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The Kowhai Education Group(the Buyer)

Request for Quotes (RFQ) for

Security Management Services

RFQ released: 11/10/2018Deadline for Questions: 24/10/2018

Deadline for Quotes: 4pm 31/10/2018

Professional Services RFQ 2017-2

ContentsSECTION 1: Key Information........................................................................

SECTION 2: The Requirement......................................................................

SECTION 3: Proposal Evaluation.................................................................

SECTION 4: Form of Quote.........................................................................11

Professional Services RFQ 2017-2 of 19

SECTION 1: Key Information1.1 Context

a. This Request for Quote (RFQ) is an invitation to suitably qualified potential suppliers (Tenderers) to submit a Quote for Security Management Services for four Schools and Early Learning Providers known as the Kowhai Education Group.

b. The Kowhai Education Group is approaching suppliers as a group to reduce time spent by individual schools tendering separately and sharing knowledge on selecting the best options.

c. Words and phrases that have a special meaning are shown by the use of capitals and are defined in the RFQ Process Terms and Conditions (Section 1.5).

1.2 Our timelinea. The indicative timeline for this RFQ is:

Deadline for Questions from Suppliers 24/10/2018

Deadline for Quotes4pm

31/10/2018

Anticipated Contract start date: 21/01/2019

b. All dates and times are dates and times in New Zealand. c. The timeline may be subject to change via Tender Notification.

1.3 How to contact usa. The Point of Contact for this RFQ is:

Name: IJ JonesRole: School Business ManagerEmail address: [email protected]

b. All enquiries in relation to this RFQ must be directed to the Point of Contact. Requests for clarification and questions relating to developing a Quote must be made before the Deadline for Questions.

c. All communications in relation to this RFQ will be managed by the Point of Contact.

1.4 Developing and submitting your Quotea. Quotes for this RFQ must include all the information requested in and be in the

format and set out in the Form of Quote.

b. Tenderers must complete and sign the Tenderer’s Declaration in the Form of Quote.c. Quotes for this RFQ must be submitted by email to the Point of Contact email

address Quotes submitted by any other means may be rejected as non-compliant.

1.5 RFQ Process Terms and Conditionsa. This RFQ is a closed Tender process and is subject to the RFQ Process Terms and

Conditions at: School Property Procurement RFQ Process Terms and Conditions (Conditions-of-Tendering) 2017-2.pdf

b. Proposal Validity Period: In submitting a Quote the Tenderer agrees that their Quote will remain open for acceptance by the Buyer for 6 calendar months from the Deadline for Quotes.


https://education.govt.nz/assets/Documents/Primary-Secondary/Property/Procurement-templates-guides/School-Property-Procurement-RFx-Process-Terms-Conditions-Conditions-of-Tendering-2017-2.pdf

https://education.govt.nz/assets/Documents/Primary-Secondary/Property/Procurement-templates-guides/School-Property-Procurement-RFx-Process-Terms-Conditions-Conditions-of-Tendering-2017-2.pdf

c. Any concern or complaint a Tenderer has in regard to this RFQ must be raised with the Point of Contact in the first instance.

d. If an issue or complaint remains unresolved following best endeavours at resolution with the Point of Contact, the issue or complaint may be escalated to the relevant Board of Trustees.

e. If you require resolution support, email the Ministry’s Education Infrastructure Service Procurement Team: [email protected] (Email title: Issue with RFQ for Security Management Service – Kowhai Education Group.

1.6 Proposal DocumentsDocuments attached to the RFQ are:i. RFQ (pdf)ii. RFQ Response Form (Word document)iii. Proposed contract


mailto:[email protected]

SECTION 2: The Requirement2.1 BackgroundA number of schools and ECE providers in the Hamilton area have identified their interest to complete a group procurement for security management services. The group is known as the Kowhai Education Group.

The schools and ECE involved are:

ID School/ECE NameName of Delegated

Financial Authority( DFA) for contract

1 0001 Tui Intermediate AB Brown2 0002 Bellbird School CD Dawn3 0003 Red Robin Early Learning Centre EF Fall4 0004 Kiwi Park High School GH Hall

Approach All four schools in Hamilton area are approaching suppliers as a group mainly to agree on common requirements, reduce time spent by individual schools tendering separately and sharing knowledge on selecting the best options.

Outcome The preferred end result will be to have a single supplier for the group if there is sufficient value and benefits of one supplier for a group of schools. However, there will be four separate contracts as each school is a separate entity. The organisations reserve the right to appoint separate suppliers or not award a contract.

The outcomes desired by this collective procurement are:

1. All organisations having a signed contract with clear terms and conditions 2. Each organisation having a solution to suit their requirements 3. Standardised service levels and processes for each organisation (For e.g. cleaning

times, inspection and maintenance schedules, reporting)4. Schools and ECE engaged with a Supplier who has a strong understanding of education

facility requirements and regional presence 5. Transparent pricing and invoicing6. Assurance that Supplier is compliant with the Ministry of Education and any relevant

compliance policies (e.g. Building Warrant of Fitness requirements) 7. Organisations are offered options for cost savings and innovation

Site VisitsSuppliers may visit each site to assist with developing your quote. Suppliers are to conduct site visits from 15/10/2018 to 26/10/2018 Note that schools will be closed for the term on the 1/10/2018 to 19/10/2018 All Tenderers shall be deemed to have inspected the Site(s) before submitting their Proposal.

= Call school to arrange site visit between dates above

= Site visit date and time is fixed. Please sign in at reception


ID School/ECE Name Visit Arrangements

1 0001 Tui Intermediate 17/10/2018

2 0002

Bellbird School

Click here to enter a date.

3 0003

Red Robin Early Learning Centre

Click here to enter a date.

4 0004 Kiwi Park High School Click here to enter a date.

2.2 Required solution (services and deliverables)Required Solution (services and deliverables)

o Alarm Monitoring as required by each school during school terms and 24/7 on weekends/ public holidays

o Patrol services to conduct an external check of premises to ensure the site is secureo Preventative Inspection and maintenance services o Compulsory checks on alarm systems on the compliance scheduleo Repairs as and when required o Value-add services and cost savings e.g. CCTV for remote areas, site surveys, security

plano Consultancy advice for replacement systems or new developments, if required

Out of scopeo Installation of new alarm systems o Fire alarm monitoring

Deliverables are: o School sites are monitored when alarm system is turned on o Clear response plan communicated to schoolso Timely response to call outs o Monthly/ quarterly report on call outs, causes and identification of riskso Scheduled inspections, compliance checks and maintenance

Other Requirements The Services must be provided in compliance with the Ministry’s security management expectations. http://www.education.govt.nz/school/property/state-schools/day-to-day-management/security-management/

The Supplier (including Subcontractors’ personnel) must comply with all legislative, Ministry and Supplier’s health and safety requirements.

The Supplier’s personnel (including those of all Subcontractors) who are likely to have unsupervised (not chaperoned by a school staff member or parent) access to students at the School during normal school hours must be Police vetted (a review by the school Board of Trustees of a person’s criminal conviction and other relevant information held by the New


Zealand Police Vetting Service). An adverse police vet may result in the vetted person being refused access to the School.

ContractThe successful Supplier will be engaged through the Government Model Contract (GMC) with each individual school. The term of the contract is Click here to enter the contract term.with a right of renewal for a further Click here to enter the extended term.(total Click here to enter the total number of years. years). Start date of the contract is Click here to enter a date..

2.3 Required solution (services and deliverables)Required Solution (services and deliverables)

The general services the schools require involve, but are not limited to:

o Alarm Monitoring during school terms and 24/7 on weekends/ public holidayso Patrol services to conduct an external check of premises to ensure the site is

secureo Preventative Inspection and maintenance services o Compulsory checks on alarm systems on the compliance scheduleo Repairs as and when required o Value-add services, technology and cost savings e.g. CCTV for remote areas,

site surveys, security plano Consultancy advice for replacement systems or new developments, if required

Out of scope: o Installation of new alarm systemso Fire alarm monitoring

Deliverables are: o School sites are monitored when alarm system is turned on o Clear response plan communicated to schoolso Timely response to call outs o Monthly/ quarterly report on call outs, causes and identification of riskso Scheduled inspections, compliance checks and maintenance

Other Requirements The Services must be provided in compliance with the Ministry’s security management expectations. http://www.education.govt.nz/school/property/state-schools/day-to-day-management/security-management/

The Supplier (including Subcontractors’ personnel) must comply with all legislative, Ministry and Supplier’s health and safety requirements.

The Supplier’s personnel (including those of all Subcontractors) who are likely to have unsupervised (not chaperoned by a school staff member or parent) access to students at the School during normal school hours must be Police vetted (a review by the school Board of


Trustees of a person’s criminal conviction and other relevant information held by the New Zealand Police Vetting Service). An adverse police vet may result in the vetted person being refused access to the School.

ContractThe successful Supplier will be engaged through the Government Model Contract (GMC) with each individual school. The term of the contract is 3 years with a right of renewal for a further 3 years (total 6 years). Start date of the contract is 21/01/2019.

Insurance

a. The Supplier will be required to maintain insurances as detailed in the Contract:

i. Public Liability insurance of no less than $1 million per occurrence ii. Professional Indemnity insurance of no less than five times the fee with a

maximum of $500 000 which must be maintained for a minimum of three years after completion of the services.

2.4 Capability (skills and expertise)The Supplier and named Subcontractors must have sufficient capability to satisfactorily deliver the service, evidenced by:

o Organisational structure and subcontractor arrangements, roles and responsibilities (e.g. response, patrol, monitoring, maintenance)

o Proven relevant, recent experience delivering Services of a similar nature in a comparable setting (E.g. Other businesses in the area or to other groups of schools)

2.5 Capacity (resources and availability)The Supplier (including Subcontractors) must have sufficient capacity to satisfactorily provide a responsive and efficient service throughout the school year.

2.6 PriceThe Supplier will provide transparent unit pricing of the following items per school:

o Monthly Alarm Monitoring o Patrol services o Inspection and maintenance services (x frequency) o Compulsory checks on alarm systems on the compliance scheduleo Repairs as and when required ($x per visit + hourly rate of contractor)o Additional items: E.g. Technology, value-add services, site surveys

Any assumptions or risk that could impact pricing must be detailed.

a. Pricing information must:i. include all costs, fees, expenses and charges associated with the satisfactory

delivery of the Servicesii. be in NZ$ exclusive of GST


iii. specify all rates (either hourly or daily as required) where the Price, or part thereof, is based on fee rates

iv. take into account all risks, contingencies and other circumstances relating to the satisfactory delivery of the Services including adequate provision in the Price to manage such risks and contingencies.

v. Include reference to all assumptions and qualifications made about the satisfactory delivery of the Services, including in the financial Pricing information. Any assumption that the Tenderer or a third party will incur cost related to the delivery of the Requirements must be stated, and the cost estimated, if possible.

b. The Buyer is under no obligation to check Tenderers’ pricing for errors or omissions.

c. If a Tenderer offers a price that is substantially lower than other Quotes (an abnormally low bid) or the Buyer is not satisfied that the price offered is not adequate to meet the obligations of the Contract, the Buyer may exclude the Tenderer from further evaluation or selection as preferred or seek to verify that the Tenderer is capable of satisfactorily delivering the Services and meeting all of the conditions of the Proposed Contract for the price quoted.

The Buyer is under no obligation to check Tenderers’ pricing for errors or omissions.


SECTION 3: Proposal Evaluation3.1 Evaluation method and criteria Quotes will be evaluated using a conformance and a simple score method:

i. Conformance means the criteria meets the minimum requirements (greater than a score of 5).

ii. Quotes will be scored for each of the following non-price criteria:a. Required Solution – A comprehensive and thorough fit for purpose solution for

schoolsb. Capability – The Supplier’s skills, expertise and recent relevant experience

provide assurance of their capability to manage the service. c. Capacity – The Supplier has sufficient resources allocated to the contract

iii. A Quotes for non-price criteria that scores 4/10 and below will be deemed not to conform (meet the requirement).

iv. Prices and non-price scores of conforming Quotes will be compared and the Quote that is determined represents best value for money will be selected as preferred. Additionally, Quote prices may be compared with those of recent, comparable engagements and/or with evaluators’ experience to determine whether they are within reasonable market expectations.

v. If a Respondent offers a price that is substantially lower than other Proposals (an abnormally low bid), the ET may seek verification that the Respondent is capable of fully delivering all of the Requirements and meeting all of the conditions of the Proposed Contract for the price quoted.

vi. A quote may be excluded from further evaluation or selection subject to due diligence.

The evaluation criteria

3.2 ScoringThe following scoring scale will eb used in evaluating Quotes received.

Rating Definition Score

EXCELLENT Exceeds the criterion to provide substantial additional benefit and/or reduction of risk 9-10

GOOD Exceeds the criterion to provide some additional benefit and/or reduction of risk 6-8

ACCEPTABLE Meets the criterion 5

MINOR DEFICIENCY Does not meet the criterion due to minor deficiency or risk 3-4

MAJOR DEFICIENCY Does not meet the criterion due to major deficiency or risk 1-2

UNACCEPTABLE Does not comply, insufficient information provided or unacceptable deficiency or risk 0


3.3 Due DiligenceDue diligence may be undertaken on one or more Quote/Tenderer and the results may be taken into account in the evaluation/selection process. Due diligence may include:

i. reference checks

ii. clarifications, interviews, and/or presentationsiii. Police vetting of personnel

iv. other checks (e.g. validity of proposal, financial, probity, legal)


SECTION 4: Form of QuoteSecurity Alarm Systems at The Kowhai Education Group

4.1 Tenderer’s Details

Tenderer’s name: [Tenderer’s trading name]

Full legal name (if different)

[Legal name]

Physical address [Main or head office]

Postal address [E.g. P.O Box address]

Registered office [Registered office if applicable]

GST registration number [NZ GST number OR Overseas based]

4.2 Tenderer’s Contact Person

Contact person [Full name of the person authorised to represent the Tenderer]

Title/position [Title/position of the Tenderer’s contact person]

Telephone number [Area code - number]

Mobile number [Prefix - number]

Email address [Email address]

4.3 Schools you will be providing a quote for:

School ID School name Quote?

001 Tui Intermediate [Y/N]

002 Bellbird Primary School [Y/N]

003 Red Robin Early Learning [Y/N]

004 Kiwi Park High School [Y/N]

4.4 Proposed Solution (Services and deliverables)

4.4.1 Describe your plan for delivering the Services for each individual school or ECE including:

An overall understanding of educational facility requirements and locality How you propose to meet the deliverables detailed in 2.2

How Health and Safety will be managed for the various activities (e.g. Patrols, maintenance, inspections and repairs). A copy of your health and safety policy, a summary of your health and safety system and a SSSP.

Any variances/ differences in your approach that may apply to a school (e.g. location, size)

(Guidance: Approximately 1 to 2 x A4 pages. Please tailor your response to the requirements of the group. Any generic and appropriate marketing materiel can be appended to your proposal)

[Answer]


4.4 Proposed Solution (Services and deliverables)

4.4.2 Describe how the relationship will be managed including:

key contact points, accountabilities issue resolution/escalation process.

(Approximately 1 x A4 pages)

[Answer]

4.3.3 Describe any value-add/ benefits you can provide to the group you are quoting for (for e.g. cost savings through patrol services, maintenance)

(Approximately 1 to 2 x A4 pages)

[Answer]

4.3.4 Describe any service/technology/innovation you can introduce that would be suitable for the group.

(Approximately 1 x A4 page)

[Answer]

4.5 Capability (Skills and Expertise)

4.5.1 Provide an overview of your organisation’s capability including:

a brief history including number of years of operating in the relevant market/region

professional memberships/accreditations

experience delivering Services of a similar nature (e.g. to schools or businesses in the area) including examples

structure (append an organisational chart) and any sub contractual arrangements, number of staff (e.g. employees) and locations.

(Approximately 1 to 2 x A4 pages)

[Answer]

4.6 Capacity (Resources and Availability)

4.6.1 Outline your plan for ensuring that sufficient resources will be available to provide a responsive service to the group:

the resources that will be assigned to schools local presence of the your resources

any recruitment required to meet capacity requirements the scalability of resources

potential resource constraints or circumstances that may affect capacity any other capacity related risks and how you intended to manage them

back-up resource (contingency) planning(Approximately 1 x A4 page)


4.6 Capacity (Resources and Availability)

[Answer]

4.7 Price

1.1 Provide the total price for the full delivery of all requirements and including a breakdown of all costs, rates, fees, expenses and associated charges.

Guidance: Example only. If you have a different pricing model, you may insert it here. It must demonstrate the costs transparently to each school and any cost benefits/ value add if more than 1 school signs up to your services.

School name/price point detail

Alarm monitoring

Patrol Inspections Call outs

Others

Tui Intermediate

Bellbird School

Red Robin Early Learning Centre

Kiwi Park High School

4.7 Insurance

4.7.1 Confirm that for the duration of the Services you will maintain Public Liability insurance of no less than $1,000,000 per occurrence. If unable to confirm, provide an explanation.

[Confirmed / Not Confirmed: [Explanation]]

4.7.2 Confirm that for the duration of the Services, you will maintain Professional Indemnity insurance of no less than five times the fee with a maximum of $500 000 which will be maintained for a minimum of six years after completion of the Services.


4.8 RefereesProvide the details of two referees from recent customers for whom you have delivered comparable Services.. Tenderers must ensure that the referees have agreed to be referees and are aware that they may be contacted by the Buyer. By providing these contact details you authorise the Buyer contacting these referees, collecting information about the Tenderer and using such information for the evaluation (including due diligence) of the Proposal. You also agree that information provided by referees will be confidential to the Buyer.

Referee One

Organisation name [Organisation name]


Contact name: [Contact name]

Telephone [Contact telephone number]

Email [email address]

Referee Two

Organisation name [Organisation name]

Contact name [Contact name]

Telephone [Contact telephone number]

Email [email address]

4.9 Police Vetting

As per paragraph 2.2f, confirm that all personnel who are likely to have unsupervised access to students at the school during normal school hours agree to be Police vetted (If unable to confirm, provide an explanation.


4.10 Due Diligence

The Buyer may undertake checks to assess the risk of entering into a Contract with a Tenderer. A Proposal/Tenderer may be excluded from further evaluation or selection as preferred if the Buyer determines that entering into a Contract with a Tenderer represents a significant risk to the Buyer. In this section “the Tenderer” includes any joint venture/consortium participant as listed in Section 4.6.

4.10.1 Confirm that there are no events, matters or circumstances, actual, contemplated or threatened, that have or may represent a risk to the Buyer or affect your ability to satisfactorily deliver the Contract Works including (but not limited to):

actions of insolvency proceedings, bankruptcy, administration (voluntary or otherwise), statutory management, compulsory winding up, receivership or similar

legal proceedings, investigation or the threat of investigation by any regulatory or investigative authority such as the Commerce Commission, Serious Fraud Office or the Financial Markets Authority

structural/ownership changes (e.g. merger, sale, restructure)

disputes (e.g. union dispute, legal dispute, court action) being declared a threat to national security or the confidentiality of sensitive

government information being designated as a terrorist by New Zealand Police.

If unable to confirm, provide an explanation.


4.10.2 Confirm that your organisation is not a “phoenix” organisation or similar (an organisation which has an association with (e.g. common directors/shareholders) or that is used to take on the business of a failed organisation or an organisation considered to have a poor reputation). If unable to confirm, provide an explanation


including the name of the organisation from which your organisation is a phoenix organisation.


4.10.3 Confirm that that no director, Buyer or Key Personnel of your organisation:

is the subject of any legal proceedings, investigation or the threat of investigation by any regulatory or investigative authority such as the Commerce Commission, Serious Fraud Office or the Financial Markets Authority

has been convicted of a criminal offence related to business or professional conduct

has been declared to be bankrupt, in receivership or liquidation

has made a false declaration has had a serious performance issue in relation to previous service provision

has been convicted of professional misconduct or any serious crime or offence (or has any pending)

has performed an act or omission which has adversely reflected on the commercial integrity of your organisation

has failed to pay taxes, duties or other levies has been declared a threat to national security or the confidentiality of

sensitive government information is a person or organisation designated as a terrorist by New Zealand Police.

If unable to confirm, provide an explanation. has performed an act or omission which has adversely reflected on the commercial integrity of your organisation

has failed to pay taxes, duties or other levies has been declared a threat to national security or the confidentiality of

sensitive government information is a person or organisation designated as a terrorist by New Zealand Police.

If unable to confirm, provide an explanation.If unable to confirm, provide an explanation.


4.11 Conflicts of Interest

4.11.1 Confirm that you are not aware of any circumstance that may represent an actual, potential or perceived Conflict of Interest between your interests and your duties and responsibilities in delivering the Contract Works. If unable to confirm, provide an explanation.


4.11.2 Confirm that you are not aware of any of the Buyer’s personnel having any interest in, or association with you that may give rise to any perceived, potential or actual Conflicts of Interest. If unable to confirm, provide an explanation.



4.12 Acceptance of Contract and assumptions

4.12.1 Confirm your acceptance (in principle) of the proposed Contract. If not confirmed, detail:

the Contract clause at issue an explanation of your concern

your proposed remedy.


4.12.2 Confirm that your Quote is not based on any assumptions. If not confirmed, detail each assumption and its impact on provision of the Services.

4.13 Tenderer’s Declaration

Item Declaration Declaration

RFx Process Terms and Conditions

I have read and fully understand this RFQ including the RFx Process Terms and Conditions (Section 1.6) and related GETS questions/answers and Tender Notifications. I confirm that the Tenderer agrees to be bound by them.

[Agree/Disagree]

Collection of further information

I authorise the Buyer to:

a. collect relevant information about my organisation and Key Personnel, except commercially sensitive pricing information, from any relevant third party, including a referee, or previous or existing client

b. use such information in the evaluation of this Proposal.

The Tenderer agrees that all such information will be confidential to the Buyer.

[Agree/Disagree]

The Requirement I have read and fully understand the nature and extent of The Requirement (Section 2). I confirm that the Tenderer has the necessary capability and capacity to fully meet or exceed the Requirement (satisfactorily deliver the Services by the Due Date for Completion).

[Agree/Disagree]

Ethics In submitting this Quote, the Tenderer confirms that it:

a. has not entered into any improper, illegal, collusive or anti-competitive arrangements with any competitor

b. has not directly or indirectly approached any representative of the Buyer (other than the Point of Contact) to lobby or solicit

[Agree/Disagree]


4.13 Tenderer’s Declaration

information in relation to the RFQc. has not attempted to influence, or

provide any form of personal inducement, reward or benefit to any representative of the Buyer.

Offer Validity Period I confirm that this Quote, including the price, remains open for acceptance by the Buyer for the Offer Validity Period stated in Section 1.6.

[Agree/Disagree]

Conflicts of Interest All Conflicts of Interest that the Tenderer is aware of have been reported in the Conflict of Interest Section of the Form of Quote. Where a Conflict of Interest arises during the RFQ process, the Tenderer will report it immediately to the Point of Contact.

[Agree/Disagree]

DECLARATION

I declare that in submitting this Quote and declaration:

a. the information provided is true, accurate and complete and not misleading in any material respect

b. the Quote does not contain intellectual property that will breach any third party’s rightsc. I have secured all appropriate authorisations to submit this Quote, to make the

statements and to provide the information in the Quote and I am not aware of any impediments to entering into a Contract to deliver the Services.

d. I understand that the falsification of information, supplying misleading information or the suppression of material information in the Quote and this declaration may result in the Quote being excluded from further evaluation or selection and may be grounds for termination of any Contract awarded as a result of the RFQ.

By signing this declaration the signatory below confirms that he/she has been authorised by the Tenderer to make this declaration on its behalf.

Signature: [Signature of the person authorised to represent the Tenderer]

Full name: [Full name of the person authorised to represent the Tenderer]

Title/position: [Title/position of the person authorised to represent the Tenderer]

Tenderer’s name: [Tenderer’s trading name]

Date: [Date]

4.14 Tenderer’s Checklist

All sections of the Form of Quote have been completed.

The Tenderer’s Declaration has been completed and signed by the person authorised to represent the Tenderer

The following documents are being submitted by the Tenderer:

Form of Quote (completed)


4.14 Tenderer’s Checklist

A copy of your health and safety policy, a summary of your health and safety system and a SSSP

Evidence of health and safety accreditation [Specify].
