Tender assignment

shobiii....

Tender.docx

Home >Business & Finance homework help >Management homework help >Tender assignment

Running Head: THE TENDER REQUEST 8

The Tender Request

For

Delivery and Supply of Trucks for Coal Extraction.

No. of Tender RFT 2024

Closing Date: Thursday 10th December.

1. SCOPE OF THE TENDER.

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.

Background Information

KEDRON is located in Australia .The total population in Kedron is estimated to be 700 citizens who engage in tourism and production as their main economic activity. The Kedron a coal mine is managed by J&B Associates who won it as well. (McLaren, 2017). The J&B Associates are the only in the region who have the mandate of exploration and thereby extraction of coal mineral in Kedron. While executing its administrative roles in line with the its development policy, J&B Associates identified a need to establish a plant as described in the Tender request above. J&B Associates with the help and intervention of the Ministry of Resource Mobilization and Mining have set aside $600 million to stablish a mining firm in the earlier on mentioned location.

1.1 DEFINITION OF TERMS USED.

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.

1.3 APPLICATIONS

1.3.1 Invitation for Tender

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).

1.3.2 Information about Tender

All enquiries about this Request for Tender (RFT 2024) SHOULD BE DIRECTED TO THE CONTACT OFFICER.

Name: Elly Bowa

Contact: (257) 9759 4935

Email: [email protected]

Box: Kedron, Chabs Street, Ribbury 58099.

1.3.3 Lodgment of Tender

Proposals for tender will be accepted through the following means;

· Electronically submit to: tenders@j&bassociates.co.sa.

· Hand delivery to our Headquarter office.

· Courier carriage or postal

Three (3) sealed (in an envelope) hard copies of tender should be presented indicating the following words.

DELIVERY AND SUPPLY OF TRUCKS FOR COAL MINING TENDER NO RFT 2024.

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.

1.3.4 Contract Terms

The successful Tenderer will be required to sign an copy of an official contract containing the terms and the conditions as specified in the contract together with additional relevant information, request or disparities:

· As enclosed in the specification

· Enclosed in the successful Tender

· Successful tender evaluation results

· Negotiations after Tender evaluation.

1.3.5 Contact Period.

The contract for tender will undertake a once time delivery of goods where trucks will be serviced before awarding of the contract. The tenderer in their tender will propose the period in time that they will require for the delivery of all the necessary units from the letter of acceptance date.

1.3.6 Contact Form.

The project contract will be presented in form of a lump sum deal. Rates as surrendered in the Tender document should be for the whole components as described.

1.3.7 Tender Specifications.

This tender calls for the supply of 18 trucks which are supposed to be presented to the main headquarters in good condition so as to undertake specified task as provided by the Tender document. Specification of the trucks include:

Features	Requirements
Model Number	ZSXZ51921498972H
Engine Power	Diesel
Horsepower	450 – 550hp
Load Capacity	80 – 100 tonnes
Operational	Manual ( Power Driven steering)
Engine Capacity	>10L
Origin	China

1.3.8 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 tenders@j&bassociates.co.sa.

1.3.9 Tender Validity

All the tenders that will be received through the Tender Box will be filled and will await approval by the J&B associates council for a maximum period not exceeding 60 days from time the Tender closed. All tenders are only extracted after the approval by the council (Muller, 2018.).

1.3.10 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).

1.3.11 Requirements for safety.

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:

· Safe Work Permit from the Australian Government.

· Certificate of health and safety management Standard.

· Safety, Health & Environment Contractor Management Handbook.

1.3.12 Request for Project Changes.

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.

1.3.13 Quality Assurance and Control.

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.

2.0 THE TENDERING PROCESS.

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.

2.1 Preparation of Tender.

2.1.1 Project Description

2.1.2 Selection of Tenderers.

Eligibility for the presentation of the tenders will be based only to those tenderers who meet prescribed specifications. The criteria for selection will focus on the contractor’s experience, compliance with the laws and regulations available and the ability to deliver the goods/service within the stipulated time period.

a) 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).

b) Criterion for selection

· Experience and Capability will weight 40%

· The total cost weight will weight 30%

· Safety, Quality and environment and work program will weight 30%.

2.1.3 Tendering

Tendering will entail Request for tenders, Response of the invitation, Commercial offer developing Enquiries and meetings about Tender, Submission and tender document amendment and finally close tenders.

a) Requests for Tenders

J&B associates invites eligible and qualified tenders to submit their bids for the proposed contract. 4 contractors have been proposed to submit their tender proposals for the Supply and Delivery of Trucks. Eligible tenderers will are invited to attend inspection following a briefing so as to familiarize with the site for the purpose of improvement of the tender. (Edwards, Et.al, 2010).

b) Permission Approval

Permission and approval will be granted by the ministry of the state government so as to ensure that the tendering is a legal process and further advice and clarification should be seek.

c) Lodging and Closing of Tenders

Proposals for tender will be accepted through the following means;

· Electronically submit to: tenders@j&bassociates.co.sa.

· Hand delivery to our Headquarter office.

· Courier carriage or postal

Three (3) sealed (in an envelope) hard copies of tender should be presented indicating the following words.

DELIVERY AND SUPPLY OF TRUCKS FOR COAL MINING TENDER NO RFT 2024.

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.

2.1.4 Evaluation of tenders

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.

Stage 1: commences with assessment of tender submissions to ensure that tenders are compliant to the rules and regulations, whole and well organized.

Stage 2: Tender ranking with regard to quality evaluation and evaluation standards are carried out.

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.

Stage 4: Selection of three to four tenders which stipulate the best value for money.

Stage 5: determination of the costs of the entire project.

Stage 6: tenders projected best inclusive value are selected by the Principal.

Stage 7: Confirmation whether the tenderer have the ability and willingness to deliver the goods.

The final process in Tender evaluation is the giving of an evaluation report and tender approval for acceptance.

2.1.5 Tender Negotiations.

During this process of tender negotiations, the principal carries out discussions with the Tenderers so that they can adjust their prices technical competence of the tenders.

3.0 OBLIGATION OF THE PRINCIPAL

3.1 Definition of the project:

The main project under this tender is the delivery and supply of trucks to be used in the transportation of the raw materials from the coal mines to the factory/site. The available tenderers are invited to the site so that they can for themselves the site and thereafter make proper recommendations and supply good of standard quality that will best suit the tasks.

3.2 Financing:

All the rates [provided in the tender will be for the whole component. Tenderers have to know that all prices that have been quoted applies to all other tenders.

3.3 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.

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.

4.0 QUALITY ASSURANCE AND CONTROL REQUIREMENTS.

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

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.

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.