Specification

1) Detailed documentation in accord with the approved Project Scope, Design, Site Selection and Disposal Requirements.

Refer to Section:

• Project Scoping
• Design
• Site Selection
• Demolition Guidance

Update the Pre-tender estimate.  Pre tender estimates are subject of CMS Performance Indicator 3251.

Standard CMS Sub Contracts

2)  CMS to use the sub-contract as approved in the PFAS.  These sub-contracts are standard for Planned Works under the CMS contract.

Standard CMS sub-contracts are:

• CMS Consultant Subcontract;
• CMS Purchase Order Subcontract;
• CMS Minor Works Subcontract; and
• CMS Medium Works Subcontract

RFT Documentation

3) Request for Tender documentation is provided as part of the standard CMS sub-contract documents.

Standard RFT documentation includes:

• Letter to Tenders
• Conditions of Tender
• Annexures for tenderer response

Tender process must comply with Commonwealth Procurement Guidelines (CPG).  Compliance with the CPG’s and the DPPM and is the subject of CMS Compliance Indicator 3201.

Determine if a Tender Evaluation Board.
is required.

4) A TEB is not normally required for simple procurements where the goods/services/works are under $80,000.

A TEB is required if the procurement is categorised as Complex or Strategic and the goods/services/works are valued at more than $80,000.

Appointment of the Tender Evaluation Board.

5) TEB should comprise a minimum of 3 people selected on the basis of experience and knowledge of the subject matter.
Note: It is preferable that at least one member of the board is from Defence.

Opening Tenders.

8) Tenders are to be opened by three individuals who will not take part in the Tender Evaluation Board. After opening the group determines which submissions are conforming and which are not. Non-Conforming submissions are documented.

See section 5.4 of Part A Tender Process and Tender Evaluation Policy for guidance on the opening and recording of tenders.

See section 5.5 of Part A Tender Process and Tender Evaluation Policy for guidance on conforming / non-conforming tenders.

Evaluation of Tenders.

9) Each member of the Evaluation Board is to be given a copy of each compliant tender.
Individually they then evaluate each criterion of the tender using the Standard Evaluation Criteria (available on the IM website) recording a score for each criterion.

Once all of the board members have completed their individual evaluations the Chairperson arranges for the Board to meet to document their findings. The individual scores are transferred to the Tender Evaluation Board Report.

The individuals scores are then combined to produce a board score which is then taken forward and evaluated against the tender price. The weighting for each criteria and the price then give the tender outcome in order of merit depending upon their capability to deliver a Value for Money outcome.

Value for money is the principle criteria for evaluation of tenders.

Additional criteria are:

• Technical, managerial and financial capacity of the Tenderer to complete the Subcontract works on time, to budget and to achieve a satisfactory level of workmanship.
• The tendered price and any requirements of the Tenderer for progressive payments; and
• Any design or other alternative Tender proposals for the subcontract works which offer better value for money.

TEBR

10) When the TEB review is complete and agreement reached a Tender Evaluation Board Report is to be forward to DSG Program Manager for approval to award contracts.

Award Sub-contract

11) CMS to award the sub-contract in accord with the approved TEBR and Purchase Order.