Women's Rest building upgrade expression of interest

REQUEST FOR EXPRESSION OF INTEREST

CON2014032

WOMENS REST BUILDING UPGRADE at 201 RUSSELL STREET SOUTH, HASTINGS

CON2014032 Trim Ref: CFM-19-24-14-52

Womens Rest Building Upgrade 201 Russell Street South, Hastings

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HASTINGS DISTRICT COUNCIL - ASSET MANAGEMENT CONTRACT NO.

CON2014032

NAME:

WOMENS REST BUILDING UPGRADE

LOCATION:

201 RUSSELL STREET SOUTH, HASTINGS. TABLE OF CONTENTS

SECTION A: OVERVIEW, EOI PROCESS AND CONDITIONS ----------------------------------------------------------- 3 1. OVERVIEW ------------------------------------------------------------------------------------------------------------------------- 4 1.1.

1.2.

1.3.

1.4.

INTRODUCTION ..................................................................................................................................................................... 4 PURPOSE OF EOI ................................................................................................................................................................. 4 HOW TO USE THIS DOCUMENT .......................................................................................................................................... 4 EOI NOT A TENDER DOCUMENT ........................................................................................................................................ 4

2. EXPRESSION OF INTEREST PROCESS ---------------------------------------------------------------------------------- 5 2.1.

2.2.

2.3.

2.4.

2.5.

2.6.

TIMETABLE ............................................................................................................................................................................ 5 SUBMISSION OF EOI ............................................................................................................................................................ 5 PREPARATION OF EOI ......................................................................................................................................................... 6 SITE INSPECTIONS ............................................................................................................................................................... 6 ADDITIONAL INFORMATION AND CLARIFICATION............................................................................................................ 6 INFORMATION REQUIRED IN EOI ....................................................................................................................................... 6

3. GENERAL CONDITIONS ------------------------------------------------------------------------------------------------------- 7 3.1.

3.2.

3.3.

3.4.

3.5.

3.6.

3.7.

3.8.

3.9.

3.10.

3.11.

3.12.

3.13.

3.14.

3.15.

RIGHTS RESERVED BY HDC ............................................................................................................................................... 7 NO CONTRACT ...................................................................................................................................................................... 7 CANVASSING ......................................................................................................................................................................... 7 NO WARRANTIES OR REPRESENTATIVES RE INFORMATION PROVIDED BY HDC ..................................................... 7 INFORMATION COMPLETE AND ACCURATE ..................................................................................................................... 8 HDC EMPLOYEES ................................................................................................................................................................. 8 COUNCIL NOT RESTRICTED AS A TERRITORIAL AUTHORITY ........................................................................................ 8 PRIVACY ACT ........................................................................................................................................................................ 8 CONFIDENTIALITY ................................................................................................................................................................ 8 EOI COSTS ............................................................................................................................................................................. 9 EVALUATION CRITERIA ........................................................................................................................................................ 9 EVALUATION PROCESS ....................................................................................................................................................... 9 COMMUNICATION OF DECISIONS .................................................................................................................................... 10 SHORT LISTING AND NEGOTIATION ................................................................................................................................ 10 OWNERSHIP / RETURN OF EOIS ...................................................................................................................................... 10

SECTION B: INFORMATION REQUIRED FROM PARTICIPANTS----------------------------------------------------- 11 4. INFORMATION REQUIRED -------------------------------------------------------------------------------------------------- 12 4.1. INSTRUCTIONS ................................................................................................................................................................... 12 4.2. INFORMATION SOUGHT FROM PARTICIPANTS .............................................................................................................. 12 EXPRESSION OF INTEREST FORM ------------------------------------------------------------------------------------------- 15 APPENDIX I. SCOPE OF WORK ------------------------------------------------------------------------------------------------ 16 APPENDIX II. DRAWINGS --------------------------------------------------------------------------------------------------------- 17

Prepared by :

Tony McHannigan

Checked by :

John Jiang

Approved by:

Colin Hosford

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SECTION A

OVERVIEW, EOI PROCESS AND CONDITIONS

SECTION A: OVERVIEW, EOI PROCESS AND CONDITIONS

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OVERVIEW

1. OVERVIEW 1.1.

INTRODUCTION

Hastings District Council (HDC) is calling for Expressions of Interest (EOI) for the refurbishment of the Women’s Rest building located at 201 Russell Street South, Hastings. The Womens Rest building is registered as a ‘Category 2’ building under the Historic Places Act 1993. The refurbishment consists of roof alterations, roofing replacement, interior / exterior painting, re-flooring, service renewals and internal wall alterations. HDC expects the construction to be commenced in October 2014.

1.2.

PURPOSE OF EOI

The purpose of this EOI is to provide the HDC with the information required to enable HDC to determine suitably qualified prospective contractors to deliver the required services.

Following the evaluation of the EOI, HDC may: 

Invite short listed prospective contractors (up to FOUR) to respond to a closed tender



Enter negotiations with preferred prospective contractor(s)



Conclude the process without tendering or awarding any contracts.

1.3.

HOW TO USE THIS DOCUMENT

This “Request for Expression Of Interest” document consists of: Section A, Section B and the Appendices.

Section A provides background information, instructions and conditions for responding to the EOI invitation. Participants must ensure that they’ve read and fully understand this section, when responding to the EOI. The Participants’ acknowledgement of these requirements and conditions is set out on the EOI form in Section B. Section B sets out the information required to be submitted in the Participants’ EOI to HDC. The Participants are required to answer each question in this section.

The Appendices contain information about the scope of work and the building design that may be of assistance to the Participants in the preparation of their responses to Section B. The Participants do not need to provide written responses to the Appendices section.

1.4.

EOI NOT A TENDER DOCUMENT

This request for Expression of Interest is not a tender document and will not form part of any contract. It is issued only for the purposes set out above.

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EXPRESSION OF INTEREST PROCESS

2.

2.1.

EXPRESSION OF INTEREST PROCESS

TIMETABLE

The anticipated timetable for the EOI and Tender is: From Date

21/08/14

To Date

Date Due

Activity

09/08/14

HDC issuing EOI for public to respond

20/08/14

EOI submissions

22/08/14

HDC evaluating EOIs and selecting for tenders 25/08/14

25/08/14

17/09/14

Tendering 17/09/14

18/09/14

EOI notifications and Tender invitations

25/09/14

Tender submissions HDC evaluating tenders

26/09/14

Tender acceptance and contract award

29/09/14

03/10/14

Negotiations between Contractor / building occupants / HDC around construction programme

06/10/14

09/09/14

Preparing contract 13/10/14

Site possession

Note: This timetable may be subject to change at the sole discretion of HDC. Participants will be notified of changes by the authorised representative.

2.2.

SUBMISSION OF EOI

EOIs shall close at the Hastings District Council Offices and must be placed in the tender box located at: Tender Box Hastings District Council Ground Floor 207 Lyndon Road East, Hastings 4122 before 4:00pm on Wednesday, 20 August 2014.

Note: Tender Documents delivered by Courier must be placed in the Tender Box The envelope shall be labelled in clear block letters “REQUEST FOR EXPRESSION OF INTEREST FOR CONTRACT NUMBER CON2014032, NAME – WOMENS REST BUILDING UPGRADE”, and the name of the Contractor.

Fax, telephone, or E-mail EOI’s are not acceptable.

EOI’s delivered late or tenders delivered to the wrong address are invalid and will not be considered.

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2.3.

EXPRESSION OF INTEREST PROCESS

PREPARATION OF EOI

During the period of preparation of EOI for the work under this Contract, the contact person in the first instance shall be Tony McHannigan Engineer Representative to the Contract for the Council and in the second instance, John Jiang, Project Manager. For contact the phone number is (06) 871 5000 ext 5427 and fax number (06) 871 5105.

2.4.

SITE INSPECTIONS

Participants may arrange a site visit through Tony McHannigan, phone (06) 871 5000. Please allow two working days notice for arrangements to be made.

2.5.

ADDITIONAL INFORMATION AND CLARIFICATION

Any requests by Participants for additional information or for clarification of material in this EOI may be made by phone or through arrangement with the authorised representative by email. HDC reserves the right to notify any details of the clarification or additional information to other Participants.

HDC will issue any clarification to this Request for EOI by way of written notice. A copy of each notice will be emailed to each participant who has uplifted a copy of this Request for EOI. All notices issued will become part of this Request for EOI. Prior to the closing date for the EOI, Council may issue supplementary material by way of a Notice to Participant

2.6.

INFORMATION REQUIRED IN EOI

Section B of this document sets out the information required in the Participants’ EOI to HDC. The Participants are required to answer each question in this section. Questions are set out in italics and numbered. The Participants must use this numbering system in their response.

Section B also contains the EOI Form, which must be completed, signed and returned along with the Participants’ responses to the questions.

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GENERAL CONDITIONS

3.

3.1.

GENERAL CONDITIONS

RIGHTS RESERVED BY HDC

HDC will evaluate each Expression of Interest against criteria determined by HDC at its absolute discretion. HDC reserves the right to:  Vary this Request for EOI. Any such variation once notified by HDC, will become part of this Request for EOI;  Reject all EOI and decide not to proceed to tender or negotiation;  Select Contractors based on their performance in this EOI and invite them to participate in a closed tender;  To limit or extend the list of potential tenderers beyond those who respond to this Request for EOI.  Call for open tenders;  Call for tenders with modified descriptions of service requirements including bids for innovations proposed to HDC, through this EOI process;  Deal separately with any of the divisible elements of any proposal received through this EOI process, unless the relevant proposal specifically states that those elements must be taken collectively;  Enter into discussions and/or negotiations with any one or more participants relating to matters dealt with in this EOI. HDC will not be bound to give any reasons for decisions made as a result of this EOI process or as an outcome of EOI evaluation.

3.2.

NO CONTRACT

The receipt by HDC of any EOI form from the Participants will not constitute a binding agreement between the Participants and HDC

3.3.

CANVASSING

Any Participant who indirectly or directly canvasses any HDC Councillor or Employee, other than the authorised representative(s), concerning any aspect of this EOI process will be disqualified.

3.4.

NO WARRANTIES OR REPRESENTATIVES RE INFORMATION PROVIDED BY HDC

All information provided to date and to be provided to HDC in relation to this Request for EOI, is released on the following basis:  To provide background information only.  HDC makes no representation or warranty as to accuracy, completeness and correctness of such information.  If such information is relied on for any reason, the participant does so at their own risk.  The information will not form part of any subsequent contract documents other than as specified in the tender documents.

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GENERAL CONDITIONS

3.5.

INFORMATION COMPLETE AND ACCURATE

All information provided by the Participant in their EOI is warranted by the Participant to be complete and accurate in all material respects. The Participant also warrants that the provision of information to HDC, and the use of it by HDC for the evaluation of EOIs and for the negotiation of any resulting contractual agreement, will not breach any third party intellectual property rights.

Participants will be responsible for verifying the accuracy and adequacy of information supplied by or on behalf of HDC.

3.6.

HDC EMPLOYEES

The Participants’ attention is drawn to the standards of behaviour required in the HDC “Staff Policy & Information Manual – Section 6 Council Rules & Code of Conduct”, A copy of this will be provided on request.

3.7.

COUNCIL NOT RESTRICTED AS A TERRITORIAL AUTHORITY

The Participant acknowledges that Hastings District Council is the territorial authority for the area in which the service delivery is located and that the terms of this EOI shall not restrict or affect in any way the manner in which HDC may act in the exercise of its statutory powers as a territorial authority. The Participant shall not be entitled to any compensation for loss or damage suffered as a result of HDC properly exercising its statutory powers as a territorial authority.

3.8.

PRIVACY ACT

3.8.1

INFORMATION HELD BY HDC

The Participant (if the Participant is an individual) and the Participant’s personnel have a right of access to information about them held by HDC. They may request correction of that information and may require that the request be stored with the information. HDC may charge a reasonable cost for providing access to that information.

3.8.2

VERIFICATION AND CREDIT CHECK BY COUNCIL

The Participants’ acknowledge, that by submitting their EOI, the Participants are also authorising HDC, pursuant to sub-clause 2 of principle 2 of section 6 of the Privacy Act 1003, to:  Verify with any third party any information included in the Participants’ EOI or disclosed to HDC in connection with the Participants’ EOI.  Carry out a credit check on the Participants.

3.9.

CONFIDENTIALITY

The information supplied by HDC (either itself or through its consultants or advisors) in connection with this Request for EOI is confidential. The Participants must not release or disclose any of the information to any other person (other than the Participants’ employees or advisors) without HDC’s prior consent.

Before releasing any confidential or commercially sensitive information to the Participant HDC may require the Participant to sign a confidentiality deed.

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GENERAL CONDITIONS

3.10. EOI COSTS The Participants must pay their own costs for submitting the Participants’ EOI, including any costs relating to:  Preparation of the EOI.  Any communication or negotiation with HDC.  Any presentations to HDC or facilitation of reference site inspections by HDC.

3.11. EVALUATION CRITERIA HDC will evaluate each EOI against criteria determined by HDC at its absolute discretion. EOIs will be assessed against HDC’s non - price requirements as set out in this document, prior to consideration being given to assessing its value for money.

Factors which will be taken into account when evaluating EOIs will include but not necessarily be limited to:  The relative capability of each Participant to deliver the required services. This assessment will be largely derived from the information sought from the Participants, but will also consider the overall quality of the Participants’ EOI and referee/referees eports.  The degree to which the Participants’ EOI meets or exceeds the technical customer focus and quality requirements of the service provision

3.12. EVALUATION PROCESS 3.12.1 ASSESSMENT A Two stage process of assessment is proposed: Stage 1: An initial pass/fail evaluation to confirm that Participants have included all the items of information requested by the EOI in a form allowing ready evaluation. Failure to supply information or present a document clearly directed at the EOI could exclude the Participant from progressing any further in the evaluation. A decision to exclude any Participants shall be made by a majority of the evaluation team.

Stage 2: This stage will evaluate information of Participant’s capabilities that are critical to the proposed project. The information sought from participants are listed in Section 4 of this EOI. The evaluation method will be based on the “Weighted Attribute Method”. Information supplied in the EOIs will form the basis of the evaluation and future selection process.

The top ranked (up to 4) Participants will be short-listed from the highest ranking of this Stage.

3.12.2 CLARIFICATION During EOI evaluation, the Participants may be contacted by the authorised representative(s) in order to clarify any aspect of the Participants’ EOI. However, there is no obligation on HDC to check an EOI for errors.

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GENERAL CONDITIONS

3.13. COMMUNICATION OF DECISIONS Participants will be notified of the outcomes of this EOI, in writing by the authorised representative.

Where there is a decision to conduct a closed tender, the preferred Participants will be notified and invited to submit proposals. Any unsuccessful Participant(s) will be advised that their EOI was not successful.

3.14. SHORT LISTING AND NEGOTIATION 

Where there is a decision to short list and proceed to negotiation directly from this EOI process, the successful Participant(s) will be notified of their preferred status and the expected time frame negotiations



Other Participants will be notified either that their EOIs have been unsuccessful, or that their EOIs are short listed but not preferred. In this case, the Participant will be asked to confirm that their EOI remains open for the period of negotiations with preferred Participants.



Any failure to reach agreement between HDC and preferred Participants may result in a reevaluation of other short listed Participants. Contract negotiation would then commence with the Participant selected from this re-evaluation.

3.15. OWNERSHIP / RETURN OF EOIS The original copies of all EOIs submitted to HDC will be the property of the Participant. unsuccessful EOIs will be returned by HDC to the relevant Participants on request.

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All

4

INFORMATION REQUIRED FROM PARTICIPANTS

SECTION B: INFORMATION REQUIRED FROM PARTICIPANTS

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INFORMATION REQUIRED

4.

INFORMATION REQUIRED

4.1. INSTRUCTIONS The Participants are required to answer each question in this section. Where a question is not relevant to the Participants’ EOI then the Participants must indicate “N/A” or “Not Applicable” against the respective question number in their EOI. If the question invites the Participants to comment and the Participants choose not to, then the Participants must indicate “No Comment” against the respective question number in their EOI. Where the Participants intend to subcontract work, the Participants must supply appropriate answers on behalf or the Participants’ subcontractors.

4.2.

INFORMATION SOUGHT FROM PARTICIPANTS

4.2.1

COMPANY PROFILE (WEIGHTING 10%)

Information to demonstrate the participant’s financial and other capacity to undertake the development to the expected standard:  Company name  Number of Shareholders  Location of offices  Company structure, if subsidiary of parent organisation  Financial standing  Amount of Public Liability Insurance  Any Industry Accreditations Provide the name, title and contact information for the person authorised to represent the Participants for this EOI. Where two or more participants have responded jointly, we would like one overall representative named.

4.2.2

TRACK RECORD & RELEVANT EXPERIENCE (WEIGHTING 30%)

A comprehensive statement of projects relevant to the construction of similar nature undertaken over the last five years including:  Description of projects  Location of projects  Project Value  Clients (include the name and telephone number of a contact person).  Brief Description of the role that key personnel proposed for this project took in the projects.  References  Projects in association with HDC Asset Management.

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INFORMATION REQUIRED

4.2.3

RESOURCES AND TECHNICAL SKILLS (WEIGHTING 20%)

The Participants shall provide details of available resources including:  Details of the key personnel to be employed on the contract works (10%). These details should indicate: o

The name of each key personnel

o

Their position and proposed involvement

o

Their technical skills

o

Their length of experience

o

Their time with the company

 Provision of details of all current workload and outstanding tenders for which advice is awaited by the tenderer at the date of submitting the tender. (5%)  Listing the main items of plant and equipment (including those of subcontractors), facilities, intellectual property and other physical resources intended to be used in the Contract Works and available as required to fulfil all aspects of the Contract Works.  Indication of whether he/she currently has the equipment available. (5%)

4.2.4

METHODOLOGY (WEIGHTING 30%)

The Participants shall describe the procedures that they propose to use to achieve the specified end result. The description should include (but not limited to):  A works programme which details all the major work items. (20%) Please note, this programme will form the basis between the Principal and the successful tenderer in setting the tender completion date. Innovative approaches on how best the participate intends on minimising the amount of time the current building occupants will need to vacate the building during construction will be scored accordingly. The programme should include: o

Establishment and Disestablishment

o

Critical Path

o

A “best guess” wet weather allowance

o

Identification of “Milestone Targets” within the programme

o

Enough detail to monitor progress on a weekly basis.

 Methods for undertaking the Contract work activities and tasks. (10%) o How the relevant skills, (technical, management, systems, tools, etc) shall be applied to deliver successful Contract outcomes. o

How the systems and tools shall be used to make and implement timely decisions on the ground.

o

How the relationship with customers and stakeholders shall be managed to deliver an acceptable end result.

o

How non conformance shall be resolved

o

Methods and systems to deal with public enquiries

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INFORMATION REQUIRED

4.2.5

HEALTH AND SAFETY AND ENVIRONMENT MANAGEMENT (WEIGHTING 10%)

HDC requires a high level of safety in the work envirionment from all contractors. The Participants shall outline their commitment to site safety in and around the work site and shall address the following issues:  The Participants’ organisations procedures / initiatives to ensure compliance with the Health and Safety in Employment Act.  Their current certificates of accreditation for their Safety & Environmental management systems that will be observed and practised throughout the duration of this commission.  A copy of the Participants’ Safety Plan with the Participants’ EOI documents.  A copy of the Participants Accident Register with the Participants’ EOI documents. We would expect this to include details of minor accidents and near misses.

Please note that it is accepted that the Safety Plan submitted will not be the final plan, but an indication of what will be prepared. The final plan will be required with the tender documents.

4.2.6

ADDITIONAL INFORMATION – BROCHURES

Please append any additional information the Participants wish to submit, for example brochures or added value items, to the Participants’ EOI.

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EOI FORM

EXPRESSION OF INTEREST FORM CONTRACT NO.

CON2014032

NAME:

WOMENS REST BUILDING UPGRADE

LOCATION:

201 RUSSELL STREET SOUTH, HASTINGS.

Hastings District Council: I/We offer to supply the following services: ____________________________________________________________________ ____________________________________________________________________ In accordance with the specifications and requirements of your Request for Expression of Interest.

I/We have read, understood and comply with the conditions in Section A of the Expression of Interest.

My/Our Expression of Interest is submitted with this EOI form and has been completed in every respect as required by your Request for Expression of Interest.

I/We acknowledge receipt of notices pertaining to this EOI numbers ____ to ____ inclusive.

EOI Participant Name:……………………………………………….

Signature....................................................... Date: ................................................................

Telephone No ............................................... Fax No ...............................................................

Email Address …………………………………………………………………………………………….

Address ..................................................................................................................................... ..............................................................................................................................................

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APPENDIX 1

SCOPE OF WORK

APPENDIX I. SCOPE OF WORK This contract is for the refurbishment of the Women’s Rest building located at 201 Russell Street South, Hastings. The Womens Rest building is registered as a category 2 building under the Historic Places Act 1993, therefore any external alterations carried out shall be in keeping with its current design / materials and craftsmanship. The refurbishment consists of roof alterations, roofing covering replacement, interior / exterior painting, re-flooring, service renewals and internal wall alterations. HDC expects the construction to be commenced in October 2014.

Please note that HDC may phase the above scope of work in different stages to accommodate Council’s budget and project funding.

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APPENDIX 2

DRAWINGS

APPENDIX II. DRAWINGS Womens Rest Building – drawn by Rob Collins, SDC Design 2014 dated 25-07-2014.

Please note the above plans are indicative only and subject to changes prior to pricing.

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