an interview with the Evaluation Team If appointed shortlisted Proponent, attend a final selection workshop and participate in a Financial Establishment Audit 2. ADA STAGE (if appointed as Preferred Proponent): Enter into the ADA Perform the services in accordance with ADA (including preparation and submission of Final Proposal)
Target Program Activity Milestone Target Date RFP Stage Issue RFP July 28, 2014 Industry Briefing August 11, 2014 Submission of Initial Proposals September 4, 2014 Desktop Evaluation Identification of Selected Respondents September 19, 2014 Interviews Sept 22 - Oct 3, 2014 Value for Money Evaluation - Identification of shortlisted Respondents October 10, 2014 Financial Establishment Audit mid-october Final selection workshop October 13 15, 2014 Identification of Preferred Proponents Invitation to ADA Stage October 17, 2014 ADA Stage Finalise and execute the ADA with Preferred Proponents October 20, 2014 Submission of Final Proposals January 30, 2015 Selection of Successful Proponent February 15, 2015 Finalise and execute PAA February 27, 2015
The RFP Stage 1. Selection of selected Respondents: Assessment for completeness of the Respondents Initial Proposal Desktop evaluation of compliant Initial Proposals Rank the Respondents and identify selected Respondents 2. Selection of shortlisted Proponents: Selected Respondents invited to attend an interview with the Evaluation Team A desktop commercial due diligence review may be conducted with each of the selected Respondents
The RFP Stage Following the interview and due diligence reviews the PTA will: a) Update its evaluation based on the selected Respondent's performance at the interview b) Adjust the ranking between the selected Respondents (if necessary) c) Select the shortlisted Respondents to proceed to a final selection workshop based on ranking 3. Selection of Preferred Proponents: Each shortlisted Respondent will be invited to a final selection workshop (conducted separately with each shortlisted Respondent Each shortlisted Respondent will be invited to participate in a Financial Establishment Audit
The RFP Stage FINAL SELECTION WORKSHOP The purpose of the final selection workshops is to provide a forum in which the Evaluation Team and other relevant PTA personnel may work with each of the shortlisted Respondents to assess the Respondents ability to operate successfully in a collaborative environment and to manage the intended Alliance in the context of this Project The shortlisted Respondents must ensure that key members of their team are present at this workshop including: a) Prospective ALT members b) Nominees for the positions of Alliance Manager, Design Manager and Construction Manager c) Selected discipline leaders, construction sector leaders and senior commercial nominees Whilst the PTA will not impose a limit on the number of the shortlisted Respondent s representatives permitted to attend their final selection workshop it is recommended that a maximum of 15 representatives attend.
Conclusion of the RFP Stage Following the final selection workshop and commercial evaluation the PTA will: a) Update its evaluation of the shortlisted Respondents b) Adjust the ranking between the shortlisted Respondents (if necessary) c) Select TWO Preferred Proponents to proceed to the ADA Stage on the basis of the ranking Note: The Basis of Design and Construction document is currently being prepared and will be made available to the Preferred Proponents at the start of the ADA stage
The ADA Stage 1. Contractual Arrangements The PTA will enter in an Alliance Development Agreement (ADA) with each of the Preferred Proponents The draft ADA document has been provided as part of this RFP 2. Payment for Services The PTA will make a maximum lump sum payment of $750,000 (excluding GST) to each Preferred Proponent for the performance of services during the ADA Stage The Preferred Proponent s entitlement to payment for the performance of services during the ADA Stage is subject to: Receipt of a Final Proposal compliant with the requirements set out in the ADA; and The Preferred Proponent providing evidence that the claim is for actual expenses incurred by the Preferred Proponent.
The ADA Stage 3. Services to be Provided during the ADA Stage: participate in an Alliance development planning workshop, an Alliance foundation workshop, and other workshops as agreed during the ADA Stage; prepare/adopt a design for the Works which is sufficiently detailed to support the development of a Final Proposal including a Target Outturn Cost (TOC); conduct a risk and opportunity analysis; develop a TOC; agree the terms of the Project Alliance Agreement with the PTA; and prepare the Final Proposal.
The ADA Stage The FINAL PROPOSAL must include among other things: a) the design report; b) the TOC; c) a detailed risk and opportunity analysis; d) the Alliance management plan and other associated plans; e) the final PAA; and f) any other documentation required by the PTA or advised to the Preferred Proponent during the ADA Stage.
The ADA Stage 4. PTA Involvement during the ADA Stage: PTA will allocate a representative to each of the Preferred Proponent s team for the purpose of facilitating the transfer of information; PTA will establish a Core Team to have significant involvement in the ADA Stage; PTA will conduct regular progress meetings with each Preferred Proponent; and PTA will implement measures to maintain confidentiality between the Preferred Proponents.
The ADA Stage 5. Process for the Selection of the Successful Proponent: Following receipt of the Final Proposals from the Preferred Proponents, the PTA will: evaluate the Final Proposals in accordance with the ADA Stage Evaluation Criteria and rank the Preferred Proponents; adjust the ranking between the Preferred Proponents to take into account any further negotiations between the PTA and the Preferred Proponents (if necessary); and select the Successful Proponent on the basis of the ranking in place at that time. The PTA will enter into the PAA with the Successful Proponent.
Statutory Approvals Respondents to the RFP to note: The PTA is the Party Responsible for the: Development Application for the Stadium Station and associated facilities including passenger forecourts, driver facilities and passenger access above the rail reserve; Change Advice Notice to the Office of Rail Safety for approval to change the rail system Rail Safety Act 2010; Aboriginal Heritage Section 18 Aboriginal Heritage Act consent; Contaminated Site Classification and Site Validation Contaminated Sites Act 2003; Section 38 referral under the Environmental Protection Act 1986 (WA) Referral to the Commonwealth under the Environmental Protection and Biodiversity Conservation Act 1999
Statutory Approvals Respondents to the RFP to note: The Alliance is the Party Responsible for ALL other Statutory Approvals A detailed listing of Statutory Approvals is contained in Schedule12 of the draft Project Alliance Agreement (PAA)
Railway Safety Management Respondents to the RFP to note: The PTA is an accredited owner/operator of a railway under the Rail Safety Act 2010. This necessitates that a Safety Management System be put in place by the PTA that complies with the requirements of the rail safety legislation that includes Australian Standard AS 4292.1 Railway Safety Management. The PTA, as an accredited Owner and an Operator, has certain responsibilities under the rail safety legislation to ensure that the activities performed by the Non Owner Participants (NOPs) and sub-contractors are in accordance with its accreditation requirements and as determined by formal arrangements such as the contract or deed. Therefore the NOPs and sub-contractors undertaking any railway safety work, as defined in the Rail Safety Act 2010, shall demonstrate in a Safety Plan how railway safety related activities will be conducted to comply with the requirements of the Rail Safety Act 2010 and Rail Safety Amendment Regulations 2013.
PTA s Nominated Consultants The PTA intends to engage Specialist Consultants to provide design services on selected areas of the scope; These scope areas are identified in Section 3.11 of the RFP; Where available, design information prepared by Specialist Consultants will be made available to the Preferred Proponents during the ADA Stage; Further information will be included in the BDC document; At the completion of the ADA Stage, the Successful Proponent will be required to retain the Specialist Consultants as subcontractors for the duration of the Project.
Station Lead Design Consultant (LDC) Contract awarded for LDC Services to Hassell Ltd. in May 2014; LDC is responsible for the design and specification of the station and associated works; Specific nature of the design and the program for delivery to the Preferred Proponents will be agreed in the ADA stage (likely 50% design at the start of the ADA stage, and 85% four weeks prior to the submission of the Final Proposal);
Station Lead Design Consultant (LDC) PTA will provide a mechanism to facilitate dialogue with LDC; LDC will continue to develop design documentation towards IFC status in ADA stage; Preferred Proponents may explore construction or staging solutions, different material or system solutions, during the ADA Stage; LDC will continue its services into the Alliance as a design consultant, will complete design documentation to IFC status, and will provide ongoing architectural design services and advice
Timeline Contract Award Feb 27, 2015 Practical Completion June 1, 2017
Interface Works
npsti Project Interface Works
Adjacent Work Sites
Stadium Project
Stadium Project The Westadium consortium appointed Design, Build, Finance and Maintain (DBFM) Contractor for the new Perth Stadium and Sports Precinct on the Burswood Peninsula; The Westadium consortium have a contract directly with Strategic Projects and the Department of Sport & Recreation Construction to begin at the end of 2014; The Stadium will be open for the 2018 AFL season; A fans first approach to design and technology; and Alliance s responsibility to work closely with all Stakeholders to ensure all interface issues are resolved in a timely fashion to the satisfaction of all parties.
Site Plan
Victoria Park Drive Bridge
Contact For All Enquiries Mr Martin Sale, Principal Contracts Coordinator Tel: (08) 9326 2516 Email: martin.sale@pta.wa.gov.au
Questions? Government of Western Australia Department of Sport and Recreation Government of Western Australia Department of Treasury Strategic Projects Public Transport Authority
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