request for quotation - city of subiaco · 1.15 ownership of responses 7 1.16 canvassing of...

REQUEST FOR QUOTATION

Request for Quotation (RFQ) A/2764 AQUATIC FAUNA SURVEY AT LAKE JUALBUP, SHENTON PARK

Deadline 2.00pm, Friday 21 September 2012

Lodgement of Quotations Responses may be hand delivered to:

City of Subiaco Administration Centre 241 Rokeby Road SUBIACO WA 6008

OR

Responses may be posted to: The Chief Executive Officer City of Subiaco PO Box 270 SUBIACO WA 6904

OR

emailed to: [email protected]

SUBMISSIONS ARE TO BE RECIEVED AT THE ABOVE ADDRESS BY THE CLOSING TIME AND DATE.

LATE SUBMISSIONS WILL NOT BE ACCEPTED.

Recycle

RFQ A/2764 City of Subiaco 2

TABLE OF CONTENTS PART 1 PRINCIPAL’S REQUEST ....................................................................................................... 3 1.1 CONTRACT REQUIREMENTS 3 1.2 DEFINITIONS 3 1.3 HOW TO PREPARE YOUR RESPONSE 3 1.4 BRIEFING / SITE INSPECTION 3 1.5 CONTACT PERSONS 3 1.6 LODGEMENT OF RESPONSES 4 1.6.1 Delivery Method ..................................................................................................................... 6 1.7 REJECTION OF RESPONSES 6 1.8 ACCEPTANCE OF RESPONSES 6 1.9 DISCLOSURE OF CONTRACT INFORMATION AND DOCUMENTS 6 1.10 ALTERNATIVE RESPONSES 6 1.11 RESPONSE VALIDITY PERIOD 6 1.12 PRECEDENCE OF DOCUMENTS 7 1.13 RESPONDENTS TO INFORM THEMSELVES 7 1.14 ALTERATIONS 7 1.15 OWNERSHIP OF RESPONSES 7 1.16 CANVASSING OF COUNCILLORS OR COUNCIL OFFICERS 7 1.17 IDENTITY OF THE RESPONDENT 7 1.18 SELECTION CRITERIA 8 1.18.1 Qualitative Criteria ................................................................................................................. 8 1.18.2 Price Considerations ............................................................................................................. 8 1.18.3 Other Considerations ............................................................................................................. 9 1.19 LODGEMENT OF A QUOTATION BY THE PRINCIPAL 9 1.20 INTELLECTUAL PROPERTY RIGHTS 9 1.21 CONFIDENTIAL INFORMATION 9 PART 2 SPECIFICATION .................................................................................................................. 10 2.1 SCOPE OF WORK 10 2.2 SPECIFICATION 10 2.2.1 Background ......................................................................................................................... 10 2.2.2 Overview of Lake Jualbup ................................................................................................... 11 2.2.3 Lake Jualbup Hydrogeological Investigation ....................................................................... 11 2.2.4 Lake Jualbup Aquatic Fauna Investigation .......................................................................... 11 2.2.5 Reporting ............................................................................................................................. 12 2.2.6 City of Subiaco Commitments ............................................................................................. 12 2.3 LOCATION 13 PART 3 GENERAL AND SPECIAL CONDITIONS OF CONTRACT ................................................ 14 3.1 GENERAL CONDITIONS OF CONTRACT 14 3.1.1 Record Keeping ................................................................................................................... 14 3.1.2 Parking................................................................................................................................. 14 3.2 SPECIAL CONDITIONS OF CONTRACT 14 3.2.1 Period of Contract and Termination .................................................................................... 14 3.2.2 Insurances ........................................................................................................................... 14 3.2.3 Terms of Payment ............................................................................................................... 15 3.2.4 Security ................................................................................................................................ 15 3.2.5 Working Hours ..................................................................................................................... 15 3.2.6 Media ................................................................................................................................... 16 3.2.7 Disability Access and Inclusion Plan (DAIP) ....................................................................... 16 3.2.8 Contractor‟s Tools and Equipment ...................................................................................... 16 3.2.9 Housekeeping ...................................................................................................................... 16 3.2.10 Practical Jokes .................................................................................................................... 16 3.2.11 Intoxicating Liquor and Drugs .............................................................................................. 16 3.2.12 QUALIFICATIONS / COMPETENCY 16 PART 4 RESPONDENT’S OFFER ..................................................................................................... 17 4.1 OFFER FORM 17 4.2 GENERAL CONDITIONS AND CORPORATE INFORMATION 18 4.2.1 Compliance Criteria ............................................................................................................. 18 4.2.2 Qualitative Criteria ............................................................................................................... 19 4.3 PRICE SCHEDULE 21 ATTACHMENT A ENVIRONMENTAL QUESTIONNAIRE ............................................................. 22

PART 1 READ AND KEEP THIS PART


PART 1 PRINCIPAL’S REQUEST

1.1 CONTRACT REQUIREMENTS The City of Subiaco is seeking a quotation for an aquatic fauna survey at Lake Jualbup.

1.2 DEFINITIONS Below is a summary of some of the important defined terms used in this Request.

Contractor: Means the person or persons, corporation or corporations whose Response is accepted by the Principal, and includes the executors or administrators, successors and assigns of such person or persons, corporation or corporations;

Deadline: The deadline for lodgement of your Response;

Offer: Your offer to be selected to supply the Requirements;

Principal: The City of Subiaco;

Response: Your completed Offer, response to Selection Criteria and Attachments;

Request: This document;

Requirements: The work requested by the Local Government;

Respondent: Someone who has or intends to submit an Offer to the Principal.

1.3 HOW TO PREPARE YOUR RESPONSE i) Carefully read all parts of this document.

ii) Ensure you understand the Requirements. (See Part 2).

iii) Complete, sign and return the Offer (Part 3) in all respects and include all Attachments.

iv) Make sure you have responded to all of the Selection Criteria.

v) Lodge your Response before the Deadline.

1.4 BRIEFING / SITE INSPECTION Attendance at a site briefing meeting is not mandatory.

1.5 CONTACT PERSONS Quoter‟s should not rely on any other information provided by any person not listed below:

Specification / Works Name: Melanie Davies, Coordinator Environmental Projects Telephone: (08) 9387 0942



Contract Name: David Paull Telephone: (08) 9237 9218

Facsimile: (08) 9237 9200 E-mail: [email protected]

1.6 LODGEMENT OF RESPONSES The Response must be lodged by the Deadline.

The closing time for this Request is 2.00pm, 21 September 2012.

The time nominated in the Deadline of this Request is determined on the Western Australian (WA) time zone, Australia, in accordance with Standard Time Act 2005 (WA), and any Act of the Parliament of Western Australia amending the application of Standard Time

NOTE: All electronic submissions are to be in PDF (portable document file) or TIFF (tagged image file format) format.

Hard Copy Submissions Responses are to be submitted in electronic format on CD or DVD Rom. Responses must be:

i) placed in a sealed envelope;

ii) clearly endorsed with the Quote number and titled as shown on the front cover of the Response document.

As well as the electronic version Respondents must ensure that they have provided one (1) signed hard copy of their Response to be marked “ORIGINAL” and unbound (clipped). Any brochures or pamphlets must be attached to both the original and the copies. All pages must be numbered consecutively and the Response must include an index.

At the time of closing only those submissions received at the Council Offices will be regarded as having been received on time. Submissions that are mailed to the Principal will be dated and time stamped when received. However, the Principal will accept no responsibility in the event that the submission is not received by the closing deadline.

Electronic Submissions

If your submission has been emailed to the Principal a hard copy will only be required upon request.

If a submission is sent via email then the Received Time shown on the email will be deemed the time that the submission has been received at the Principal‟s Office. If a submission is received after this time then it will be considered and treated as being received late. It is the responsibility of the respondent that an email is received with the Principal, no responsibility will be accepted for any failure of electronic systems where a submission has been sent but not received due to technical disruptions, network congestion or for any other reason at the Principals office as specified.

Submissions received at an address other than specified will not be seen as being received at the correct place or time and will not be considered.

Your submission is not to include any program (e.g. filename.exe) files.



i) Proposal File Format, Naming Conventions and Size

Respondents must lodge their Submissions in accordance with the requirements set out in this Clause for file format/s, naming conventions and file sizes. Failure to comply with any or all of these requirements may result in the Proposal not uploading successfully and/or may eliminate the Proposal from consideration

ii) The Proposal file name/s must include:

a) the Quote number

b) the attachment number; and

c) your company name, abbreviated in necessary.

iii) Proposal Files

a) must not exceed a combined file size of 100 megabytes per email.

b) should be zipped (compressed) together.

c) if a Proposal consists of multiple emails, due to the number of files or file size, Respondents should ensure that transmission of all files is completed before the Deadline.

d) Submissions should be completely self-contained. No hyperlinked or other material may be incorporated by reference.

e) Any scanned images or additional files supplied by the Respondent in their submission must contain the Respondents name and the number of the Criteria being addressed

iv) Lodgement Process

a) In submitting their Submissions electronically, Respondents represent that they have taken reasonable steps to ensure that Proposal response files are free of viruses, worms or other disabling features which may affect the Principal‟s computing environment. Submissions found to contain viruses, worms or other disabling features may be excluded from the evaluation process.

b) Respondents should allow sufficient time for Proposal lodgement, including time that may be required for any problem analysis and resolution prior to the Deadline.

c) Where electronic submission of a Proposal has commenced prior to the Deadline and is not completed successfully by the Deadline, the Proposal will not be accepted and will be deemed to be a late Proposal.

v) Late Proposal, Incomplete Proposal and Corrupted Files

a) Where a Proposal lodgement consists of multiple emails, due to the number and/or size of the files, Respondents must ensure that transmission of all files is completed and receipted before the Deadline.

b) Where the electronic submission of a Proposal has commenced prior to the Deadline and is not completed successfully by the Deadline, the Proposal will not be accepted and will be deemed to be a Late Proposal.

c) Late Submissions, incomplete Submissions, including those with electronic files that cannot be read or decrypted, Submissions which the Principal believes to potentially contain any virus, malicious code or anything else that might compromise the integrity or security of the Principal‟s computing environment, may be excluded from evaluation in the Principal‟s absolute discretion.



1.6.1 Delivery Method Responses may be:

i) delivered by hand to the City of Subiaco, Administration Centre, 241 Rokeby Road, Subiaco, WA 6008 (by the Respondent or the Respondent‟s private agent); or

ii) sent through the mail to the City of Subiaco. Responses should be addressed to the Chief Executive Officer, City of Subiaco, PO Box 270, Subiaco WA 6904; or

iii) sent by email to the City of Subiaco at [email protected]. Responses should have in the subject line “RFQ A/2764 Aquatic Fauna Survey at Lake Jualbup, Shenton Park. Attn: Melanie Davies”.

It is the responsibility of the respondent to ensure that their submission sent by post, courier or other such method arrives prior to the deadline. Extensions will not be given for delays with these delivery methods.

1.7 REJECTION OF RESPONSES A Response may be rejected without consideration of its merits in the event that:

i) the Response is not submitted at the time and at the place specified in the Request; or

ii) the Respondent does not submit an Offer form which has been completed and signed together with all the required Attachments; or

iii) the Response fails to comply with any other requirements of the Request.

1.8 ACCEPTANCE OF RESPONSES Unless otherwise stated in this Request, Responses may be for all or part of the Requirement and may be accepted by the Principal either wholly or in part. The Principal is not bound to accept the lowest Response and may reject any or all Responses submitted.

1.9 DISCLOSURE OF CONTRACT INFORMATION AND DOCUMENTS Documents and other information relevant to the contract may be disclosed when required by law under the Freedom of Information Act 1992 or under a Court order.

1.10 ALTERNATIVE RESPONSES All Alternative Responses shall be accompanied by a conforming Response. Responses may be submitted as Alternative Responses or made subject to conditions other than the General and Special Conditions of Contract shall in all cases arising be clearly marked “ALTERNATIVE RESPONSE”.

If the Response is marked as an Alternative Quotation, any printed “General Conditions of Contract” shown on the reverse of a Respondent‟s letter or quotation form will not be binding on the Principal in the event of a Contract being awarded.

The Principal may in its absolute discretion reject any such Alternative Response as invalid.

1.11 RESPONSE VALIDITY PERIOD All Responses shall remain valid and open for acceptance for a minimum period of ninety (90) days from the closing time for the submission of Responses.



1.12 PRECEDENCE OF DOCUMENTS In the event of there being any conflict or inconsistency between the terms and conditions herein and those in the General Conditions of Contract, the terms and conditions appearing in this Request shall have precedence.

1.13 RESPONDENTS TO INFORM THEMSELVES Respondents shall be deemed to have:

i) examined the Request and any other information available in writing to Respondents for the purpose of responding;

ii) examined all further information relevant to the risks; contingencies, and other circumstances having an effect on their Response which is obtainable by the making of reasonable enquires;

iii) satisfied themselves as to the correctness and sufficiency of their Responses including quoted prices which shall be deemed to cover the cost of complying with all the Conditions of Responding and of all matters and things necessary for the due and proper performance and completion of the work described therein; and

iv) acknowledged that the Principal may enter into negotiations with a chosen Respondent. Negotiations shall be carried out in good faith.

1.14 ALTERATIONS The Respondent must not alter or add to the Request documents unless required by these Conditions of Responding.

The Principal shall issue an addendum to all Respondents where matters of significance make it necessary to amend the Request. The Principal at its absolute discretion will determine whether a matter is a matter of significance.

The addendum will be sent by email or by post to the address supplied when this document was collected or downloaded. Emailed copies of the addendum shall be deemed to have been delivered to Respondents at the time of sending provided that the Principal does not receive an email indicating that the transmission was unsuccessful.

1.15 OWNERSHIP OF RESPONSES All documents, materials, articles and information submitted by the Respondent as part of or in support of a Response will become upon submission the absolute property of Principal and will not be returned to the Respondent at the conclusion of the Response process provided that the Respondent is entitled to retain copyright and other intellectual property rights therein, unless otherwise provided by the Contract.

1.16 CANVASSING OF COUNCILLORS OR COUNCIL OFFICERS If a Respondent, whether personally or by an agent, canvasses any of the Principal‟s Councillors or Officers with a view to influencing the acceptance of any Respondent made to it or any other Respondent, then regardless of such canvassing having any influence on the acceptance of such Response, the Principal will omit the Respondent from consideration.

1.17 IDENTITY OF THE RESPONDENT The identity of the Respondent and the Contractor is fundamental to the Principal.

The Respondent shall be the person, persons, corporation or corporations named as the Respondent in Part 3 and whose execution appears on the Offer by Respondent in Part 3 of this Request. Upon acceptance of the Response, the Respondent shall become the Contractor.



1.18 SELECTION CRITERIA The Contract will be awarded to a sole Respondent who best demonstrates the ability to provide quality products (goods or services) at a competitive price. The quoted prices will be assessed with the following qualitative and compliance criteria to determine the best value for money outcome.

The Principal has adopted a best value for money approach to this Request. This means that, although price is considered, the Response containing the lowest price will not necessarily be accepted, nor will the offer ranked the highest on the qualitative criteria.

A scoring system will be used as part of the assessment of the qualitative criteria set out below. Unless otherwise stated, a response to one of these criteria which provides all the information requested will be assessed as satisfactory and will, in the first instance, attract an average score. The extent to which the response demonstrates greater or lesser satisfaction of each of these criteria will result in a score greater or less than the average. The aggregate score of each quotation will be used as one of the factors in the final assessment of the qualitative criteria and in the overall assessment of value for money.

1.18.1 Qualitative Criteria In determining the most advantageous Response, the Evaluation Panel will score each Response against the qualitative criteria as detailed within Part 4 of this document. Each criterion will be weighted to indicate the relative degree of importance that the Principal places on the technical aspects of the goods or services being purchased.

It is essential that Respondents address each qualitative criterion. The Responses will be used to select the chosen Respondent, and failure to provide the specified information may result in elimination from the Response evaluation process.

The qualitative criteria for this Request are as follows:

Description of Criteria Weighting

Demonstrated experience in completing similar projects 30%

Skills and experience of key personnel 20%

Provision of required resources 20%

A demonstrated understanding of the required tasks 20%

Evaluation of environmental performance as detailed in the completed environmental questionnaire - organisation or product environmental performance. See Attachment A.

10%

1.18.2 Price Considerations The non-weighted cost method is used where functional considerations such as capacity, quality, transitional and adaptability are seen to be crucial to the outcome of the contract. The evaluation panel will make a series of value judgements based on the capability of the Respondents to complete the Requirements and a number of factors will be considered including:

i) the qualitative ranking of each Respondent; and

ii) the pricing submitted by each Respondent.



Once the Responses have been ranked, the evaluation panel will make a value judgement as to the cost affordability, qualitative ranking and risk of each Response, in order to determine the Response which is most advantageous to the Principal.

The Quoted price will be considered along with related factors affecting the total cost to the customer, e.g. the lifetime operating costs of goods or the Customer‟s contract management costs may also be considered in assessing the best value for money outcome.

1.18.3 Other Considerations It is essential that Contractors address all of the above criteria. The responses will be used to select the successful Contractor and failure to provide the specified information may result in elimination from further consideration.

1.19 LODGEMENT OF A QUOTATION BY THE PRINCIPAL The Principal will not be submitting a Quotation for the provision of services or goods as outlined in this RFQ.

1.20 INTELLECTUAL PROPERTY RIGHTS The Principal warrants that, unless otherwise provided in the Contract, design, materials, documents and methods of working, each specified in the Contract or provided or directed by the Principal or the Principal‟s Representative shall not infringe any intellectual property right.

The Contractor warrants that any other design, materials, documents and methods of working, each provided by the Contractor, shall not infringe any intellectual property right.

Each party shall indemnify the other against such respective infringements.

1.21 CONFIDENTIAL INFORMATION The parties shall ensure that supplied information is kept confidential such documents, samples, models, patterns and other information as are supplied and clearly identified as confidential.



PART 2 SPECIFICATION

2.1 SCOPE OF WORK The City of Subiaco is seeking a quotation for an expert wetland ecologist to complete an aquatic fauna survey at Lake Jualbup. The Respondent is required to:

i) conduct a survey of macro-invertebrates, crustaceans, fish, frogs and waterbirds;

ii) conduct an oblong turtle trapping program to determine a population estimate;

iii) compare collected data with previous aquatic fauna surveys at Lake Jualbup;

iv) comment on the species inter-relationships between each other and the environment they live in; and

v) identify any potential impacts of a reduction in the permeability of the lake bed on the aquatic fauna of Lake Jualbup.

2.2 SPECIFICATION 2.2.1 Background

In February 2011, the City of Subiaco engaged Aha! Consulting to lead the Lake Jualbup Accord Project. The project involved a review of all previous studies relating to Lake Jualbup, and the implementation of a community engagement strategy to determine the community vision for the future management of Lake Jualbup.

The project gathered information on the technical options for management of either a permanent water body or seasonal lake, and the associated environmental impacts, regulatory requirements, cost, views of the Traditional Aboriginal Owners and residents on each option.

The outcomes of the Accord Project were presented at the Ordinary Council Meeting on 28 February 2012. At the meeting, Council resolved that:

1. Council resolves to abide by the majority community wish to maintain a sustainable but adequate permanent body of water in Lake Jualbup.

2. To this end council resolves to maintain and build a constructed lake with polymer additives to the base and sloped banks to limit the water leakage.

3. The various polymers to be used will depend on the underlying soil type and the area of the lake bed is done in two or more stages so as to be follow the effects.

4. That council abides by the community wish to retain most of the current walls but widen the pathways on the wall on the southern, western and north western edges of Lake Jualbup but would consider sloping banks with reeds and sedges on the northern and north eastern borders of the lake. (see attached plan).

5. Council retains the current willow trees, however, once they die they will be replaced with native trees as specifically requested by the Traditional Custodians of this land.

6. Council thanks the community and Dr Geoffrey Dean for his outstanding work.

7. Council will send a letter of thanks to the Australian Aboriginal families who engaged in this process recognising them as the Traditional Custodians and explaining to them why their preferred option for a wetland was rejected.

The regulatory approvals for maintaining an adequate water body are not able to be fully progressed until investigation of current knowledge gaps has been completed. To meet the environmental information requirements of the regulatory agencies, the City requires a current aquatic fauna survey of Lake Jualbup.



2.2.2 Overview of Lake Jualbup Lake Jualbup (water body of 2.34ha) is located within the Shenton Park catchment (293ha). The catchment collects water from Shenton Park and 80ha of Nedlands. Lake Jualbup is currently a shallow (1m) seasonal lake that dries over the summer months and re-fills in winter from stormwater inflow and expression of the superficial groundwater aquifer. It is identified as a Resource Enhancement Category Wetland.

Due to changes in rainfall patterns in Perth, Lake Jualbup experiences low water levels over the summer months. In 1995, the City began supplementing summer water levels with groundwater pumped from bores, however adequate lake levels proved difficult to maintain. In 2002, the city commenced phasing-out groundwater supplementation over a three year period to reduce the impact of the change on wildlife, and has not supplemented levels since 2005.

The lake is a highly modified wetland due to the surrounding urban development in the area. The surrounding reserve is used for passive recreation and was landscaped according to European ideals, with exotic trees such as weeping willows and expanses of lawn. The lake has a central island used for feeding, resting and breeding by a variety of aquatic birds.

From 2001 to 2008, the City implemented the Lake Jualbup Management Plan (Ecoscape, 2000). In 2002, the city replaced the perimeter wall on the eastern section of Lake Jualbup with a gradual sloping bank planted with native rushes and sedges. The mudflats around the central island were also revegetated to enhance habitat value.

2.2.3 Lake Jualbup Hydrogeological Investigation Rockwater Pty Ltd are currently completing a hydrogeological investigation to determine the reduction in permeability necessary (25%, 50% or 75%) to maintain an adequate body of water in Lake Jualbup. Full details on the scope of works can be viewed by following the Lake Jualbup quick-link on the City's website at www.subiaco.wa.gov.au.

2.2.4 Lake Jualbup Aquatic Fauna Investigation Previous Studies Previous fauna surveys at Lake Jualbup have been undertaken between 1999 and 2011. Studies have mainly focused on the Oblong Turtle (Chelodina oblonga) and waterbirds, with limited monitoring of aquatic macro-invertebrates, crustaceans, fish or frogs.

In August 1999, the city commissioned Native Environmental Systems to undertake a fauna survey at Lake Jualbup. A total of 30 different avifauna species, including aquatic and terrestrial birds, were recorded at the lake (Ecoscape 2000). Nine major groups of invertebrates were identified from a single sampling event, though not to species level.

In 1998, the Oblong Turtle population at Lake Jualbup was studied for a six month period and estimated to be 621 individuals (Guyot and Kuchling, 1998). With the reintroduction of a seasonal drying cycle and concern for turtles that did not immediately aestivate, between 2002 and 2004 approximately 500 turtles were relocated to other permanent lakes on the Swan Coastal Plain.

In 2005, an Oblong Turtle survey was undertaken for a four month period. A total of 89 individuals were captured, however a population estimate was not possible due to the low number of recaptures (Tysoe, 2005). It was noted that the population had a significant male bias, and may be at risk due to the lack of juvenile recruitment and reproducing females.



The extreme storm event that occurred on 22 March 2010 resulted in the death of 132 turtles at Lake Jualbup, with 117 adults and 15 juveniles recorded. Examination of specimens by the AGWEST Animal Health Laboratory indicated drowning may have been a cause of death. No other aquatic fauna species were affected.

In 2011, the City established ad-hoc scholarships for university students undertaking aquatic fauna honours research projects at the city's lakes. Shino Hamada from the University of Western Australia was awarded a scholarship to undertake research on the population size and genetic structure of oblong turtles at lakes on the Swan Coastal Plain. Turtles were captured every three weeks between May to November 2011. A total of 28 turtles were captured at Lake Jualbup, comprising of 11 males, 13 females, 3 juveniles and one hatchling (Hamada, 2011). There was only one recapture during the study, therefore a population size analysis was not possible. However, due to the high amount of trap hours and low trapping results, it is estimated that the population size was likely to be small.

In 2011, an honours student from Murdoch University completed a water bird survey over each season at Lake Jualbup (Hanson, 2011).

Survey Methodology The Respondent is required to outline the recommended aquatic fauna sampling schedule. The schedule should be designed to gain adequate information on the aquatic fauna present. It is recommended surveys commence in late September/early October 2012 (spring). Depending on the aquatic fauna group, surveys may also be required in summer 2012, autumn 2013 and winter 2013 to ensure any seasonal variations are accounted for.

2.2.5 Reporting The Respondent is requested to provide two reports:

i) an interim report by 1 February 2012, outlining the methodology, spring and summer (as applicable) results of the aquatic fauna surveys, the species inter-relationships, and any potential impacts of reducing lake infiltration on the aquatic fauna of Lake Jualbup.

ii) a final report as per the above, including information from all aquatic fauna survey seasons (as applicable) by 13 September 2013.

Upon completion of the Contract, Microsoft Excel spreadsheets of raw data are to be provided to the City to enable future time-series comparisons of aquatic fauna ecology.

2.2.6 City of Subiaco Commitments The City is able to provide the raw data and microchip ID of all turtles captured during Shino Hamada's study in 2011.

The City is able to provide a dingy for survey use at the lake if required.

The City of Subiaco is able to provide all previous aquatic survey reports for Lake Jualbup:

i) ATA Environmental (2005). Environmental Improvement Assessment – Stage 1 Lake Jualbup, Shenton Park. Perth, Western Australia.

ii) Ecoscape (2000). Lake Jualbup Management Plan. Perth, Western Australia.

ii) Guyot, G. And Kuchling, G. (1998). Some ecological aspects of populations of oblong turtles Chelodina oblonga in the suburbs of Perth (Western Australia). SEH, pp. 173-181.

iii) Hanson, T (2011). Waterbird survey. Unpublished Honours Thesis, Environmental Science Faculty, Murdoch University, Perth.



iv) Shino, H (2011). Over 100 years of urbanisation have not affected the genetic population structure of the oblong turtle (Chelodina oblonga). Unpublished Honours Thesis, Faculty of Natural and Agricultural Sciences, the University of Western Australia, Perth.

v) Tysoe, L. (2005). The population structure, reproduction and diet of two urban populations of oblong turtle Chelodina oblonga. Unpublished Honours Thesis, Faculty of Natural and Agricultural Sciences, the University of Western Australia, Perth.

vii) Wetland Research and Management (2002). Mabel Talbot Lake Aquatic Fauna Survey. Unpublished report, Perth, Western Australia.

2.3 LOCATION Lake Jualbup is surrounded by Lake Ave, Herbert Rd, Excelsior & Evans St's and is located in Shenton Park.



PART 3 GENERAL AND SPECIAL CONDITIONS OF CONTRACT

3.1 GENERAL CONDITIONS OF CONTRACT 3.1.1 Record Keeping

The Principal is subject to the provisions of the State Records Act 2000 (WA) ("SRA"). To the extent that the Contractor has possession, custody or control of any records created in the performance of functions undertaken for or on behalf of the Principal by or under this Contract, the following provisions will apply to such Records:

i) The term "records" has the same meaning as in the SRA.

ii) The Contractor will comply with the SRA and its Principles and Standards and any principles or standards developed by the Principal in accordance with the SRA in relation to such Records.

iii) All such Records will remain the property of the Principal.

iv) The disposal of any such Records will be in accordance with the Principal‟s recordkeeping plan ("RKP").

v) The Contractor will give the Principal unlimited access, on reasonable notice, to all such Records.

vi) On expiry or earlier termination of this Contract, the Contractor will (at the Principal‟s option) either return all such Records to the Principal in accordance with Principal's directions, or destroy them in accordance with Principal‟s RKP and the General Disposal Authority for Local Governments WA. In either case, the return or destruction of such Records will be at Principal‟s expense.

3.1.2 Parking All costs to the Contractor for parking to perform their duties are to be borne by the Contractor, no parking permits or exemptions will be issued. You will need to park according to prevailing parking schemes and pay required fees if you choose to park in a fee paying parking station.

If the work you are performing requires that you or your sub-contractors need to park in excess of any time based restriction, commercial parking permits can be obtained from the City‟s administration office for a fee. Please contact Field Services at our Administration centre for the current fees, no waiver or discount of the fee is possible.

3.2 SPECIAL CONDITIONS OF CONTRACT 3.2.1 Period of Contract and Termination

The Contract shall be in force from the date of acceptance until Tuesday 1 October 2013. However in the event of the Contractor failing in any manner to carry out the Contract to the Principal‟s satisfaction, the Principal may forthwith terminate the Contract by written notice to the Contractor.

3.2.2 Insurances Without limiting its obligations and responsibilities, the contractor shall take out insurance for the entire contract period under the following headings:

i) Public Liability:

A Public Liability policy with an Insurer approved by the Australian Prudential Regulation Authority (APRA) as per their list of Insurers Authorised to Conduct New or Renew Insurance Business in Australia.

The policy of Public Liability Insurance taken out by the Contractor is to provide a minimum limit of liability of $5 million (AU$5,000,000) in respect of Death, Property Damage and Bodily Injury.



ii) Workers Compensation:

The Contractor shall effect and keep in effect during the currency of the Contract such Insurance as may be necessary to adequately protect the Contractor and the Principal in respect of liability for payment of compensation to any Employee of the Contractor or of a Subcontractor of the Contractor under the Workers' Compensation and Injury Act 1981 or at Common Law.

iii) Professional Indemnity:

Where the Contract involves the provision of professional services and/or advice, the Contractor is to take out a Professional Indemnity Insurance policy with an Insurer approved by the Australian Prudential Regulation Authority (APRA) as per their list of Insurers Authorised to Conduct New or Renew Insurance Business in Australia.

The policy of Professional Indemnity Insurance taken out by the Contractor will have a limit of Liability based upon a figure agreed by the Principle and Contractor as per the attached Schedule however; the limit of Liability will not be less than $5 million (AUD$5,000,000).

The contractor is to provide the principle with certificates of currency and/or a copy of the policy wording confirming as laid down within the tender document (if not mentioned, within seven (7) days) that the above insurance policies are in place for the entire contract period.

The contractor at the discretion of the principle may be required to provide the principle with a risk management plan relating to the contract in accordance with as/nzs 4360-2004 risk management.

The contractor at the discretion of the principle may be required to detail the principle as a joint named insured under some or all of the insurances detailed under clause 3.2.3 and/or detail the principles interest by way of notation on certificates of currency.

3.2.3 Terms of Payment Tax Invoices should be submitted at the completion of the works. Payment will be Nett thirty (30) days from the receipt of a compliant Tax Invoice. For contracts over 1 year prices are fixed for the first twelve (12) months. Price adjustments for CPI and material increases / decreases may be negotiated after the first twelve (12) month period.

3.2.4 Security The Contractor shall, when attending the Principal‟s premises or facilities, comply with all reasonable directions and procedures relating to occupational health (including the Principal‟s smoke free work place policy) and safety and security in effect for those premises or in regard to those facilities, as notified by the Principal.

3.2.5 Working Hours i) The work to be performed under the contract shall be subject to execution

within certain restricted working hours and the Contractor shall observe the following requirements:

a) 7.00am - 5.00pm, Monday to Friday.



ii) The Contractor shall be liable for any additional costs the Principal may incur as a result of work outside the normal hours. In particular, the Contractor may be liable for all expenses in connection with additional attendance by the Principal‟s consultants.

3.2.6 Media The Contractor shall not disclose any information concerning the Contract for distribution through any communications media without the Principal‟s prior written approval (which shall not be unreasonably withheld). The Contractor shall refer to the Principal any enquiries from any media concerning the Contract.

3.2.7 Disability Access and Inclusion Plan (DAIP) It is a requirement of the Disability Services Act that public authorities must take all practical measures to ensure that all people with disabilities have opportunities to access all buildings, facilities, events and receive a high level and quality of service from all of the Principal‟s officers, employees, agents and contractors.

Undertaking activities consistent with the Principal‟s DAIP applies at the broadest level, that is, the focus is upon broadly supporting the DAIP‟s six desired outcomes. It does not necessarily mean that agents and contractors will be involved in implementing every strategy outlined in the local government‟s DAIP.

If the Contract involves the supply of Services to the public, then the successful Contractor will:

i) to the extent practicable, implement the Principal‟s “Disability Access and Inclusion Plan” prepared under the Disability Services Act 1993.

Details of the Principal‟s DAIP can be accessed at www.subiaco.wa.gov.au. Details of the Disability Services Act can be accessed through the State Law Publisher at www.slp.wa.gov.au.

3.2.8 Contractor’s Tools and Equipment Contractors will provide all the necessary tools and equipment required to perform their Contract obligations. All tools and machinery will be maintained in good working order in accordance with WorkSafe Western Australia and City of Subiaco requirements.

3.2.9 Housekeeping All work places will be kept in a clean and tidy condition.

3.2.10 Practical Jokes Practical jokes and skylarking are totally forbidden and failure to comply with this provision may result in the offender‟s employee from participating in any work associated with fulfilment of the contract.

3.2.11 Intoxicating Liquor and Drugs Neither the Contractor nor any employee or agent of the Contractor will be permitted to enter a site under the influence of or in possession of any intoxicating liquor, drugs or illegal substance or under the influence of the same.

3.2.12 QUALIFICATIONS / COMPETENCY It is the duty of the Contractor to ensure that any task requiring a Qualification or “Certificate of Competency” is allocated only to a person or persons holding such Qualification or “Certificate of Competency” to complete the task required.

If you are in doubt on a Safety and Health matter asks the Principal‟s Representative and, if the matter can‟t be dealt with, the Principal will provide advice in writing. The Contractor will not put themselves or anybody else at risk. Report any conditions that you consider to be dangerous immediately to the Superintendent.

http://www.subiaco.wa.gov.au/

http://www.slp.wa.gov.au/

PART 4 COMPLETE AND RETURN THIS PART


PART 4 RESPONDENT’S OFFER

4.1 OFFER FORM I/We COMPANY NAME: (Block Letters)

Street Address:

Suburb: State: Post Code:

ABN:

ACN (if any):

Telephone No: Facsimile No:

E-mail (if any):

In response to RFQ: A/2764 Aquatic Fauna Survey at Lake Jualbup, Shenton Park I/We agree that I am/We are bound by, and will comply with this Request and its associated schedules, attachments, all in accordance with the Conditions of Responding contained in this Request signed and completed.

The price is valid up to ninety (90) calendar days from the date of the quotation closing or forty five (45) days from the resolution for determining the quotation, whichever is the later unless extended on mutual agreement between the Principal and the Respondent in writing.

I/We agree that there will be no cost payable by the Principal towards the preparation or submission of this Offer irrespective of its outcome.

The consideration is as provided under the schedule of rates of prices in the prescribed format and submitted with this Offer.

Dated this the day of 2012

Signature of authorised Respondent:

Full Name of authorised signatory: Mr. Mrs. Ms. Please tick one.

First Name: Surname: (BLOCK LETTERS)

Position:

Authorised signatory Postal address:



4.2 GENERAL CONDITIONS AND CORPORATE INFORMATION 4.2.1 Compliance Criteria

Please select with a yes or no whether you have complied with the following compliance criteria. Supply details where possible in attachments labelled with the appropriate headings:

Description of Compliance Criteria

i) Compliance with the Conditions of this Quotation Yes / No

ii) Complete Respondents Offer Yes / No

iii) Complete Pricing Schedule Yes / No

iv) Corporate Information Respondents to submit organisation profile. Advise if agent for another party, include name and address of Principal.

Yes / No

v) Financial Position Respondent to confirm ability to pay all debts in full as and when

they fall due; and Advise of any current litigation as a result of which you may be

liable for $50,000 or more.

Yes / No

vi) Conflict of Interest Advise of any actual or potential conflict of interest in the performance of your obligations under the Contract, or if any such conflict of interest likely to arise during the Contract.

Yes / No

vii) Insurance Provide details of the insurance coverage that meets the insurance requirements for this Request. A copy of the Certificate of Currency is to be provided to the Principal within seven days of acceptance.

Yes / No

viii) Disability Access and Inclusion Plan (DAIP) If this Contract involves the supply of Services to the public, then the successful Contractor will to the extent practicable, implement the Principal‟s “Disability Access and Inclusion Plan” prepared under the Disability Services Act 1993 for the duration of the Contract as outlined in clause 1.11.

Not Applicable



4.2.2 Qualitative Criteria Before answering the qualitative criteria, Respondents shall note the following:

i) all information relevant to your answers should be contained within your Submission to each criterion;

ii) Respondents shall assume that the Evaluation Panel has no previous knowledge of your organisation, its activities or experience;

iii) Respondents shall provide full details for any claims, statements or examples used to address the qualitative criteria; and

iv) Respondents shall address each issue outlined within a qualitative criterion.

Relevant Experience Describe your experience in completing/supplying similar Requirements. Respondents must, as a minimum, address the following information in an attachment and label it “Relevant Experience”: i) Provide details of similar work; ii) Provide scope of the Respondent‟s involvement including details of

outcomes; iii) Provide details of issues that arose during the project and how these

were managed; iv) Demonstrate competency and proven track record of achieving

outcomes; and v) Demonstrate sound judgement and discretion.

Weighting 30%

Tick if Attached

Skills and Experience of Key Personnel Respondents should provide as a minimum information of proposed personnel to be allocated to this project, such as: i) Their role in the performance of the Contract; ii) Curriculum vitae; iii) Membership to any professional or business association; iv) Qualifications, with particular emphasis on experience of personnel

in projects of a similar requirement; and

v) Any additional information. Supply details in an attachment and label it “Key Personnel”.

Weighting 20%

Tick if Attached

Resources Respondents should demonstrate their ability to supply and sustain the necessary: i) Plant, equipment and materials; and ii) Any contingency measures or back up of resources including

personnel (where applicable). As a minimum, Respondents should provide a current commitment schedule and plant/equipment schedule in an attachment and label it “Respondent’s Resources”.

Weighting 20%

Tick if Attached



Demonstrated Understanding Respondents should detail the process they intend to use to achieve the Requirements of the Specification. Areas that you may wish to cover include: i) A project schedule/timeline (where applicable); ii) The process for the delivery of the goods/services; iii) A demonstrated understanding of the scope of work Supply details and provide an outline of your proposed methodology in an attachment labelled “Demonstrated Understanding”.

Weighting 20%

Tick if Attached

Environmental Questionnaire Evaluation of environmental performance as detailed in the completed environmental questionnaire - organisation or product environmental performance. See Attachment A.

Weighting 10%



4.3 PRICE SCHEDULE Respondents must complete the following “Price Schedule”. Before completing the Price Schedule, Respondents should ensure they have read this entire Request for Quotation.

Lump sum price for Aquatic Fauna Survey of Lake Jualbup as detailed in the Specification.

Total Price

GST Component

Total Price Including GST

NOTE: A cost breakdown of the lump sum amount showing all components of the project is to be included in your submission.

The Principal may, at its discretion, disqualify any Quoter from consideration if this breakdown is not supplied.

Company Name:

Address:

Signature:

Full Name of Quoter (Block Letters):



ATTACHMENT A ENVIRONMENTAL QUESTIONNAIRE

Supplier name:

Product name: Contact name: Contact phone: NOTE: This is a standard questionnaire for all contracts, please answer as many questions as possible. Where available attach any relevant documentation to support your environmental position.

ORGANISATION 1. Environmental Impacts & Strategic Environmental Issues i) Has your organisation considered the „sustainability‟ of its products or services? Yes No Don‟t know ii) What level of importance does management place on your organisation‟s environmental performance? A great deal of importance Some importance No importance iii) Has your organisation assessed the environmental impacts of the following?

Yes No Don‟t Know Its activities Its products Its services iv) Has your company a clean three year record with the EPA and other regulators? Yes No Don‟t know v) Is your organisation actively managing the environmental impacts of its business? Yes No Don‟t know Details:

2. Management Framework i) Does your company have a documented corporate environmental policy? Yes No Don‟t know ii) Does your company have an internal environmental audit process? Yes No Don‟t know iii) Does your company conduct employee environmental awareness training? Yes No Don‟t know iv) Does your organisation have a buy local policy? Yes No Don‟t know Have efficiency improvements been undertaken for management processes? Yes No Don‟t Know Energy Water Waste 3. Information Provision i) Does your company report on its environmental performance in the public domain? Yes No Don‟t know Details:

ii) Does your organisation make any self-declared environmental claims about the products it supplies? Refer to standard AS/NZS ISO 14021:2000 and the UK government‟s Green Claims Code for further information: Click Here For Details of UK Code

Yes No Don‟t know Details:

http://www.defra.gov.uk/environment/business/marketing/glc/code.htm