Request for Quotation

Q2018-11

Tree Assessment and Reports

Brief Issued: Thursday 5 October 2017 Closing Date: 5:00pm Thursday 19 October 2017

Term: Twelve (12) months with one optional twelve (12) month

extension, offered at Council’s discretion Contact Officer: Bryan Bourke

Phone: (02) 9093 6609

Email: bryan.bourke@randwick.nsw.gov.au

Postal Address: Randwick City Council 30 Frances Street, Randwick NSW 2031

Email: quotations@Randwick.nsw.gov.au

Website: www.randwick.nsw.gov.au

Please label all submissions as ‘Q2018-11 Tree Assessment and Reports’ and email to quotations@randwick.nsw.gov.au by the abovementioned deadline.

Note: Submissions received after the closing date and time will not be

considered.

Trim Reference: F2017/00338

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1. INTRODUCTION

Randwick City Council invites suitably qualified and experienced suppliers to submit proposals

for the provision of arborist’s reports, peer review reports, tree assessments and soil/tissue

sample tests.

Council periodically requires the supply of professional arborist’s reports and tree assessments

on public tree assets throughout the Randwick City area.

These reports/assessments involve the inspection and assessment of public trees in streets,

open space areas and parks and reserves.

This RFQ also requires the services of suitably qualified arborists or landscape architects with

demonstrated specialist skills and experience in the drafting and review of local government

significant tree registers, particularly as those services relate to Randwick City Council’s

existing Register of Significant Trees.

These services will require specialist skills in environmental and heritage tree assessment as

well as experience in the drafting of statements of significance and management

recommendations as they relate to the Burra Charter and consistent with the provisions of

Randwick City Council’s Significant Tree Register and will involve the assessment of trees on

both public and private land.

Council may also require arborist’s reports that include Resistograph and/or Picus Sonic

Tomograph tests, root mapping reports and soil and tissue sampling tests and results obtained

in conjunction with the Royal Botanic Gardens Plant Disease Diagnostic Unit.

The request for quotation process will enable Council to establish a standing offer agreement

with a supplier at the agreed rates for a twelve month period with one optional twelve month

extension offered at Council’s discretion. This standing offer agreement does not guarantee

any work to any supplier.

2. QUALIFICATIONS AND SKILLS

The minimum accepted qualification for any arborist engaged by Randwick City Council to

provide independent arboricultural reports and/or tree assessments is the Australian

Qualification Framework level 5 (AQF5) or equivalent in Horticulture (Arboriculture).

In addition, any such arborist must be a registered and current member of either the Institute

of Australian Consulting Arboriculturists or Arboriculture Australia.

The minimum accepted qualification for any professional utilised by Council for the review and

upgrading of its Significant Tree Register is the Australian Qualification Framework level 5

(AQF5) or equivalent in Horticulture (Arboriculture) and/or a registered landscape architect

with demonstrated experience in the drafting of heritage/significant tree registers who is a

current member of the Australian Institute of Landscape Architects.

3. DETAILED SPECIFICATION

The following items must be addressed in any arborist’s report or tree assessment provided

to Council by an approved arborist at Council’s request:

Who commissioned the report

Why the report was commissioned

What the report examines

The name, business address and telephone number of the person or company

providing the report, as well as their professional qualifications and

experience

The location of any inspected/assessed tree or trees

The methods and techniques used in the inspection/assessment

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An overview and discussion of the inspection

The date of the inspection

A map showing the location of the tree/s with any such tree/s numbered to

correspond with the report text

For each tree the scientific name, common name, height, canopy spread,

diameter at breast height (DBH) and form must be provided

The data must include an assessment of the tree/s health, structure and

condition, estimated useful life expectancy, tree retention value and tree

hazard assessment/classification

A discussion of the data collected – this may include detailed information

regarding wounds, cavities, cracks, splits, forking, root zone, pests and

diseases and hollows for wildlife (if appropriate)

Supporting evidence such as digital photographs

In the case of public tree/s that may be affected by development, tree

protection measures and a post-construction tree maintenance program

which can be used as a development condition should this be necessary

Conclusions and recommendations

In addition, Council may request that a comprehensive Resistograph or Picus Sonic

Tomograph report (or similar) or root mapping be undertaken on designated tree/s by the

inspecting arborist and attached to any report requested by Council

This list is not exhaustive and there may be other site considerations and information required

to ensure adequate information is supplied to Council.

With regard to Council’s Register of Significant Trees, data must be collected, reviewed and

presented to Council in a style and content consistent with Council’s existing four-volume

Register document.

4. PRICING

Please use Schedule 3 Pricing to outline your fees and charges for providing the required

services, and state any other fees/charges or any discounts if applicable.

5. REFEREES

Please provide a minimum of two (non-Randwick City Council) references to other relevant

work completed within the last 3-year period.

6. INSURANCES

Suppliers are required to have a minimum of $20M of Public Liability insurance, and Workers

Compensation insurance (unless you are a sole trader). Please provide Certificates of

Currency with your submission as proof of these insurances.

It is acceptable to provide an undertaking to obtain the necessary insurance cover prior to

contract commencement, if successful.

All insurances must be kept current for the duration of the Contract, and copies must be sent

to Council as soon as they are renewed, extended, and/or changed.

7. EVALUATION CRITERIA

The following criteria will be used to assess proposals:

Compliance with all of Council’s requirements (as outlined in this document);

Capacity to fulfil the requirements of this RFQ;

Demonstrated experience in providing similar goods and/or services;

Knowledge and Experience in the industry; and

Value for money.

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8. SUBMISSIONS

All submissions shall be in writing and should include the following:

A completed response form Attachment A (includes all schedules);

Copies of all insurance certificates as per Insurance Requirements; and

Attach any additional documentation that supports your experience and capability

to fulfil the requirements of this RFQ.

Copies of Licences and/or qualifications, if relevant.

Proof of compliance to required standards, etc (if relevant)

Please note: If you are carrying on an enterprise (this is usually a business) you are required to quote your Australian Business Number (ABN). If you do not quote your ABN and do not complete the

Attachment B “Statement by Supplier”, Council will be required to withhold 48.5% from your payment

and send the withheld amount to the Australian Taxation Office (ATO).

9. EVALUATION AND APPOINTMENT

After closing, Council’s evaluation committee will review the submissions received. Once the

evaluation has been finalised, suppliers will be advised if they have been successful or

unsuccessful.

Council will notify the successful supplier by way of a letter of acceptance and thereafter the

supplier will be engaged via a purchase order, in which our Standard Terms and Conditions

of Purchase apply. For your reference, this is available at:

http://www.randwick.nsw.gov.au/__data/assets/pdf_file/0004/173677/Randwick-Terms-

and-Conditions-of-Purchase-July-2016.pdf

The successful supplier will be required to sign the letter of offer and return to Council within

14 working days of the date on the letter of acceptance.

Special circumstances may arise where Council requires obtaining goods and/or services

outside of the Contract.

Randwick City Council supports the initiative to shop local where possible.

10. STATEMENT OF BUSINESS ETHICS

Randwick City Council has adopted a "Statement of Business Ethics". This Statement defines

the principles of conduct that are expected of both parties in order to ensure the integrity and

professionalism of both organisations is enhanced and is a statement of Council’s values and

systems of accountability. A copy of this statement is available at:

http://www.randwick.nsw.gov.au/__data/assets/pdf_file/0016/26161/Statement-of-

Business-Ethics.pdf

Breaches of the Statement may constitute grounds for termination of a Service Agreement.

All suppliers shall apply the “Statement of Business Ethics” in all their business

practices/dealings with Council and its employees.

11. CLARIFICATIONS

No statement made by any member of Council’s staff may be construed as modifying this

RFQ unless confirmed in writing by Council.

Any advice, given by Council to an applicant for the purpose of clarifying the meaning of, or

containing information relevant to this RFQ, will also be given to all other applicants (without

disclosing the name of the applicant who sought the clarification) in writing unless doing so

would reveal commercial-in-confidence information or intellectual property of an applicant or

sensitive information relating to an applicant.

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12. ATTEMPTS TO INFLUENCE RFQ PROCESS

Any applicant who attempts to influence any Councillor or a Council staff member about this

Request for Quotation will be disqualified from the process.

13. CONFLICT OF INTEREST

Applicants shall declare any conflict of interest (or any potential for a conflict of interest)

concerning this Request for Quotation.

Further information regarding conflicts of interest is provided in the “Statement of Business

Ethics”.

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Q2018-11

Tree Assessment and Reports

Attachment A: Response Forms

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Schedule 1: Business Information

1. Business Name:

2. Trading Name:

(if different from above)

3. ABN:

4. If you do not have an ABN, you are required to complete

Attachment B: Statement by a Supplier.

Yes No

Has this been completed and attached?

5. Company Address

6. Contact Details

Contact Person:

Phone:

Mobile:

Email:

7. Bank Details for EFT

Payments

Bank Account Name:

BSB:

Account Number:

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Yes No

8.1 Do you have the required Public Liability insurance

coverage?

8.2 Have you attached a Certificate of Currency with your

submission?

8.3 If ’NO’, are you prepared to obtain the required insurance

coverage prior to contract commencement?

Yes No

9.1 Are you a sole trader?

(if ‘NO’, move to 9.2)

9.2 Do you have Workers Compensation insurance?

9.3 Have you attached a Certificate of Currency with your

submission?

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Schedule 2: Experience and Capability

2.1 Please state if you comply with the service specifications

outlined in this RFQ document under 4. Requirements:

Yes

No

Please state if you comply with the terms and conditions

outlined in this RFQ document and Randwick City Council’s

Standard Conditions of Purchase (as per the link provided):

Yes

No

If NO is ticked above, please outline any areas of non-compliance.

2.2 Experience

2.2.1 Please describe your suitability in delivering the services required, including

references to other relevant work of a similar nature.

2.2.2 When did your organisation commence providing the goods and services sought in

this Quotation?

2.3 Services

2.3.1 Please provide specific information on the format and content of arborist’s reports,

peer review reports and tree assessments you would provide to Council.

2.3.2 Please provide specific details on the format and content of soil/tissue sample tests

and associated reports you would provide to Council.

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2.3.3 Please describe any additional function, service or experience that would add value to Council.

2.4 Payment

2.4.1 Will you accept Randwick Council’s preferred payment in the form of EFT

(Electronic Funds Transfer)?

2.4.2 Please advise of any surcharges and/or discounts that may apply.

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2.7 Contact Details, Customer Service and Emergency Contact

2.7.1 Please provide contact details of key personnel such as:

Account Manager / Primary Contact Person

Name Title

Phone Facsimile

Mobile No. Email Address

Secondary Contact Person

Name Title

Phone Facsimile

Mobile No. Email Address

Other Contact Person (if applicable)

Name Title

Phone Facsimile

Mobile No. Email Address

2.6.2 What hours do you operate and who do we contact in an emergency?

2.7 Additional Information

2.7.1 Any other additional information Council should consider

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Schedule 3: Pricing

3.1 Schedule of Rates

All pricing provided must be GST exclusive and a detailed description must be provided for any other fees or surcharges.

Unit Rate

(ex GST)

Comment

1. Arborist’s Report

2. Arborist’s Report – including Resistograph test

3. Arborist’s Report – including Picus Sonic Tomograph

test

4. Arborist’s Report – including root mapping

5. Arborist’s Report – including soil and/or tissue

sampling tests and results

6. Arborist’s Peer Review Report

7. Significant Tree Register – draft/review survey data

sheet/s and provide management recommendations

and statement of significance – one tree

8. Significant Tree Register – draft/review survey data

sheet/s and provide management recommendations

and statement of significance – 2-10 trees

9. Significant Tree Register – draft/review survey data

sheet/s and provide management recommendations

and statement of significance – 10+ trees

10. Additional information

3.4 Any Government discounts offered? YES NO

If yes, please provide details of any Government

discounts offered.

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Schedule 4: References

Please provide a minimum of two (non-Randwick City Council) references to other relevant

work completed within the last 3 year period.

Reference 1

Contact Name Title

Organisation

Name Email Address

Phone Mobile No.

Description of

Project / Key

Deliverables

(Outline major

challenges and

how these were

responded to)

Reference 2

Contact Name Title

Organisation

Name Email Address

Phone Mobile No.

Description of

Project / Key

Deliverables

(Outline major

challenges and

how these were

responded to)

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Schedule 5: Declaration

Declaration

I have read and understood the Statement of Business Ethics and agreed to abide by these

conditions in all dealings with Council.

I also state the information provided in this response is accurate, to the best of my

knowledge.

Signature

Name

Position

Date

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Attachment B: Statement by a Supplier

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