All City of Bayswater tenders are advertised in the Local Government Tenders section of the West Australian newspaper, generally in the Saturday edition. Some tenders may also be advertised in the local newspapers. Requirements under $150,000 will usually be obtained through direct quotations and are not advertised.
Tender document fees
No fees apply for downloads of tender documents. Fees for hard copies of drawings and plans may be charged to cover production costs, and will be clearly stated in the tender information.
Contact officer for queries on tender requirements
The Contact Officer’s details are included in the introductory section of the tender document and will also be stated in the advertisement. The Contact Officer is available to address the technical and specification issues and should not be contacted for tender documents.
Check tender requirements
You are advised to carefully read the conditions of tendering, selection criteria, scope, specifications, and the conditions of contract, including timeframes for delivery. Discuss the requirements with the Contact Officer if you are unsure. You must complete all tender schedules and forms, otherwise your submission may be declared invalid. Ensure that your submission is signed and the validity date for pricing is clearly stated. Ensure that the GST component is clearly shown as a separate component.
Any special conditions associated with your submission must be clearly stated in the submission.
All tenders are advertised for a minimum of fourteen (14) days. During this period, the City of Bayswater may issue an addendum (or addenda) to clarify any aspect of the scope or specification, and all registered tenderers will receive the update information. Some tenders may include an invitation to attend a briefing session. Any issues raised at the meeting will be minuted and copies of the minutes will be distributed to those who attend the meeting or who have registered their interest in the tender.
Lodging your tender
Tenders must be placed in the tender box located on the Ground Floor, City of Bayswater Civic Centre, 61 Broun Avenue Morley WA 6062, no later than the closing time on the closing date. Late submissions cannot be accepted. Fax submissions may be lodged but electronic submissions cannot be accepted at this time.
Opening of tenders
All tenders will be opening promptly at the due date and time and recorded by a panel of three officers. Members of the public may attend the tender opening however only the names of the tenderers will be disclosed.
Evaluation of tenders
Every submission will be reviewed by a tender evaluation panel. The qualitative (non - price) criteria are always included in the tender document and will generally be similar to the following:
• operational and technical capability
• technical features or methodology
• occupational health and safety management systems
• ability to meet project timeframes
The price component will include assessment of lump sum or schedule of rates, and may include the price variation mechanism.
The tender evaluation panel will examine all tenders for compliance with the conditions of tendering, including completion of all the relevant tender forms. Each tender submission will be scored against the weighted criteria using worksheets. Information outside of the tender submission will not be considered in the scoring. The recommended tenderer will generally always be the one that receives the highest overall evaluation score.
Shortlisting of tenders
Shortlisted tenderers may be requested to meet with representatives of the City to clarify the tender in more detail by interview or short presentation. The outcome of this may result in adjustment to the evaluation scores.
Recommendation to Council
The panel will prepare a recommendation report to the respective Committee (tenders over $250,000) or to the Chief Executive Officer (tenders under $250,000) .Recommendations passed by the respective Committee will go to full Council the following week. All tenders will be advised in writing of the outcome.
Simple contracts may be executed by issue of a purchase order. Period service contracts will generally be based on the City’s standard form Instrument of Agreement (usually one or two pages)
Complex contracts will generally have an agreement drafted by the City’s legal advisors.
Conditions of Contract
The City of Bayswater has it's own General Conditions of Contract based on WA Local Government Association models.
Unless stated otherwise, all purchase orders and contracts will be subject to:
General Conditions of Contract for Goods and Services.
General Conditions of Contract for Minor Works.
General Conditions of Contract for Engagement of Consultants.