Safety measurement and evaluation
Delivery and Supply of Trucks for Coal Extraction.
1. Reflection of 4120- 1994
The AS 4120 – 1994 is a code of tendering based on the standards of Australia. This code of tendering set out the ethics an obligation of the principal together with the tenderers in a tendering process in the construction industry . Selection of contractors and subcontractors is applicable. This code was first published in 1994 an later revised in 1994 in conjunction with the Australian Construction and Industry Development Agency.
1.1 Definitions Made.
The commonly terms used in this Request for Tender are:
RFT – to mean Request for Tender
Contact Officer – Individual identified by J&B Associates to receive enquiry concerning this Request for Tender.
Closing Time: The time and date for the Request for Tender submissions and Closing of tenders,
Code of Practice: The code of practice is that which has been approved by the state.
Principal – the person representing the J&B Associates
Tender Box – Contained a sealed frame reserved for the purpose of replies to Request For Tender document.
Tender – the document composed of an offer by the tenderers to supply that which is provided by the Request for Tender.
Person – Ordinary human being, local authority, government, joint venture, agency, a panel, incorporated association.
1.2 Statement of Ethics
Any form of purchasing will be carried out in a fair manner without any form or discrimination in the best interest of the associates.
The following will be ensured by our tender:
· Any conflict of interest realized will be dealt with a lot of seriousness.
· We will be fully accountable for the tendering process and all the decisions made thereby.
· All tendering process carried out being guide by Association policies and in accordance with this Code.
· We will guarantee that results are not produced by individual achievement.
All the parties concerned are however requested to conduct themselves in accordance with the tender and uphold honesty, accountability, fairness and all undertakings. Conflict of interest should be eliminated and the rule of law should ever be compromised. Practices such as anti-competition should be done away with. Members should have the intent to cooperate and proceed with proceed.
1.1 Tendering Procedure
The procedure employed in the tendering will be applied in a manner that is not biased and without favor and will involve three phases, tender preparation, allegiance to the law and tendering and evaluation. Only the selected suppliers will receive the invitation to place their bids.
1.1.1 Obligation of the Principal
1.1.1.1 Project Definition.
The department of Resource Mobilization and mining through the J&B Associates is pleased to invite Tenderers to promptly submit their tenders for the Delivery and Supply of Trucks to be used in the coal mining on behalf of the Principal ( Minister for mining and natural Resource ). The tucks are urgently required by our company to aid in the transportation of the extracted raw materials from the mines to the desired factory yet to be communicated. Tenderers are therefore requested to supply the trucks together with any other required support service within the stipulated period as stated in this tender document.
1.1.1.2 Tender Documents
The tender documents to be given to the successful tendered will include such as request for Tender, Terms and Conditions for Tendering, Conditions of contract Instruments of Agreement, Instruments of Agreement, Responses, Specifications and Tender forms. (Nick, 2018).
1.1.1.3 Selecting Tenders
This involves selective the most appropriate supplier whose has met all the requirement of the company in terms of prices of his/ her goods and services, specification an and the deadline of submission has also been met.
1.1.1.4 Call for Tenders
The Department for Resource Mobilization and Mining in conjunction with J&B Associates invites tenderers to submit their tender for the Delivery and Supply of Trucks to be used in the Coal Extraction on behalf of the Minister for Mining and Natural Resource (Principal).
1.1.1.5 Tendering Methods
The most appropriate tendering method J&B Associates is Selective tendering where J&B Associates will advertise and invite suppliers to apply. They will then be placed on a list of suppliers who will be invited to bid for the project. A list of information suppliers should provide is given to them in order for them to pre-qualify.
1.1.1.6 Tendering Inquiries.
All the suppliers who would wish to make inquiries will have the pleasure to do so by with the help of a company email address provided, J& B associates local number or even email address.
1.1.1.7 Amendment to Tender Documents
The tender documents will remain the property of J&B Associates and they have the right to reserve the alter of the tender request provisions. In case of any change of tenders, the process will be redone in writing to acknowledge the tendered the changes that have been provided thereby. Additional information is indicated by a mark, which is red in color. Deleted information will be highlighted in red and thereby underlined. The identified changes will be posted on the respective tenders email addresses as provided by the tenders during the tender application process.
1.1.1.8 Receipt of Tenders
All the successful tenderers are required to issue their receipt for all the goods and services they have are to offer or those that they have already offered.
1.1.1.9 Closing of Tenders
The date and time for the termination and lodgment of tenders is 10th December, Thursday. At 5.00 pm. Tender documents are to be placed in the tender box which is situated at the Department of Resource Mobilization and Mining, 4 Chabbs St. KEDRON 6815. Electronic submissions will be reach the associates via
1.1.1.10 Evaluation of Tenders.
2. Evaluation of the tenders will be based on the Procurement and Contracts policy and the Tender Evaluation Standards in the Tender Document. Tender evaluation will undergo the processes as shown below.
3. Stage 1: commences with assessment of tender submissions to ensure that tenders are compliant to the rules and regulations, whole and well organized.
4. Stage 2: Tender ranking with regard to quality evaluation and evaluation standards are carried out.
5. Stage 3: Ranking is still carried out but according to bids that have been received in order of priority with regard to tender prices adjusted to imitate compliance.
6. Stage 4: Selection of three to four tenders which stipulate the best value for money.
7. Stage 5: determination of the costs of the entire project.
8. Stage 6: tenders projected best inclusive value are selected by the Principal.
9. Stage 7: Confirmation whether the tenderer have the ability and willingness to deliver the goods.
10. The final process in Tender evaluation is the giving of an evaluation report and tender approval for acceptance.
1.3.1.11 Negotiation and Selection
During the phase of evaluation, the principal conducts a discussion with the available tenderers to make aleration to their tenders under price, technical competence, efficiency or any other substance linked to amalgamation of one portion of the tender towards another.
1.3.2 OBLIGATION OF THE TENDERER
1.3.2.1 Genuine Belief of the Tenderers
The tenderers are supposed to carry out themselves in genuine manner and should therefore provide all the relevant required information to the best of their knowledge without falsifying of information.
1.3.2.2 Return of documents.
The unsuccessful tenderers will be informed about the their failure to win the tender and therefore, it is an obligation of the tenderer to return the tender to the principle.
1.3.2.4 Evaluation of tender documents
The function of evaluating the tender documents will left upon the J&B Associates committee who will evaluate the tender within 15 days from the date of tender opening.
1.3.2.5 Formulation of tender
In the course of tendering, no tenderer is authorized to in practice that would rather create uncompetitive traits. All tenderers are subject to obeying the relevant regulations and none should accept commissions with the rest of the tenders. None of them is allowed to influence the tendering process at all costs. Improper commercial arrangements and incentives should not be accepted.
1.3.2.5 Submission of the Tenders.
Tenders submitted via electronic means should be accompanied by a hardcopy of the same tender document 1 day after the deadline.
The hard copies of the tender must be addressed to the address provided and thereafter dropped to the our headquarter office within the office hours i.e.( 8.00 am to 5.00 pm) by the closing date.
The address to be used for the submission of tenders is.
Department of Resource Mobilization and Mining
4 Chabbs St. KEDRON, 6815.
Note; late tender submitted after 5.00pm on the closing date will not be accepted and this applies to both hard and electronic copy.
1.4 Confidentiality
Information provided the tender document will be kept secret by both the tenderer and the staff of the J&B Associates. In the vent one is found disclosing the information about the letter without any permission to do so, he or she will be convicted by the law. The tenders that have been placed in the tender box will remain a secret and will only be disclosed during the opening of tenders in public forums.
2.0 FINANCING JUSTIFICATION
2.1 Source of Funds
The source of funds for this project is the savings J & B Associates have garnered since time of operation. Additional capital will be through the individual contributions from the associates and the bank loans.
2.2 Project Selection Criteria
Only those projects that are viable ad seems to generate returns will be chosen.
3.0 CONTRACTUAL TERMS.
3.1 Nature of Contract
The successful tenderers will supply the trucks to be used for a period of 6 months .the trucks must be in good condition as specified in the tender document. The successful tenderer will be required to sign an official contact consisting of the predetermined conditions as established in the contract .The contract form will contain information as enclosed I the specification, enclosed in the successful tender ,result from tender negotiations.
3.2 Statutory Requirements
For the purpose of this tender, compliance with statutory requirements is compulsory. The tender Contract will observe the provisions of the legal regulation and acts such as State Acts and Orders, Commonwealth Acts, Laws, Policies Statutes and orders, Declaration under Acts of ordinances and individual who act in the practice of constitutional authorities. Tenders must familiarize with Mines work Health and safety Act, 2012and the Australian Standard Code of Tendering. (Charles, 2018.
All the tenderers have to meet all the statutory requirements such as NSSF, NHIF, copies of compliance certificates, a valid tax compliance tax certificate and their relevant photocopies.
3.3. Assignment and Subcontracting
Assignment; no party is allowed to make any disbursement or allocate the contract. Any of them will be issued with a written approval which will is in accordance to terms and conditions.
Subcontracting: The contractor have no authority to approve a subcontractor. A contractor will therefore be required to a request for approval of subcontracting where particulars must indicate Name and address of the subcontractor assigned the work. Approval will be done after 14 days. The contractor will be held liable for the omissions and acts of the approved subcontractor, employees and agents.
3.4 Examination and Testing
Tenders will be examined by J&B Associates whether they are complete or whether there is any errors arising from the computer. The securities have to be furnished and the documents must be checked whether they have been properly signed .The tenders are also checked whether they are in order.
3.5 Termination for Insolvency
The contract will be terminated upon completion of the task defined earlier on or when the period of operation elapses or performance of the trucks is not consistent. The J&B Associates will write a letter of notice to the supplier.
3.6 Dispute Resolution
A fair platform will be provided for all tenderers. The associate council will apply alternative dispute resolutions in the event of a conflict .during the initial stages of conflict, in house mediation will be carried by the council. External practitioner will be contacted to conduct complex disputes that cannot be managed by the council where advanced disputes will proceed to the courts. In order to do away from disputes arising, the council will ensure that the tendering process is transparent, non-discriminatory and accurate. Successful tenderers will enjoy equal opportunities in presenting their bids where the tenders are passed through same procedure .those tenders who are not successful will notified to avoid further complains.
4.0 QUALITY ASSURANCE AND CONTROL REQUIREMENTS.
The goods and services that will be delivered by the tenderer to the associates will be thoroughly explained and must therefore be in line with the provisions in the tender. The trucks will be thoroughly inspected under the supervision of the experts under the supervisions of the Motor Vehicle mining from the State Government so as to certain the condition and the quality of the trucks and their respective support services. Tenders are advised to deliver only decent and durable goods, (Clinton, 2016).
The Associates quality Control will include,
· Inspection and testing of the site therein
· Only those goods as specified in the tender will be accepted.
· ISO branded new products will be accepted.
· Only the registered contractor will be allowed to supply goods and services.
· Only the highly qualified staffs will be employed.
4.1 Quality of leadership
Leadership will consist of highly qualified engineers and contractors and subcontractors surveyor’s miners among others who have the relevant knowledge in executing the extraction process.
4.2 Involvement of People.
All the team members of the J&B associates suppliers and technical hired team will be involved in the process of executing the tasks assigned
5.0 Safety Requirement
5.1 Safety Management Review
Goods that are to be use in the execution of the project must be in conformity to the laws and regulations of the land and must not pollute the environment at all costs. Such as noise pollution and emission of carbon dioxide into the atmosphere is not to be tolerated. The tools and the substances that are employed should never pass harm to the users during the operation process and service. First aid kit and user manual will be provided to help the workers during in the extreme cases or when hazards arise. (Moore2013), the following will be provided in the tender submissions:
5.2 Safety measurement and evaluation
Safety measurement and evaluation will be guided by the following:
· Safe Work Permit from the Australian Government.
· Certificate of health and safety management Standard.
· Safety, Health & Environment Contractor Management Handbook.
5.3 Safety Implementation
None of the worker in the coal extrcationareas will be allowed access into t hares without an appropriate attire. Safety booty and a proper overall, gloves and safety hat will have checked by the security officer before one is allowed access into the area.
5.4 Safety Planning
Safety plan to counteract emergencies and accidents that can occur will have to be into place. This includes such as first aid kits among others.
5.5 OHS Policy
We will be create by laws for all our employees in bid to provide a safe system of work .A method to implement and duplicate a safe way of working will be sought.
10.1 APPLICATIONS
References.
Request for tender. (1993). Parramatta, N.S.W: National Rail Corp.
Australia. (1997). Employment services request for tender: Regional labour market information. Canberra: Department of Employment, Education, Training and Youth Affairs.
Western Australia. (1988). Information technology request for tender (RFT) specification guidelines. Perth, W.A: Dept. of Computing and Information Technology.
Tasmania. (2001). Request for approval of a tender for natural gas distribution in Tasmania: Decision and statement of reasons. Hobart, Tas: The Office.
Nova Scotia., & Nova Scotia. (2011). Request for proposal (RFP) 60143552: Full service marketing agency for Nova Scotia Tourism Agency sponsored by the Department of Economic and Rural Development and Tourism. Halifax, N.S: Procurement Services, Public Tenders Office.
Bangladesh. (2004). Standard request for quotation (SRFQ) for procurement of goods (national): Within Bangladesh– for values up to Tk 2 lakh ; foreign missions– for values up to Tk 5 lakh. Dhaka: Central Procurement Technical Unit, Implementation Monitoring and Evaluation Division, Ministry of Planning.
Towey, D. (2012). Construction quantity surveying: A practical guide for the contractor’s QS. Hoboken: John Wiley & Sons.
