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REQUEST FOR TENDERfor Work for the Dole Coordinators services

2014-2015

RFT PRN AD14/002382

© Commonwealth of Australia 2014

This work is copyright. You may download, display, print and reproduce this material in unaltered form only (retaining this Notice) for your personal, non-commercial use or use within your organisation. Apart from any use as permitted under the Copyright Act 1968, all other rights are reserved.

INDICATIVE TIMELINE 29 May 2014 Release of the Work for the Dole Coordinators Services 2014–2015

Request for Tender (RFT)

4.00 pm, 23 June 2014(Canberra time)

Tender Closing Time for Tenders to be lodged through AusTender in response to this RFT

July 2014 Evaluation of Tenders

July 2014 Financial Viability evaluations of select Tenderers who have been shortlisted by the Department

July 2014 Negotiation with successful Tenderers

From August 2014 Outcomes of the Work for the Dole Coordinators Services 2014-2015 RFT process announced

From August 2014 Dispatch contracts to successful Tenderers

From September2014 Debriefing sessions available to unsuccessful Tenderers

From September 2014 Start date of successful Tenderers contracts (following the execution of the Contracts)

The Department of Employment has released this Request for Tender (RFT) for Work for the Dole Coordinators services 2014-2015 for the purpose of contracting Work for the Dole Coordinators services providers to deliver services in selected areas for the period 01 July 2014 (or as soon as possible thereafter) to 30 June 2015.

This RFT is seeking tenders solely for the purpose of delivering the Services contained within Chapter Two –Statement of Requirements of this document. Detailed information for the Programme will be provided in separate Programme Guidelines and in the draft Services Contract.

The Employment Services Purchasing Hotline (the Hotline) is the only means of contact during the RFT process. Tenderers may contact the Hotline on 1300 733 514 (Monday to Friday 9 am to 5 pm Canberra time, excluding ACT and national public holidays) or via email at [email protected].

The Hotline can be used by Tenderers to obtain certain information relevant to this RFT. However, to ensure the probity of the RFT process, the Hotline cannot provide Tenderers with interpretation or advice on how to respond to the content of the RFT, or with information that is not contained in the RFT.

Requirement of tenderingIn order to be considered, Tenderers MUST have lodged their Tender with the Australian Government Tender System, AusTender, at www.tenders.gov.au by the Tender Closing Time stated above.

Tenderers should complete and submit the Tender Response Forms which must be downloaded from AusTender.

Request for Tender for Work for the Dole Coordinators services 2014-2015

CONTENTSREQUEST FOR TENDERCHAPTER 1 INTRODUCTION 1

1.1 INVITATION TO TENDER 11.2 OVERVIEW 11.3 FORM OF CONTRACT 11.4 GOVERNING LAW 11.5 PUBLIC STATEMENTS 1

CHAPTER 2 STATEMENT OF REQUIREMENTS 22.1 INTRODUCTION 22.2 SUMMARY OF SERVICES 22.3 AREAS 4

2.3.1 Overview 42.4 DETAILED INFORMATION 5

2.4.1 Contract value 52.4.2 Contract term and requirements 52.4.3 Employment Support Officer 52.4.4 Induction 62.4.5 Commencement date 62.4.6 Freedom of Information 6

2.5 PERFORMANCE FRAMEWORK 62.5.1 Measurement of Performance, Service Delivery and Compliance 62.5.2 Key Performance Indicators 6

CHAPTER 3 APPLYING FOR THE TENDER 83.1 OVERVIEW 83.2 NO CONTRACT OR UNDERTAKING 83.3 PROBITY 83.4 USE OF AUSTENDER 93.5 ELIGIBILITY TO TENDER 93.6 MINIMUM FORM AND CONTENT REQUIREMENTS 9

3.6.1 Tender Closing Time 93.6.2 Language and measurement 103.6.3 Tender Response Forms 10

3.7 OTHER TENDERING CONSIDERATIONS 103.7.1 Conflicts of Interest 103.7.2 Improper influence 103.7.3 Improper assistance 113.7.4 Amendment, suspension, termination or abandonment of evaluation process 113.7.5 Professional advice 11

3.8 CONDITIONS OF TENDER LODGEMENT 113.8.1 Tenderers to inform themselves 113.8.2 Electronic tender lodgement conditions 123.8.3 Corrections and additions 12


3.8.4 Incomplete tenders and corrupt files 133.8.5 Proof of lodgement 133.8.6 AusTender security 133.8.7 Further information prior to the Tender Closing Time 133.8.8 Answers to requests for further information 133.8.9 Tender lodgement 143.8.10 Extension of time 143.8.11 Late tenders 143.8.12 Further information after Tender Closing Time 143.8.13 Unintentional errors of form 153.8.14 Requests from the Department of Employment for further information from Tenderers 153.8.15 False or misleading statements 153.8.16 Onus on Tenderers 153.8.17 Confidentiality 153.8.18 Anti-terrorism measures 163.8.19 Excluding a Tender 16

3.9 POLICY AND LAW 163.9.1 Policy and law 163.9.2 Workplace Gender and Equality Act 173.9.3 Privacy Act 173.9.4 Indigenous Employment Strategy 173.9.5 Australian National Audit Office 173.9.6 The Department’s rights and liabilities 18

3.10 FINANCIAL VIABILITY AND OTHER CHECKS 193.10.1 Financial viability 193.10.2 Financials check 193.10.3 Credentials checks 203.10.4 Checks of Tenderers 21

3.11 CONTRACTING WITH THE DEPARTMENT OF EMPLOYMENT 213.11.1 Draft Services Contract 213.11.2 Acceptance of Contract Terms 223.11.3 Offers to remain open 223.11.4 ABN and Goods and Services Tax 223.11.5 Insurance 223.11.6 Guidelines 22

CHAPTER 4 APPLYING FOR WORK FOR THE DOLE COORDINATORS SERVICES 234.1 RESPONDING TO EVALUATION CRITERIA 234.2 CONDITIONALITY 244.3 PUBLIC DISCLOSURE AND USE OF TENDER INFORMATION 244.4 TENDER EVALUATION 24

4.4.1 Evaluation overview 244.4.2 Evaluation process 244.4.3 Referee Details 254.4.4 Execution of Contracts 254.4.5 Debriefing 26


APPENDIX A GLOSSARY 27APPENDIX B COMMUNICATION PROTOCOL 29APPENDIX C INFORMATION GUIDE FOR TENDERERS 32


CHAPTER 1 INTRODUCTION1.1 INVITATION TO TENDERThe Department of Employment (the Department) invites Tenders for the provision of Work for the Dole Coordinators services during the period of 1 July 2014 (or as soon as possible thereafter) to 30 June 2015.

Throughout this Request for Tender, you will see words or phrases that begin with capital letters. These are defined terms and their definitions can be found in the Glossary at Appendix A or in Clause 28 of the draft Services Contract.

The full Work for the Dole Programme 2014-15 Guidelines will be made available prior to the commencement of the Services Contract.

1.2 OVERVIEWThe Australian Government in the context of the 2013 election, made a commitment to reinvigorate the Work for the Dole Programme. As part of this commitment, it has been determined to phase in new requirements for Work for the Dole under the existing Job Services Australia arrangements.

The Government has committed to commencing the Programme for one year to 30 June 2015 to deliver the Programme including the contracting of Work for the Dole Coordinators in Work for the Dole selected areas (selected areas) to secure individual and group Work for the Dole places in collaboration with Job Services Australia providers and Work for the Dole host organisations.

To meet this commitment, the Department will engage Work for the Dole Coordinators to work in the selected areas across Australia under this Request for Tender. Work for the Dole Coordinators will be required to source Work for the Dole places and work with and enhance cooperation between host organisations and Job Services Australia providers to deliver an effective Work for the Dole Programme.

1.3 FORM OF CONTRACTThe Department proposes to enter into a Services Contract with each successful Tenderer substantially in the form of the draft Services Contract.

The content of the Tender will form part of the contractual obligations under the relevant Services Contract. The contract will commence on 1 July 2014 or as soon as possible thereafter and cease on 30 June 2015. If there is any inconsistency between the requirements set out in this Request for Tender and the draft Services Contract, the terms and conditions contained in the draft Services Contract prevail. The Department reserves the right to make changes to the draft Services Contract in the period between the release of this Request for Tender and the execution of the final Services Contract.

1.4 GOVERNING LAWThis Request for Tender is to be construed in accordance with, and any matter related to it is to be governed by, the law of the Australian Capital Territory. The courts of that Territory have non-exclusive jurisdiction to decide any matter related to this Request for Tender.

1.5 PUBLIC STATEMENTSExcept with the prior written approval of the Department, Tenderers must not make a statement, issue a document or material, or provide any other information for publication in any media, concerning this Request for Tender process, including in relation to Tender evaluation, the acceptance of any Tender, commencement of negotiation, creation of a shortlist, or notification that a Tenderer is a preferred Tenderer. A Tender may be excluded by the Department from further consideration if the Tenderer does not comply with this requirement.


CHAPTER 2 STATEMENT OF REQUIREMENTS 2.1 INTRODUCTIONSuccessful Tenderers will become service provider(s) following execution of a Services Contract with the Commonwealth, and will be required to commence delivery of the Programme from 1 July 2014 or as soon as possible thereafter under the Services Contract. The Services Contract will continue until 30 June 2015.

This chapter describes the activities the Work for the Dole Coordinators will be required to deliver.

2.2 SUMMARY OF SERVICESFrom 1 July 2014, new Work for the Dole arrangements will be phased in, in selected areas across Australia.

Job seekers aged from 18 up to, but not including, 30 years who are serviced by a Job Services Australia provider in a selected area, and who have a Work Experience Activity Requirement, will meet their requirements by participating in Work for the Dole for six months.

Work for the Dole Coordinators will work closely with host organisations and Job Services Australia providers to deliver the Programme and help inform the Department on future arrangements.

Work for the Dole Coordinators will be contracted in the selected areas from 1 July 2014 or as soon as possible thereafter.

Work for the Dole Coordinators will work in their selected areas, to identify potential Work for the Dole host organisations, secure quality hosted places, foster the development of group activities and connect host organisations with Job Services Australia providers. Work for the Dole Coordinators will work closely with Job Services Australia providers and use their community networks and marketing/advertising to promote and deliver the Programme within their selected area(s). Job Services Australia providers will be responsible for putting in place agreements with host organisations, helping meet the needs of host organisations and placing and servicing job seekers in Work for the Dole places.

The primary focus of the Work for the Dole Programme for 2014-15 will be on securing quality hosted places for individual job seekers so as to deliver a work-like experience. Eligible host organisations will be not-for-profit organisations and local, state and Commonwealth government agencies. Targets will be set for securing places and in relation to the proportion between individual and group activities (for example 75 per cent individual places and 25 per cent group activities) depending on the nature and geography of the selected area.

Work for the Dole Coordinators will have a key role in overseeing the delivery of the Work for the Dole Programme in their selected area. Prior to the commencement of the contract period, the Department will provide guidelines on specific tasks and activities.

The main areas of Work for the Dole Coordinator responsibilities are outlined below.

Role ResponsibilityIdentifying host organisations, securing quality places and establishing effective working relationships

Work for the Dole Coordinators will be responsible for: identifying and contacting potential host organisations to identify

and secure sufficient places for eligible job seekers in the selected area(s)

developing good working relationships with potential host organisations for the effective and quality delivery of the Programme and to meet host organisation needs

developing good working partnerships with Job Services Australia providers in the selected area to ensure the smooth implementation of Work for the Dole places and delivery of the Programme

as appropriate, fostering the development of group-based activities of benefit to the community in consultation with host organisations and Job Services Australia providers

assisting Job Services Australia providers with the development of group-based activities and/or assessing proposals for such activities from sponsors within the community and work with (and across) Job


Role ResponsibilityServices Australia providers to help deliver these activities

collaborating with key stakeholders in the selected area(s) and as appropriate, to help deliver the objectives of the Work for the Dole Programme.

Note: Job Services Australia providers are responsible for securing agreements with host organisations, placing job seekers into Work for the Dole places, ongoing servicing of job seekers while participating in Work for the Dole, monitoring and day to day management of hosted placements including group-based activities.

Promotion promoting Work for the Dole in their selected area by conducting stakeholder engagement and communication activities designed to support the objectives of the Work for the Dole Programme in the area; and

working with Job Services Australia providers to help meet host organisation needs.

Monitoring and Reporting Monitoring and reporting will be a critical role for Work for the Dole Coordinators in helping to meet any targets and help test, refine and enhance the Programme. This will include:

monitoring the number, nature and delivery of places under the Programme to ensure that the Programme objectives and any targets, as notified by the Department, are achieved

monitoring and reporting on the progress of all Job Services Australia providers (including through site visits) in meeting Programme requirements and delivering relevant services in line with the Guidelines;

monitoring host organisations to ensure they are satisfied with the services delivered by Job Services Australia providers; and

reporting as required by the Department on progress and issues arising in the selected area, including providing ad hoc reports.

Management fairly and appropriately distributing places to Job Services Australia providers in the selected area(s) and working with Job Services Australia providers to achieve Programme objectives

helping to meet host organisation needs helping to build the capacity of and quality of delivery of the Work

for the Dole Programme by Job Services Australia providers in the selected area(s); and

identification of best practice in the management and delivery of the Programme in the selected area(s) including:

o identifying opportunities for minimising red tape; ando ensuring, in consultation with the host organisation and Job

Services Australia provider(s), that places are suitable, and ensure the safety of participants through the implementation of best work health and safety practices.

Administration Tenderers must demonstrate that they have sufficient and appropriate infrastructure in place in the selected area for which they are tendering to provide the services, either at the time of submitting their Tender, or will have by the time of entering into a Services Contract. This infrastructure includes as a minimum:

a physical presence, for example, appropriate office space appropriate technological and communications infrastructure.

Successful tenderers must attend all training specified by the Department. These sessions are most likely to be held in capital cities or via video teleconferencing.


Successful Tenderers must have strong local knowledge of, and a wide network of relevant stakeholders in, the selected areas for which they tender or the capacity to develop this quickly. They must also have a good understanding of employment issues, work, health and safety best practice as this applies to Work for the Dole places, the objectives of the Work for the Dole Programme and relevant service arrangements. Previous experience with Work for the Dole would be an advantage.

They must be able to deal with complexity and deliver results. They must work in constructive partnership with the Department and Job Services Australia providers in the selected areas as well as with host organisations. Expertise in brokering arrangements with a range of stakeholders and development of project proposals is critical.

Tenderers must specify one or more persons in their organisation for each selected area, who will be the primary day-to-day contact for the Department (Specified Personnel).

The skills and experience of the Specified Personnel will be discussed with the successful Tenderers as part of contract negotiations and will need to meet the Department’s requirements. Specified Personnel must be located in the selected area and preferably remain so for the contract period. The Department must be notified of any change to the Specified Personnel.

2.3 AREAS2.3.1 OverviewEighteen selected areas have been identified across Australia for the purposes of the Work for the Dole Programme 2014-15.

Work for the Dole Coordinators are being sought for the following selected areas:

STATESelected Areas

(Employment Service Areas)

Estimate of Job Seekers in Scope*

(as at end April 2014)

Number of Work for the Dole Coordinators Sought**

1 NSWFairfield Liverpool

2500 1

2 NSWNepean Outer Western Sydney

3700 3

3 NSWCentral Coast

2000 1

4 NSWShoalhaven

800 1

5 NSW

TweedNorth CoastRichmondClarence Valley

2300 1

6 NSWCoffs HarbourMacleayHastings

1600 1

7 QLD Bundaberg1700 1

8 QLD Fraser Coast


STATESelected Areas

(Employment Service Areas)

Estimate of Job Seekers in Scope*

(as at end April 2014)

Number of Work for the Dole Coordinators Sought**

9 QLD Outer North Brisbane 2000 1

10 QLD Cairns 2200 1

11 QLD Logan 2700 1

12 VIC Westgate 4400 3

13 VIC Goulburn Valley 900 1

14 VIC Peninsula 1400 1

15 VIC Geelong 1600 1

16 WA Central and West Metro 1800 1

17 SANorthern Adelaide Gawler

4000 3

18 TASWest and North WestLaunceston

2000 1

* NOTE: These numbers are estimates only to provide general guidance for the purpose of this tender process.

**NOTE: The Department reserves the right to alter the number of Work for the Dole Coordinators it is seeking.

More information can be found at www.employment.gov.au/work-dole-selected-areas, including maps of the selected areas and an estimated number of job seekers in scope.

2.4 DETAILED INFORMATION2.4.1 Contract value The Services Contract value for each Work for the Dole Coordinator will be $220,000 per annum (including GST). This amount will include all operating costs.

2.4.2 Contract term and requirementsIt is anticipated that Work for the Dole Coordinators will be contracted from 1 July 2014 (or as soon as possible thereafter) until 30 June 2015.

Work for the Dole Coordinators will be required to comply with specified policies (e.g. the Department’s media policy and meet the behavioural expectations, Key Performance Indicators and reporting requirements set out in the Services Contract).

2.4.3 Employment Support OfficerWork for the Dole Coordinators will have access to the support of a Departmental Employment Support Officer (ESO), generally located in the nearest Departmental office.

An ESO will provide:

support to the Coordinator/provider in the delivery of their Work for the Dole services by assisting them to access the information, advice and assistance they need to perform the role

a first point of contact with the department support in liaising with Job Service Australia providers in the selected area(s).

2.4.4 Induction


It is anticipated that induction training will be provided to successful Tenderers by the Department prior to commencement of the Services Contract.

2.4.5 Commencement dateIt is anticipated that Work for the Dole Coordinators will commence in their role from 1 July 2014 or as soon as possible thereafter.

2.4.6 Freedom of InformationAll documents created or held by the Department with regard to the Programme are subject to the Freedom of Information Act 1982 (FOI Act). Unless a document falls under an exemption provision, it will be made available to the general public if requested under the FOI Act.

All FOI requests are to be referred by post to: FOI Team Leader–Loc C12MT1Legal and Investigations GroupGPO Box 9880CANBERRA ACT 2601

or by email to [email protected].

Decisions regarding requests for access will be made by the authorised FOI decision-maker in accordance with the requirements of the FOI Act.

2.5 PERFORMANCE FRAMEWORK2.5.1 Measurement of Performance, Service Delivery and ComplianceThroughout the period of the Services Contract, the Department will monitor, measure and evaluate performance against the requirements of the Services Contract, including performance expectations detailed at section 2.5.2 below.

All information gathered by the Department may be used to assess performance and compliance with the Services Contract.

Work for the Dole Coordinators will, as a minimum, submit reports to the Department about their performance against targets, Key Performance Indicators and other aspects of the delivery of the Programme as determined by the Department from time to time. The reports will contribute to the Department’s overall monitoring of the performance of the Work for the Dole Coordinators and the success of the Work for the Dole Programme.

2.5.2 Key Performance IndicatorsThe following performance expectations will be used to assess Work for the Dole Coordinators’ performance under the Services Contract. Details on the measurement of these indicators will be provided before commencement of the contract. The Department reserves the right to amend these Key Performance Indicators as appropriate.

KPI 1: Host organisations are identified in the selected area(s), are aware of the opportunities for creating Work for the Dole places and are actively engaged in the Work for the Dole Programme.

KPI 2: Activities are undertaken to ensure that targets are met unless there are exceptional circumstances as agreed by the Department.

KPI 3: Distribution of sufficient Work for the Dole hosted individual places and group-based activities across the selected area(s) is managed effectively and efficiently.

KPI 4: All Job Services Australia providers in the selected area(s) are actively and effectively engaged in delivering a quality Work for the Dole Programme (for example, supervision and work health and safety) and in meeting any targets.

KPI 5: The Work for the Dole Programme is effectively monitored, best practice identified and reported as required to help inform the future development of the Programme.

KPI 6: A quality service is provided to the Department.


CHAPTER 3 APPLYING FOR THE TENDER This chapter sets out the tendering process, tender requirement and associated information required to submit a tender. Tenderers should refer to Chapter 2 – Statement of Requirements and section 4.1 in Chapter 4 which describes the services and evaluation criteria, respectively.

3.1 OVERVIEWThe Department is seeking Tenders for the delivery of Work for the Dole Coordinators services during the period 1 July 2014 (or as soon as possible thereafter) to 30 June 2015.

The Commonwealth Procurement Rules (CPRs) are issued by the Minister for Finance and Deregulation under Regulation 7 of the Financial Management and Accountability Regulations 1997 (Cth). The CPRs establish the core procurement policy framework and articulate the Government’s expectations for all departments and agencies that are subject to the Financial Management and Accountability Act 1997 (Cth) and their officials, when performing duties in relation to procurement.

Value for money is the core principle underpinning Government procurement and it is enhanced by:

encouraging competition by ensuring non-discrimination in procurement and usingcompetitive procurement processes

efficient, effective, economical and ethical use of resources making decisions in an accountable and transparent manner.

The Delegate for this Request for Tender process is the Deputy Secretary Employment.

3.2 NO CONTRACT OR UNDERTAKINGNothing in this Request for Tender will be construed as creating any binding agreement, express or implied, between the Department of Employment and any Tenderer. Any statement or conduct related to this Request for Tender or the procurement processes being undertaken by the Department under this Request for Tender, whether prior or subsequent to the issue of this Request for Tender, is not, and will not be, deemed to be:

an offer to enter into a Services Contract a binding undertaking of any kind by the Department.

This includes, without limitation, an undertaking that could give rise to any rights based on promissory estoppel, quantum meruit or any other contractual, quasi-contractual or restitutionary grounds, or any rights with a similar legal or equitable basis whatsoever.

3.3 PROBITYProbity refers to procedural integrity of the Tender process, underpinned by:

equal treatment of all Tenderers the quality of, and adherence to, published Tender documentation the evaluation processes used to ensure that there is objective and consistent assessment at each phase,

by appropriately qualified and trained assessors decision-making in accordance with relevant legislative or regulatory powers.

The Department is committed to ensuring that this process is fair and transparent. To do this, it is important that the process is subject to appropriate scrutiny and that all requirements published by the Department are followed. A departmental Probity Advisor has been appointed to advise on the probity and integrity of the Request for Tender process.

Any complaints arising out of the Request for Tender process should be directed via email to Ms Liana Grieve at email address [email protected].


3.4 USE OF AUSTENDERAusTender is the online procurement system for Government agencies. AusTender allows Tenderers to download Request for Tender documentation and upload their Tender. Tenderers must first register with AusTender at www.tenders.gov.au. There is no fee for registering with AusTender.

Access to and use of AusTender is subject to terms and conditions. In participating in this Request for Tender process, Tenderers must comply with those terms and conditions and any applicable instructions, processes, procedures and recommendations as advised on AusTender.

It is the Tenderer's responsibility to ensure that its infrastructure including operating system and browser revision levels meets the minimum standards as defined on AusTender. Neither the Department nor the Commonwealth take any responsibility for any problems arising from a Tenderer's infrastructure or internet connectivity.

By using AusTender, Tenderers acknowledge that, although the Commonwealth has implemented the security measures described on AusTender, the Commonwealth does not warrant that unauthorised access to information and data transmitted via the internet will not occur.

If the Department amends this document, including its terms, requirements or the process referred to in this document prior to the Tender Closing Time, the Department will issue advice via AusTender. All alterations, corrections and notices will only be available on the AusTender website, so only Tenderers that have registered with AusTender for this Request for Tender will be provided with details of any alteration, correction or notice in relation to the Request for Tender.

All Tenderers registered for this process on AusTender will receive these notifications automatically. Tenderers are encouraged to register with AusTender to obtain further information.

AusTender Help Desk

All questions and requests for technical or operational support must be directed the AusTender Help Desk:

Telephone: 1300 651 698Email: [email protected]

The AusTender Help Desk is available between 9.00 am and 5.00 pm, Canberra time, Monday to Friday (except for ACT and national public holidays).

3.5 ELIGIBILITY TO TENDERTenderers must be a Legal Entity and have a current and valid Australian Business Number (ABN).

The Department will only accept a Tender from a foreign company if it is registered under Part 5B.2 of the Corporations Act 2001 (Cth).

Job Services Australia providers are permitted to tender for selected areas regardless of where they provide Job Services Australia services. However, if the Tenderer is a Job Services Australia provider, or is in any way associated with a Job Services Australia provider, they must specify this fact, or the details of this relationship, as relevant, in Part C of the Tender Response Forms (Specified Person/Evaluation Criteria).

3.6 MINIMUM FORM AND CONTENT REQUIREMENTSThe requirement in this section 3.6 are minimum content and format requirements for the purposes of this Request for Tender. Failure to comply with these requirements will result in the Tender being excluded from further consideration, unless it is considered by the Department to be an unintentional error.

3.6.1 Tender Closing TimeTenders must be lodged to the correct Approach to Market (ATM) via AusTender before the Tender Closing Time of 4.00 pm (Canberra time) on Monday 23 June 2014. Any attempt to lodge a Tender after the Tender Closing Time will not be permitted by AusTender.

Tenderers must allow sufficient time for Tender lodgement, including taking into account additional time that may be required for any problem analysis and resolution prior to the Tender Closing Time.


3.6.2 Language and measurementTenders must be written in English. Measurements must be expressed in Australian legal units of measure.

3.6.3 Tender Response FormsThe Tenderer must complete and submit the Tender Response Forms which must be downloaded from AusTender and are comprised of:

Part A Tender Declaration

Part B Tender Information

Part C Specified Person/Evaluation Criteria

All Tenderers must submit a completed Financial and Credentials Information Form and provide the most relevant financial information as described in the form.

3.7 OTHER TENDERING CONSIDERATIONS3.7.1 Conflicts of InterestWhere a Tenderer considers that a conflict of interest exists or might arise in relation to the evaluation of Tenders as part of this Request for Tender process or the Tenderer conducting services under the draft Services Contract, the Tenderer must identify the actual or potential conflict of interest. A conflict of interest may exist, for example, if the Tenderer, or any of its personnel, has a relationship (whether professional, commercial or personal), with a person who is able to influence the Tender process such as a Department of Employment staff member.

Each Tenderer will be required to declare in the ‘Declaration’ section of Part A - Tender Declaration Form that, to the best of its knowledge, there is no conflict of interest that would:

impact on or could be perceived to impact on the evaluation of Tenders as part of this Request for Tender process

prevent the Tenderer from proceeding with the Tender that would affect the performance of its obligations if the Tenderer were to enter into a Services

Contract with the Department.If at any time during the Request for Tender process or prior to entering into a Services Contract with the Department, a Tenderer considers that an actual or potential conflict of interest arises or may arise for them, that Tenderer must immediately notify the Department in writing.

If a conflict of interest, whether actual, potential, or perceived, is identified, either by a Tenderer or by any other means, the Department may at its discretion take any action it considers appropriate to manage the conflict of interest, which may include excluding the relevant Tender from further consideration.Job Services Australia providers are permitted to tender for selected areas regardless of where they provide Job Services Australia services. However, if the Tenderer is a Job Services Australia provider, or is in any way associated with a Job Services Australia provider, they must specify this fact, or the details of this relationship, as relevant, in the Part C – Specified Person/Evaluation Criteria Form.

3.7.2 Improper influenceTenderers and their officers, employees, agents or advisors:

must not, and must not attempt to, improperly influence any employee of the Australian Government in connection with the evaluation of Tenders under this Request for Tender process

must not have violated, and must not violate, any applicable Laws or Commonwealth, state or territory policies regarding the offering of inducements, so far as those Laws or policies may be relevant to the preparation of the Tender or this Request for Tender process.


3.7.3 Improper assistanceIn preparing their response to this Request for Tender process, Tenderers must not use information or assistance obtained from a current or former officer or employee of the Commonwealth:

in circumstances that are contrary to the ‘Communication Protocol for the Request for Tender process’ (see Appendix B)

in circumstances that constitute a breach of the Crimes Act 1914 (Cth), the Public Service Act 1999 (Cth), the Public Service Regulations 1999 (Cth)

in breach of an obligation of confidentiality or fidelity.

Australian Government departments, agencies, employees or agents must not assist potential Tenderers in responding. A potential Tenderer that has received assistance in preparing its Tender response from an Australian Government department, agency, or a departmental employee or agent, may be excluded from consideration at the Department’s discretion.

3.7.4 Amendment, suspension, termination or abandonment of evaluation process

The Department may at any time and in its discretion, amend, provide clarification of, suspend, terminate or abandon this procurement process for any reason.

3.7.5 Professional adviceTenderers should make their own independent assessment and investigation, and obtain their own legal, business and other professional advice on, and in relation to, this Request for Tender and its requirements.

3.8 CONDITIONS OF TENDER LODGEMENT3.8.1 Tenderers to inform themselvesInformation on the selected areas is available at www.employment.gov.au/work-dole-selected-areas. Further labour information can be found at the Labour Market Information Portal (LMIP), www.employment.gov.au/lmip.

Tenderers are responsible for ensuring that they have: examined this Request for Tender and all documents referred to in this Request for Tender examined any information made available in writing by the Department to Tenderers for the purpose of

tendering, including any additions to or clarifications of this Request for Tender examined all further information that is obtainable by making reasonable enquiries relevant to

the risks, contingencies and other circumstances having an effect on their Tenders satisfied themselves as to the correctness and sufficiency of their Tenders made their own independent assessments of actual workload requirements under any resultant contract

and all prices will be presumed by the Department to have been based upon Tenderers’ own independent assessments

satisfied themselves as to the terms and conditions of the draft Services Contract and their ability tocomply with the draft Services Contract

examined the AusTender Terms of Use which are obtainable on the AusTender websitewww.tenders.gov.au.

In preparing their Tenders, Tenderers must not rely on: any representation, letter, document or arrangement, whether oral or in writing, or other conduct as

adding to or amending this Request for Tender other than a formal addendum to the Request for Tender via AusTender

any warranty or representation made by or on behalf of the Commonwealth, except as areexpressly provided for in this Request for Tender.

The Commonwealth will not be responsible for any costs or expenses incurred by Tenderers in complying with the requirements of this Request for Tender.


3.8.2 Electronic tender lodgement conditionsGeneralTenders must be lodged electronically using AusTender. Where there is any inconsistency between the Tender lodgement procedures set out on AusTender and those set out in this Request for Tender, the Request for Tender will prevail.

Tenders submitted by any other means, (including by hand, courier, post, facsimile or email) will be deemed to be not lodged, and, if possible, will be returned unopened.Tenderers should note that they will not be registered as Tenderers if the Request for Tender was obtained through a process other than via download from AusTender.

Lodgement preparation and processTenderers must:

ensure their technology platform meets the minimum requirements identified on AusTender refer to AusTender's Help guidance, if required, on uploading Tenders take all steps to ensure that their Tender is free from anything that might reasonably affect

useability, the security or the operations of AusTender or the Department's computing environment ensure that the Tender does not contain macros, script or executable code of any kind, unless

that specific material has previously been approved in writing by the Department ensure that the Tender complies with all file type, format, naming conventions, size limitations

or other requirements specified in this Request for Tender, or otherwise advised by the Department or required by AusTender

ensure that the Tender is lodged through the correct Approach to Market on AusTender.Tenders lodged through the correct Approach to Market on AusTender will be deemed to be authorised by the Tenderer.

IMPORTANTTenderers must ensure sufficient time is provided to complete the lodgement of their tender prior to the Tender Closing Time (see Section 3.6.1).

All queries and requests for technical or operational support must be directed to:AusTender Help DeskTelephone: 1300 651 698Email: [email protected]

The AusTender Help Desk is available between 9.00 am and 5.00 pm (Canberra time), Monday to Friday (excluding ACT and national public holidays).

A Tender must include the following:

a completed Part A – Tender Declaration form (PDF)

a completed Part B – Tender Information form (PDF)

a completed Part C – Specified Person/Evaluation Criteria form (PDF) for each selected area the Tenderer is bidding to provide Work for the Dole Coordinators services.

a completed Financial and Credentials form (Excel form)

and be submitted to AusTender at www.tenders.gov.au.

3.8.3 Corrections and additionsOnce a Tenderer has lodged a Tender on AusTender, the Tender cannot be changed or withdrawn. If the Tenderer wishes to change any information in a lodged Tender response prior to the Tender Closing Time, the Tenderer will need to submit a new Tender through the correct Approach to Market on AusTender.

When a new Tender is lodged, the Tenderer should notify the Department of Employment, via the Hotline email (email to [email protected]), the legal name and the ABN of the Tenderer, the time and date on the AusTender Tender response receipt of the new and any previous Tenders, as well as the reason for


submitting a new Tender. The initial Tender, and any other superseded Tender, will not be considered any further.

Where multiple Tenders from the same entity have been lodged, but no email is received, the Department will only consider the last Tender lodged through the correct Approach to Market on AusTender before the Tender Closing Time.

3.8.4 Incomplete tenders and corrupt filesIncomplete Tenders, including those with electronic files that cannot be read or decrypted and Tenders that the Department believes may contain any virus, malicious code or anything else that might compromise the integrity or security of AusTender and/or the Department’s computing environment may, at the Department's sole discretion, be excluded from the evaluation process.

Tenders that are incomplete or clearly non-competitive may be excluded from consideration at any time during the evaluation process at the Department’s sole discretion. Alternatively, the Department may still consider such Tenders and seek clarification.

3.8.5 Proof of lodgementWhen Tender lodgement has been successfully completed, an official receipt is provided on screen. The receipt will record the time and date the Tender was received by AusTender and will constitute conclusive evidence of successful lodgement of a Tender. Tenderers should save and print this receipt as proof of lodgement. A separate email confirming receipt of the Tender will also be automatically dispatched to the email address of the registered user whose details were recorded at login.

Failure to receive a receipt means that lodgement has not completed successfully.

Where no receipt has been issued by AusTender, the attempted lodgement will be deemed to have been unsuccessful and Tenderers should lodge their Tender again.

3.8.6 AusTender securityTenderers acknowledge that although the Commonwealth has implemented the security measures described on AusTender, the Commonwealth does not warrant that unauthorised access to information and data transmitted via the Internet will not occur.

Tenderers acknowledge that:

lodgement of their Tender by the Tender Closing Time and in accordance with this Request for Tender is entirely their responsibility

the Commonwealth will not be liable for any loss, damage, costs or expenses incurred by Tenderers or any other person if, for any reason, a Tender or any other material or communication relevant to this Request for Tender, is not received on time, is corrupted, altered or otherwise is not received as sent, cannot be read or decrypted, or has its security or integrity compromised.

3.8.7 Further information prior to the Tender Closing TimeAll requests to the Department for further information regarding this Request for Tender should be directed to the Employment Services Purchasing Hotline (the Hotline) as per the details below:

Email:[email protected]

Telephone: 1300 733 514 (9:00 am – 5:00 pm Monday to Friday Canberra time)

Tenderers’ requests for further information must be submitted by email prior to 5.00 pm (Canberra time), 16 June 2014. There will be no obligation on the Department to answer questions received after that deadline but the Department may, at its sole discretion, provide answers to late questions.

3.8.8 Answers to requests for further informationAnswers to requests by potential Tenderers for further information about the Request for Tender process may be given verbally or through written notice from the Department.


Where, in the opinion of the Department, further information provided to one Tenderer should be provided to all Tenderers, this information will be distributed by a notice or addendum on AusTender on a non-attributable basis.

3.8.9 Tender lodgementTenders must be submitted before the Tender Closing Time, 4.00 pm Canberra time, on 23 June 2014.

Any attempt to lodge a Tender after the Tender Closing Time will not be permitted by AusTender.

If a Tender consists of multiple uploads, due to the number of files or file size, Tenderers must ensure that transmission of all files is completed before the Tender Closing Time (see Appendix C for information on Tender lodgement and ‘zipping’ files).

Tenderers must allow sufficient time for Tender lodgement, including taking into account additional time that may be required for any problem analysis and resolution prior to the Tender Closing Time.

Where a Tenderer commences electronic lodgement of a Tender before the Tender Closing Time and date but lodgement finishes after the Tender Closing Time, the Tender as a whole will be deemed to be a late Tender even if parts of the Tender were successfully lodged prior to the Tender Closing Time (see section 3.8.11 in relation to late Tenders). Any conditions or advice set out on the AusTender website, or otherwise emanating from AusTender, that suggest a position to the contrary do not apply. A receipt from AusTender indicating the successful lodgement of your Tender at a time after the Tender Closing Time only means that the electronic file has been received by AusTender. The Tender will still be a late Tender if lodgement was not completed prior to the Tender Closing Time.

Tenderers should be aware that holding the ‘Lodge a Response’ page open in the web browser will not hold the electronic Tender box open beyond the Tender Closing Time. A message will be issued if the lodgement process is attempted after the Tender Closing Time.

The decision of the Department as to the time a Tender has been lodged will be final. In particular:

the time displayed on AusTender is deemed to be the correct time and will be the means by which the Department will determine whether Tenders have been lodged before the Tender Closing Time

where electronic lodgement of a Tender started before the Tender Closing Time but finished after the Tender Closing Time, and upload of the Tender file(s) has completed successfully, as confirmed by AusTender system logs, the Tender as a whole will be deemed to be a late Tender even if parts of the Tender were successfully lodged before the Tender Closing Time.

3.8.10 Extension of timeThe Department may extend the Tender Closing Time by issuing an addendum on AusTender at www.tenders.gov.au.

Where the Department extends the Tender Closing Time, the new Tender Closing Time will apply to all Tenderers.

3.8.11 Late tendersTenders received or lodged after the Tender Closing Time will be deemed late Tenders and will not be accepted unless the delay is due solely to mishandling by the Department.

It is the responsibility of the Tenderer to ensure the complete lodgement of their tender before the Tender Closing Time. Tenderers should allow sufficient time to complete the lodgement of all required tender files on AusTender, including allowing for resolution of any lodgement problems, prior to the Tender Closing Time.

3.8.12 Further information after Tender Closing TimeThe Department will not accept or respond to Tenderers’ requests for information on the status or progress of the Tender evaluation process.


All Tenderers will be promptly informed of the outcome of the Tender process at its conclusion. Information on the outcome of the Tender process will be published on AusTender and the Department’s website www.employment.gov.au/employment-services-procurement-information.

3.8.13 Unintentional errors of formIf the Department considers, as its sole discretion, that there are unintentional errors contained in a Tenderer’s Tender, the Department may request the Tenderer to correct or clarify the error, but will not permit any material alteration or addition to the Tender. Unintentional errors of form might include, for example, situations where the Department considers the Tenderer has made a typographical error.

3.8.14 Requests from the Department of Employment for further information from Tenderers

The Department may seek further information from Tenderers at any stage during the evaluation process.

Each Tenderer must nominate a person to answer queries that may arise during the evaluation of Tenders. The name, title, address, email address and telephone numbers of that person must be included in the Part B – Tender Information file. Where it is necessary for the Department to direct specific queries to Tenderers during the evaluation process, the Tenderer will be required to respond in the manner and form specified by and within the time stipulated by the Department.

Where a response is not provided within the stipulated time, evaluation will be based on the information provided in the Tender.

The Department is under no obligation to request further information from Tenderers should their Tender be incomplete. Should it receive further information, the Department may choose either to use or not to use this information at the Department’s absolute discretion.

3.8.15 False or misleading statementsTenderers must not make false or misleading statements in their Tenders, and must answer all questions honestly and completely.

The attention of Tenderers is drawn to Division 137 of the Schedule to the Criminal Code Act 1995 (Cth), which makes it an offence to knowingly provide false or misleading information to a Commonwealth entity.

3.8.16 Onus on TenderersTenderers are responsible for ensuring that they have examined the Request for Tender and any further information relevant to the evaluation process.

Tenderers are responsible for all costs incurred in the preparation and lodgement of Tenders, and in respect of any discussions, negotiations, enquiries or any work undertaken after Tenders have been submitted. The Department is not liable for any costs or compensation in relation to these matters, regardless of whether the Department terminates, varies or suspends the evaluation process or takes any other action under this process.

3.8.17 Confidentiality(a) The Department is subject to a number of specific requirements which support internal and

external scrutiny of its tendering and contracting processes. This includes the requirement, after 1 July 2014, to publish details of agency agreements and Commonwealth contracts with an estimated liability of $20,000 or more and standing offers on AusTender. Tenderers should note that the Parliament and its committees have the power to require the disclosure of Commonwealth contracts and contract information to enable them to carry out their functions.

(b) The Department will treat as confidential any information provided by Tenderers prior to the award of a Services Contract, except where the confidential information:

i. is disclosed by the Department to its advisers, officers, employees or agents solely in order to conduct the Request for Tender process

ii. is disclosed by the Department to the responsible Minister


iii. is disclosed by the Department to the appropriate regulatory authority because of suspected collusive or anti-competitive tendering behaviour

iv. is disclosed by the Department, in response to a request by a House or a Committee of the Parliament of the Commonwealth

v. is authorised or required by law to be disclosed

vi. is in the public domain otherwise than due to a breach of this clause.

(c) Once a Services Contract has been executed, the Department will not keep information provided by the successful Tenderer/s confidential.

(d) The Department cannot provide an absolute guarantee of confidentiality because certain confidential information may be required to be disclosed by law or to the Parliament or the Auditor-General.

3.8.18 Anti-terrorism measuresTenderers should note obligations under Part 4 of the Charter of United Nations Act 1945 and the Charter of United Nations (Terrorism and Dealing with Assets) Regulations 2002. These laws require any person who holds assets or funds belonging to a person or organisation on the list of persons and entities designated as terrorists to immediately freeze those assets. It is an offence to make any funds or assets available to a person or organisation on the list. The list and more information is available at www.dfat.gov.au/sanctions/.

The Department will not enter into a contract with a person or organisation on the list.

3.8.19 Excluding a TenderThe Department may at any time exclude a Tender from consideration if:

(a) the Tender is incomplete(b) the Tenderer or Tender does not comply with this Request for Tender (c) the Tenderer is not fully capable of undertaking a contract in the form of the draft Services

Contract(d) the Tender is clearly uncompetitive when compared with the other Tenders received (e) the Tender is rated unsuitable or unsatisfactory against one or more of the evaluation criteria(f) the Tenderer does not substantially comply with the draft Services Contract.

3.9 POLICY AND LAW3.9.1 Policy and lawEach Tenderer must ensure that it has complied with all relevant laws and with Australian Government policy in preparing and lodging its Tender and taking part in the Request for Tender process.Tenderers should be aware that if a Services Contract is entered into, Tenderers will be required, in performing that Services Contract, to comply with their obligations under all relevant laws, and any Australian Government policies as notified by the Department, including, but not limited to the:

Disability Discrimination Act 1992 (Cth), Racial Discrimination Act 1975 (Cth) Sex Discrimination Act 1984 (Cth) Age Discrimination Act 2004 (Cth) Fair Work Act 2009 (Cth) relevant Work Health and Safety Laws.

Tenderers are responsible for ensuring that they have familiarised themselves with all relevant Commonwealth legislation and policies relating to the Request for Tender process and the provision of the services including:

the small and medium enterprises (SME) policy under which the Government is committed to Commonwealth agencies sourcing at least 10% of the value of their purchases from SMEs

Division 137.1 of the Criminal Code Act 1995 (Cth) which makes it an offence to knowingly provide false or misleading information to a Commonwealth entity

the Freedom of Information Act 1982 (Cth) which requires Australian Government departments and agencies to provide access to certain documents in their possession


the Auditor-General Act 1997 (Cth) which allows the Auditor-General to conduct a review or examination, at any time, of any aspect of the operations of Australian Government agencies

the Ombudsman Act 1976 (Cth) which authorises the Ombudsman to investigate the administrative actions of Australian Government departments and agencies and to investigate the actions of certain Australian Government contractors

the Privacy Act 1988 (Cth) which aims to ensure that contractors and their subcontractors do not engage in an act or practice that would breach the Australian Privacy Principles.

3.9.2 Workplace Gender and Equality Act Tenderers should note the obligations of certain employers under the Workplace Gender and Equality Act 2012 (“the WGE Act”). Inquiries about the legislation should be directed to: www.wgea.gov.au/ or to the Workplace Gender Equality Agency on (02) 9432 7000.

The Commonwealth Government has directed its staff not to purchase goods or services from persons who do not comply with their obligations, if any, under the WGE Act. It will be a term of the Services Contract that successful Tenderers comply with obligations, if any under the WGE Act. The Commonwealth will not enter into a contract with a Tenderer that is currently named as non-compliant under the WGE Act unless the Tenderer provides the Department with a letter of compliance from the Equal Opportunity for Women in the Workplace Agency.

A further term of the Services Contract will be that successful Tenderers not enter into a subcontract with a non-complying supplier.

3.9.3 Privacy ActTenderers should note provisions in the draft Services Contract which will require compliance with the Australian Privacy Principles contained in the Privacy Act 1988.

3.9.4 Indigenous Employment StrategyTenderers should be aware that if a Services Contract is entered into, Tenderers will be required, in performing that Services Contract, to develop and maintain an Indigenous Employment Strategy for the recruitment of Indigenous Australians within their organisation.

3.9.5 Australian National Audit OfficeThe attention of Tenderers is drawn to the Auditor-General Act 1999 (Cth), which provides the Auditor-General or an authorised person with a right to have, at all reasonable times, access to information, documents and records.

In addition to the Auditor-General's powers under the Auditor-General Act 1999 (Cth), if the Tenderer is chosen to enter into a Services Contract, the Tenderer will be required to provide the Auditor-General or an authorised person, access to information, documents, records and assets, including those on the Tenderer's premises. This will be required at reasonable times on giving reasonable notice for the purpose of carrying out the Auditor-General's functions and will be restricted to information and assets which are in the custody or control of the Tenderer, its employees, agents or subcontractors, and which are related to the services. Such access will apply for the term of the Services Contract and for a period of seven years from the date of expiration or termination.

Tenderers should obtain, and will be deemed to have obtained, their own advice on the impact of the Auditor-General Act 1997 (Cth) on their participation in the Request for Tender process.

Tenderers should be aware that the result of an audit may have to be disclosed to Parliament or one or more Parliamentary Committees.


3.9.6 The Department’s rights and liabilities Participation in any stage of the Request for Tender process, or in relation to any matter concerning this Request for Tender, will be at the sole risk, cost and expense of each Tenderer or nominated Subcontractor. The Department will not be responsible in any circumstance for any costs or expenses incurred by any Tenderer and/or nominated Subcontractor in preparing or lodging a Tender, in taking part in the Request for Tender process, or taking any action related to the Request for Tender process.

Neither the Department nor its officers, employees or advisers will be liable to any Tenderer, nominated Subcontractor or anyone else on the basis of any rights based on promissory estoppel, quantum meruit or any other contractual, quasi-contractual or restitutionary grounds, or any rights with a similar legal or equitable basis whatsoever or in negligence as a consequence of any matter or thing relating, or incidental, to the participation of a Tenderer or a nominated Subcontractor or anyone else in the Request for Tender process, including, but not limited to, instances where:

a Tenderer or nominated Subcontractor is not engaged under a Services Contract the Department decides not to outsource all or any of the services the Department does or does not play any role in developing service delivery arrangements with any

Tenderer, any nominated Subcontractor or anyone else the Department exercises or fails to exercise any of its other rights under, or in relation to this Request

for Tender the Department makes information available or provides information to a Tenderer or a nominated

Subcontractor or anyone else relating to the Tenderer’s assets, procedures, plans, Tenders and/or existing arrangements for provision of the Services or any possible future arrangements.

The Department will not accept responsibility or liability for any misunderstanding arising from failure to comply with the Request for Tender documentation, or from any ambiguity contained in the Request for Tender or a Tender.

The Department may at any stage of the Request for Tender process, including during the evaluation process:

vary the Request for Tender or the draft Services Contract, including the timing and processes referred to in the Request for Tender for Tenderers

forward any clarification of the meaning of the content of the Request for Tender to all known Tenderers and nominated Subcontractors on a non-attributable basis, and without disclosing any Confidential Information of any Tenderer or nominated Subcontractor

shortlist Tenderers, including Tenderers that have nominated Subcontractors obtain clarification or additional information from Tenderers, nominated Subcontractors or anyone else and use any such information for the evaluation of the Tenders provide additional information to Tenderers or nominated Subcontractors negotiate with one or more Tenderers, including negotiating with all Tenderers without short listing, or

discontinue negotiations contact nominated Subcontractors directly and seek further information from them in relation to any

matters, including their capacity to deliver the Services to all Tenderers by which they have been nominated

impose conditions on Tenderers that have nominated Subcontractors, including any condition that the Department considers necessary or appropriate

reassess any Tender in whole, or in part, at any stage where the Department considers that a Tenderer or nominated Subcontractor may not be able to deliver the specified Services

vary the assessment process to conduct a further assessment phase require a Tenderer to provide details of a substitute Subcontractor for any nominated Subcontractor remove any Tender from consideration where, in the opinion of the Department, the Request for Tender

allows for the exclusion of a Tender terminate, suspend or abandon the Tender process if it considers that no Tender offers value for money

in accordance with the Request for Tender, or the Department otherwise determines that it is in the public interest to terminate or abandon the Tender process.


3.10 FINANCIAL VIABILITY AND OTHER CHECKSThe Department may perform such security, probity and financial investigations and procedures as it determines necessary in relation to any Tenderer, its employees, officers, partners, associates, subcontractors or related entities. The Department may exclude a Tender from further consideration if the Tenderer does not provide, at its cost, all reasonable assistance to the Department in this regard.

3.10.1 Financial viabilityThe objective of the financial viability process is to assess on the basis of information provided with the Tender whether the Tenderer may be considered financially viable to meet the service requirements of this Request for Tender (the financials check) and whether there are any circumstances that may adversely affect the Tenderer’s ability (and its subcontractor’s ability where it has subcontracting arrangements) to meet its contractual obligations to supply Services for at least the term of the draft Services Contract (the credentials check).

This process is used to minimise risk to the Australian Government. The process is not used to measure the profitability of an organisation or its potential for success in the delivery of conservation activities.

The onus of proof is on a Tenderer to satisfy the Department of its financial viability to meet the services described in Chapter 2 – Statement of Requirements of this Request for Tender. If a Tenderer does not provide all information requested by the Department, the Department may not be able to make an assessment, or the assessment may be adversely affected. In these circumstances, or if the Tenderer is otherwise unable to demonstrate its financial viability, the Department may, at its sole discretion, exclude a Tender from further consideration at any stage of the evaluation process.

Additional contract conditions, or more frequent provision of financial statements, may be required by the Department as a result of the financial viability assessment.

3.10.2 Financials checkTenderers should provide financial statements that:

are current are for the entity as a whole, not for individual projects are prepared in accordance with the Australian Equivalents to International Financial Reporting Standards include all notes to the statement(s) are presented in Australian dollars.

The Department prefers financial statements to be prepared on an accrual basis and to be audited. If the financial statements are audited, Tenderers must provide the auditor’s report and any management letters from the auditor.

The Department expects the following Tenderers to provide audited financial statements:

organisations that are incorporated under the Corporations Act 2001 (Cth) and are required to provide audited financial statements because they are:

o disclosing entities as defined under s111AC of the Corporations Act 2001 (Cth)o public companies, oro large proprietary companies, if two of the following apply:

- the consolidated gross operating revenue for the Financial Year of the company and the entities it Controls, if any, is $25 million or more

- the value of the consolidated gross assets at the end of the Financial Year of the company and the entities it Controls, if any, is $12.5 million or more

- the company and the entity it Controls, if any, have 50 or more employees at the end of the Financial Year, and

associations that are required under relevant State or Territory Associations Incorporation Acts to provide Audited financial statements.


If a Tenderer does not fall into these categories, or audited financial statements are not available, the Tenderer should provide unaudited financial statements.

To assist the Department in assessing financial viability, Tenderers should observe the following:

if the financial statements provided by the Tenderer are in a different name, or the accounting period has changed, a satisfactory explanation should be provided

if the Tenderer has recently merged with another organisation, the terms of the merger and ownership of assets and responsibility for liabilities should be provided

if assets are recorded in the balance sheet that are not owned by the Tenderer, for example, assets owned by the Australian Government, the extent of that ownership and the value should be recorded in the notes to the accounts.

If the Tenderer has access to additional funds, documentary evidence should be included that substantiates:

a bank loan a line of credit access to financial support, and/or a guarantee.

If a guarantee is not from a bank, the guarantor should provide evidence of the capacity of the guarantor to honour the guarantee. This may take the form of financial statements.

3.10.3 Credentials checksFurther relevant information that Tenderers should provide includes:

descriptions of any recent changes of substance in the Tenderer’s financial position that are not reflected in the most recent financial statements

details of any significant events, matters or circumstances that have arisen since the end of the last financial year that may significantly affect the Tenderer’s ability to perform the services

a summary of any court actions, charges, liens or encumbrances affecting any assets of the Tenderer its ultimate holding entity, if any, their respective related corporations and their respective directors,

and any shares in the Tenderer, its ultimate holding entity and their respective related corporations any other factors the Tenderer wishes to describe to support its demonstration of financial capacity.

For the purpose of conducting financial viability assessments, the Department may contact Tenderers to seek clarification of information received or obtained.

Existing Organisations

Existing organisations are defined as those that have been in operation for at least 12 months. In assessing these organisations, the Department will examine existing financial records.

New organisations

New organisations are defined as those that have been in operation for less than 12 months. These organisations should provide independent supporting evidence of their financial capacity and start-up capital.

If a number of organisations group together to form a new entity, the newly incorporated entity will need to provide evidence from its constituent members of their commitment to its continuing financial viability. This may take the form of articles of association, constitutions or guarantees. If the guarantor(s) is other than a bank or lending institution, the guarantor(s) should provide evidence of capacity to honour the guarantee. This may take the form of financial statements.


Ultimate holding entity

If a Tenderer has an ultimate holding entity, the Tenderer should provide a copy of any guarantee or cross deed of indemnity from the ultimate holding entity, and financial statements and a completed financial summary table for the ultimate holding entity.

Trusts

If a Tenderer is associated with a trust and is tendering as trustee for that trust, the Tenderer should provide a copy of the trust deed and details of the relationships between the trust and any related organisations.

Other documents that may help the Department in assessing financial viability of trusts include:

financial statements for the trust and related organisations an explanation of loans and borrowings between the trust and its related organisations and trusts.

If substantial monies from a trust are distributed, additional contract conditions, such as a financial undertaking or performance guarantee, may be required by the Department in the final Services Contract. In this instance, a Tenderer may also need to provide financial statements from the guarantor(s) unless a bank guarantee is provided.

If a Tenderer is associated with a family trust, the Tenderer should specify family trust assets and how those assets may be used to support the trust.

Tendering Group

If tendering as a Tendering Group, each member of the Tendering Group, including the lead member, must complete a separate Financial and Credentials Information Form and should provide supporting documentation relevant to their organisation. Copies of relevant deeds or contracts regulating the Tendering Group, including deeds of cross-guarantee, deeds of partnership, constitutions, shareholders’ agreements and the like should also be provided.

Subcontractors

If Tenderers wish to engage a subcontractor to perform part of the Services, each subcontractor must complete a separate Subcontractor Credentials Information Form and should provide supporting documentation relevant to their organisation.

The subcontractor must authorise the Department to undertake certain checks that involve the disclosing of personal information to other agencies and organisations, including the Tenderer.

3.10.4 Checks of TenderersThe Department may:

undertake further checks of a Tenderer, its subcontractors and its relevant persons, including whether there is any information on the public record or in internal databases that may adversely affect the Tenderer’s ability to meet its potential contractual obligations

conduct checks for non disclosure use its internal databases holding debt, fraud and other information, and will also obtain information

from external parties, such as credit reference agencies and the Australian Securities and Investments Commission, to verify information provided by the Tenderer and to identify any adverse information

undertake checks with nominated referees submitted by Tenderers.

The Department also reserves the right to make any inquiries about any matters that may be relevant to the evaluation of a Tender.

3.11 CONTRACTING WITH THE DEPARTMENT OF EMPLOYMENT3.11.1 Draft Services ContractSuccessful Tenderers will be required to enter into a Services Contract substantially in the form of the draft Services Contract. The content of the Tender will form part of the contractual obligations.

The Services Contract is anticipated to commence from 1 July 2014 or upon execution and expire on 30 June 2015, unless extended in accordance with the terms of the Services Contract.


If there is any inconsistency between the requirements set out in this Request for Tender and the draft Services Contract, the terms and conditions contained in the draft Services Contract prevail. The Department reserves the right to make changes to the draft Services Contract in the period between the release of this Request for Tender and the execution of final Services Contracts.

3.11.2 Acceptance of Contract TermsThe Department’s offer of business is made on an ‘all or nothing’ basis, and except as set out below, there will be no negotiation regarding the terms of the Contract.

Where extenuating circumstances arise, the Department may consider, on a case by case basis, a request for a variation to the Department’s offer of business. In making its determination, the Department will take into account factors such as the impact on overall service delivery coverage and diversity.

3.11.3 Offers to remain openAny offer from Tenderers in response to this Request for Tender remains open for a period of nine (9) months after the Tender Closing Time, or until receipt by the Tenderer of notification from the Department that its offer was unsuccessful, whichever is the later.

3.11.4 ABN and Goods and Services TaxTenderers must have a current and valid ABN. All payment amounts for services specified are Goods and Services Tax (GST) inclusive, unless otherwise specified. If the services are not, or cease to be, a taxable supply, payment amounts will be reduced by an amount equivalent to the GST that would be payable if the services were a taxable supply.

3.11.5 InsuranceSuccessful Tenderers will be required to have and maintain workers compensation insurance for an amount required by the relevant State or Territory legislation, public liability insurance for $10 million or more per claim and professional indemnity insurance for $3 million per claim. Personal accident insurance may also be required.

3.11.6 GuidelinesSuccessful Tenderers will be required to comply with the provisions of any guidelines issued by the Department.

Successful Tenderers will also be required to adhere to promotion and style guides issued by the Department to govern promotional activity, and to ensure that all relevant advertisements, publicity and promotional materials carry the approved badging and signage and acknowledge the financial and other support provided by the Australian Government.


CHAPTER 4 APPLYING FOR WORK FOR THE DOLE COORDINATORS SERVICES

This chapter outlines the arrangements for the Work for the Dole Coordinators services Request for Tender process.

4.1 RESPONDING TO EVALUATION CRITERIAIn applying for business under this Request for Tender, Tenderers must address the evaluation criteria set out below using Part C of the Tender Response Forms – Specified Person/Evaluation Criteria which must be downloaded from AusTender. Evaluation criteria have set character limits which include punctuation marks and spaces. The Part C – Specified Person/Evaluation Criteria form will only allow the set character limits, and Tenderer’s responses will be cut off if they attempt to submit more than the set limit.

Tenderers should not include hyperlinks in their responses. Information via hyperlink will not be considered in the evaluation process.

A separate Part C – Specified Person/Evaluation Criteria form should be completed for each selected area in which the Tenderer is bidding to provide Work for the Dole Coordinators services.

Criterion 1: Demonstrated Ability and Capacity to Source and Secure Places:

Character Limit: 10,000 (approximately 3 pages) weighting 25%

(a) Proven track record in brokering, negotiation and promotional skills, preferably within the selected area tendered, but otherwise in the Tenderer’s local region;

as demonstrated by the Tenderer’s quantitative and qualitative evidence, and(b) Proposed strategies for how the Tenderer will undertake these activities to achieve the sourcing of

sufficient individual and group places in the selected area tendered.

Criterion 2: Demonstrated Ability and Capacity to Deliver Quality Results


(a) Proven track record in achieving results, preferably in employment and, in particular, any experience with Work for the Dole including sourcing suitable work-like places that meet relevant standards, for example work health and safety

as demonstrated by the Tenderer’s quantitative and qualitative evidence, and(b) Proposed strategies for how it will achieve results and ensure appropriate implementation in the

selected area(s) tendered.

Criterion 3: Demonstrated Ability and Capacity for Effective Stakeholder Management


(a) Proven track record in the establishment and maintenance of successful networks/partnerships with a wide range of stakeholders, in particular Job Services Australia providers, as demonstrated by their past and current relationships or networks

As demonstrated by the Tenderer’s quantitative and qualitative evidence; and(b) Proposed strategies for establishing and maintaining successful networks/partnerships in the selected

area(s) tendered.

Criterion 4: Demonstrated Capacity and Ability to Monitor, Report


Proven ability to monitor and report, including identifying emerging issues and possible responses to those issues, for example, minimising red tape as demonstrated by the Tenderer’s statement and evidence of:

past experience in constructive participation in monitoring and/or evaluation exercises examples of identifying and flexibly responding to emerging implementation issues or unexpected events

(eg natural disasters, changes in the labour market) identification and engagement in best practice activities.


Criterion 5: Demonstrated Capacity and Ability to Effectively Manage

Character Limit: 5,000 (approximately 1.5 pages) weighting 10%

Proven organisational capacity including sound management and administration, professionalism, integrity, sound judgement and the capacity to deal with complexity as demonstrated by the Tenderer’s statement and evidence of:

organisational governance structure, including if the Tenderer is an organisation, its Specified Personnel for this selected area;

financial management and accountability systems; any accreditation against a recognised quality standard; capacity to monitor, track and report on specified requirements; understanding of relevant work health and safety standards; a satisfactory complaints management system.

4.2 CONDITIONALITYA Tenderer must not stipulate in its Tender that its offer of services in one jurisdiction is conditional on it winning business in another jurisdiction. The individual bids for each selected area will be assessed separately.

4.3 PUBLIC DISCLOSURE AND USE OF TENDER INFORMATIONTo assist potential participants and to make informed choices in relation to their individual needs, information provided by Tenderers as part of their Tender may be published by the Department. This includes information from Tenderers’ responses to any of these evaluation criteria, particularly the organisation’s strategies to achieve positive outcomes for job seekers and work collaboratively with local communities to achieve positive outcomes.

During the period of the Services Contract, successful Tenderers will be assessed against statements made in response to these evaluation criteria as part of the Department’s performance monitoring. Achievements against indicators of performance referred to in Tenderers’ responses to the evaluation criteria may also be made public.

4.4 TENDER EVALUATION4.4.1 Evaluation overviewEach Tender response will be initially assessed to ensure that the Tenderer has signed the declaration and completed all required areas in the Tender Response Forms. If the Tender is incomplete or non-compliant, the Tender may, at the Department’s discretion, be excluded from further consideration.

The Department’s Probity Advisor, see section 3.3, will observe and monitor, but will play no role in, the evaluation process.

4.4.2 Evaluation processThe Department reserves the right to conduct some or all of the following stages at the same time or in a different order to that stated. The Department may take into account information gathered at one stage during its conduct of another stage. Nothing stated in relation to the stages set out below limits any other right the Department has as set out elsewhere in this document.

Stage 1—Registration and Conformance of Tenders

Each Tender will be downloaded from AusTender after the Tender Closing Time and given a unique identifier.

Each Tender will be initially evaluated to ensure that:

the Tender has been submitted before the Tender Closing Time at the time of opening the Tender, the Tender meets the language and measurement requirements the Tenderer has submitted the correct Tender Response Forms containing completed Tender

information, including responses against the evaluation criteria for each selected area a Tenderer is tendering for and Financial and Credentials Forms.

Failure to meet these requirements, including failure to respond to any of the relevant evaluation criteria, may result in exclusion from further evaluation.

Stage 2— Eligible Tenders


Tenders will be assessed against the Eligibility to Tender and the Minimum Form and Content requirements set out in Sections 3.5 and 3.6.

Stage 3—Financial Viability

Short-listed tenderers will be assessed for financial viability. Tenderers should submit sufficient and appropriate material to enable the Department to assess financial viability.

Stage 4—Evaluation Criteria

All eligible Tenders will be evaluated against the relevant evaluation criteria.

The Department may, in evaluating the Tenders, consider all information contained in a Tender response, and any other relevant information available to it and reserves the right to confirm claims made in the Tender submission.

Where a Tenderer has provided or is currently providing similar services to the Commonwealth or where a Tenderer has conducted, or is currently conducting similar Programmes with the Commonwealth, the Tenderer’s past performance will be taken into consideration during the evaluation phase.

Tenders should not rely on the Department using other sources of information, and should provide comprehensive performance information, including referee details.

Stage 5—Consideration of value for money

Value for money is a comprehensive assessment that takes into account the value represented by the evaluation criteria.

Stage 6—Recommendations

A committee of senior Departmental managers will oversee the evaluation process and review the recommendations for successful Tenderers.

Stage 7—Final Decisions

The Minister for Employment has delegated the final decision to the Department’s Deputy Secretary of Employment. The delegate will consider the recommendations and make the final decisions. Successful Tenderers may be announced through a series of rolling announcements or events at the Department’s discretion. Unsuccessful Tenderers will be advised at the end of the Tender evaluation process.

4.4.3 Referee DetailsTenderers should supply details of two referees who may be contacted to verify their claims against the evaluation criteria at Part B – Tender Information Section 5.

Throughout the evaluation process, the Department may seek to confirm claims made by Tenderers in their responses to the evaluation criteria.

The Department may also consult other relevant parties and not consider information provided in a referee report that is not relevant to the evaluation criteria.

Current Australian Public Servants cannot provide a reference for a Tenderer and any such report will not be considered. ‘Australian Public Servants’ means, in this context, any officers, delegates, employees, contracted staff and agents of a Commonwealth agency.

4.4.4 Execution of ContractsThe Services Contract will come into effect once the successful Tenderer has signed it and it has subsequently been executed by the Department on behalf of the Commonwealth.

When an offer made by the Department does not proceed to an executed Services Contract, the Department may make additional offers to other suitable entities.

4.4.5 DebriefingAll Tenderers will be entitled to an oral debriefing upon request, following the announcement of the tender outcomes. The request for a debriefing must be made within one month of the announcement of the tender


outcomes with the debriefing to be conducted within three months of the announcement of the tender outcomes. The debriefing may be by telephone. All costs incurred by the Tenderer to attend a debriefing will be at the Tenderer’s expense. Tenderers will not be provided with information concerning other tenders or other Tenderers, except for publicly available information and except in so far as comparative statements can be made without breaching confidentiality.


APPENDIX A GLOSSARYPlease refer also to clause 28 [Interpretation] in the draft Services Contract. Interpretation clauses in the draft Services Contract take precedence over terms defined in this glossary.

ABN Australian Business Number, a unique identifier provided by the Australian Tax Office. An ABN enables businesses in Australia to deal with a range of government departments and agencies using an identification number.

Approach to Market or ATM Any notice inviting potential suppliers to participate in a procurement which may include a request for include a request for tender, request for quote, request for expression of interest, request for application for inclusion on a multi-use list, request for information or request for proposal.

Note: the acronym ‘ATM’ is used on AusTender and other procurement documents to reference an approach to market.

AusTender The online procurement information system for Australian Government agencies.

Delegate Deputy Secretary Employment.

Freedom of Information (FOI) The right of Australians to information in the possession of the Australian Government, as provided under the Freedom of Information Act 1982 (Cth), limited only by exemption provisions as set out in the legislation.

Guidelines Guidelines that detail how the Programme will be implemented, including requirements about reporting, participant engagement and management, and other Programme documentation.

Legal Entity A Legal Entity is:

an individual (Australian citizen or permanent resident only); a company; a partnership consisting of one or more legal entities; an Aboriginal or Torres Strait Islander corporation, council or

incorporated association; or an incorporated association or cooperative society.

Probity Refers to procedural integrity of the Request for Tender process, which is underpinned by the quality of, and adherence to, published process documentation, the evaluation processes used to ensure that there is objective and consistent evaluation at each phase, by appropriately qualified and trained evaluators, and decision-making in


accordance with all legal requirements.

Programme The Work for the Dole Programme 2014-2015.

Services The services described in Chapter 2 of this Request for Tender.

Services Contract The services contract to be entered into between theCommonwealth and Work for the Dole Coordinators for services required under the Programme.

Specified Personnel The person(s) specified by the Tenderer to be the day to day contact person for the Department in the area(s) tendered for by the Tenderer.

Tender A submission to this Approach to Market or Request for Tender.

Tender Closing Time The time specified at section 3.6.1 by which Tender submissions must be lodged.

Tender Response Forms The forms and attachments that Tenderers must download from AusTender and complete in order to submit a Tender.

Tenderer Means an entity which submits a Tender (or where the context requires, is proposing to submit a Tender) and, where the context so admits, includes its officers, delegates, employees and agents.


APPENDIX B COMMUNICATION PROTOCOLThis communication protocol has been established to support the Work for the Dole Coordinators services 2014-2015 Request for Tender process.

The purpose of this protocol is to establish procedures to minimise the risk of any improper practice occurring that could influence the fair operation of the market or the probity of the Work for the Dole Coordinators services 2014-2015 Request for Tender process. These procedures also make provision for addressing any allegation of such impropriety.

Those who may be in positions that the public could perceive as having the power to influence the operation of the Work for the Dole Coordinators services 2014-2015 Request for Tender process have been identified as including:

Employees of the Department of Employment Ministers, Parliamentary Secretaries and their staff Parliamentarians, whether Commonwealth, state or territory anyone else directly or indirectly involved in the Work for the Dole Coordinators services

2014-2015 Request for Tender process, including members of committees, or other persons acting for the Department of Employment, or with access to information about the Department of Employment activities that is not generally known (that is, those with ‘inside’ information).

The following procedures have been adopted to minimise the risk of any inappropriate influence on the Work for the Dole Coordinators services 2014-2015 Request for Tender process and must be adhered to.

Contact with portfolio MinistersDuring the Work for the Dole Coordinators services 2014-2015 Request for Tender process, portfolio Ministers will continue to interact with relevant stakeholders for business-as-usual, meetings, conferences and social activities.

However, during these interactions, the only information, if any, that can be provided about the Work for the Dole Coordinators services 2014-2015 Request for Tender process will be limited to information that is already available in the public arena. Tenderers and potential Tenderers must not seek to obtain from portfolio Ministers, or their staff, any information concerning the Work for the Dole Coordinators services 2014-2015 Request for Tender process that is not already available in the public arena.

Contact with the Department During the Work for the Dole Coordinators services 2014-2015 Request for Tender process, the Department will continue to interact with relevant stakeholders as a part of their ongoing business (on a business-as-usual basis), including continuing any regular discussions with a range of interest groups and industry representative bodies.

At these business-as-usual interactions, any discussions relating to the Work for the Dole Coordinators services 2014-2015 Request for Tender process, however, will be limited to information already in the public arena. The following principles will apply:

all Tenderers will only use the process set out in the Request for Tender (that is, contacting the Employment Services Purchasing Hotline) to contact the Department for the purpose of querying or clarifying any aspect of the Work for the Dole Coordinators services 2014-2015 Request for Tender process

the Department will not consider unsolicited references or submissions on behalf of Tenderers outside those provided for in the Work for the Dole Coordinators services 2014-2015 Request for Tender process

the Department will not enter into discussions or otherwise engage in any activity with Tenderers, or such other persons with an interest in the Work for the Dole Coordinators services 2014-2015 Request for Tender process, where this could be perceived as influencing the operation of the Work for the Dole Coordinators services 2014-2015 Request for Tender process


views on an individual Tenderer must not be expressed to the Department in a way that could be perceived as an attempt to influence the Department to favour, or disfavour, any Tenderer

details of any approaches by or on behalf of an individual Tenderer will be fully documented communications or conduct suspected of involving a breach of this communication protocol or of the

Work for the Dole Coordinators services 2014-2015 Request for Tender process, including any suspected illegality, will be investigated and may be taken into account during the tender assessment process.

AssistanceTenderers will apply to offer Work for the Dole Coordinators services through a fair and transparent process.

Tenderers must not seek help from any person in a position that the public could perceive as having power to influence the operation of the Work for the Dole Coordinators services 2014-2015 Request for Tender process to develop their Tender. Tenderers must not seek any assistance from any other person in the position in interpreting or otherwise using any information that has been made available about, or as part of, the Work for the Dole Coordinators services 2014-2015 Request for Tender process except as provided for in the Request for Tender.

InformationExcept as provided in the Request for Tender or in the documentation or information that is made publicly available by the Commonwealth, no Tenderer will:

be provided with information about the Work for the Dole Coordinators services 2014-2015 Request for Tender process (including any policy matters relevant to or affecting the Work for the Dole Coordinators services 2014-2015 Request for Tender process); and receive information about the decision-making processes.

Further, the following principles will guide the Department in communicating with Tenderers: no Tenderer will receive any information in advance of it being made available generally to Tenderers; no Tenderer will receive more information than is publicly available; data relating to an individual Tenderer will only be made available to the Tenderer to which the data

relates, except when the data is used for the purposes of the Request for Tender or Deed of Standing Offer management and associated activities such as auditing; and

where, in the opinion of the Department of Employment, information provided to one Tenderer should be made available to all Tenderers, that information will be distributed on the Department website on a non-attributable basis.

Further information on Work for the Dole Coordinators services 2014-2015 Request for Tender process arrangements

The Hotline email address ([email protected]) is the primary means of contacting the Department during the Work for the Dole Coordinators services 2014-2015 Request for Tender process.

In order to ensure the probity of the Work for the Dole Coordinators services 2014-2015 Request for Tender process, the Department cannot provide interpretation or advice on how to respond to the Request for Tender, or provide information that is not contained in the Request for Tender, unless that information is otherwise publicly available.

Complaints HandlingThe complaints handling process is a two-step approach with complaints about the being made to the Branch Manager, Business Partnerships within the Department and more complex complaints, or complaints which put the Commonwealth at risk, forwarded to the internal Probity Advisor for advice and resolution. The Branch Manager, Business Partnerships will determine whether or not the complaint needs to be escalated to the Probity Advisor. The Branch Manager, Business Partnerships, is Michael Quinn who can be contacted through [email protected].


Probity Advisor

The Department is committed to ensuring that the procurement for the supply of Work for the Dole Coordinators services is fair and transparent. To do this, it is important that the Work for the Dole Coordinators services 2014-2015 Request for Tender processes are transparent and subject to appropriate scrutiny and that all procedures published by the Department are followed.

The Department has appointed an internal Probity Advisor. The role of the Probity Advisor is to advise the Department and the Delegate on the probity and integrity of the Work for the Dole Coordinators services 2014-2015 Request for Tender process. The role includes developing an overarching probity plan that can be applied to the Work for the Dole Coordinators services 2014-2015 Request for Tender process and providing advice on probity issues, conducting appropriate probity training and advising on relevant security arrangements.

Any questions about the process or activities covered by the Work for the Dole Coordinators services 2014-2015 Request for Tender process should, in the first instance, be lodged by email at [email protected].


APPENDIX C INFORMATION GUIDE FOR TENDERERSThe information guide contains:

IT information including:o supported operating systemso virus checkingo file naming conventions

information on lodgement details including:o how to compress fileso using the Request for Tender Forms

contact details and useful resources, and a Tender Checklist.

I T I n f o rm a t i o n

Supported operating systems

The tender form can be run successfully on any of the following operating systems:

Windows 2007 Windows 2000 Professional with Service Pack 4 Windows XP Home Edition with Service Pack 2, also covers Windows XP Business Edition, Windows XP

Professional Edition Windows Vista Home Premium with Service Pack 1, also covers Windows Vista Professional Edition, Windows Vista Ultimate Edition Windows 8 Windows Server 2003 Standard Edition, or Apple Macintosh (if using a ‘Windows Emulator’ or computers with dual booting capacity).

If you do not have one of these operating systems or do not have access to a supported operating system, contact your organisation’s IT support staff.

Virus checking

In submitting a response electronically, the Tenderer warrants that it has taken reasonable steps to ensure that the tender files are free from computer viruses or other disabling features that may affect computing environments. Tenders found to contain viruses or other disabling features may be excluded from the evaluation process.

File naming conventions

AusTender—when submitting your tender

When uploading a tender into AusTender, the file name must not exceed 100 characters or contain special characters such as \ /:*?"<>

A u s T e n d e r Below are some frequently asked questions about AusTender.How would I be notified if there is an addendum (change to the Request for Tender for Work for the Dole Coordinators services documentation)?

If you are registered with AusTender, you will automatically receive an email advising of any addenda, updates or changes.


I have lodged my tender on AusTender but it is incorrect and I want to change it?Once you have lodged a response on AusTender the response cannot be changed or withdrawn. If you wish to change any information in a lodged response prior to the Closing Date and Time, you will need to submit a new response to AusTender then notify the Department via the Employment Services Purchasing Hotline on 1300 733 514:

the legal name and the ABN of your organisation the AusTender receipt number contained in your successful lodgement email date and time on the AusTender response receipt of the latest upload, and the reason for submitting a new tender.

Practice uploading files into AusTender

The AusTender website has the functionality to practice uploading files, using a demonstration tender.

In the Search field on the top, right hand corner, type in ‘DemoATM2014’ and press <Search>.

The search will return a similar screen to when you searched for the Work for the Dole Coordinator Request for Tender Approach to Market (ATM).

Open the ATM Documents page as you would have when searching for the Work for the Dole Coordinator Request for Tender ATM. Then click on the ‘Go to Lodgement Page’.

Once the ‘Lodge a Response’ page has opened, on the ‘Response File 1’ row, select ‘Browse…’ and navigate to the files you wish to upload. The Department recommends that you save the

files together in a folder. ‘Zip’ the folder and then upload the zipped file. When you have uploaded all of your files, click ‘Lodge Response’.


While your response is being processed, the message to the right will appear.

When the response has been successfully lodged, a Response Receipt will appear on screen.

This receipt will include the names of the files lodged and will be time and date stamped. A confirmation email will also be sent to the email address used to register with AusTender.

The Department recommends saving this email for your records.

Remember, the ‘DemoATM2014’ is a demonstration ATM only for you to practice lodging a tender. Make sure you lodge your final Work for the Dole Coordinators services tender under the correct ATM (see the process below).

Submitting your tender

Once you have completed your tender, you will need to lodge it through AusTender. After lodging the practice files on the AusTender website, the following process will be familiar.

Navigate to the Current ATM List page and in theKeyword Search field enter the word ‘Employment’ or‘Dole’ which will bring back the Work for the Dole Coordinator Request for Tender process documentation.

By following the steps you practiced in the demonstration ATM, you will be able to successfully upload your tender to AusTender.

It is the responsibility of the Tenderer to ensure that all files are successfully transmitted prior to the Tender Closing Time. Tenderers should ensure they leave sufficient time for the upload to account for the file size and online traffic.

Please note:

When you are in the Work for the Dole Coordinators services Request for Tender documentation ATM, this is the official lodgement area in AusTender. Any files that are uploaded in this official lodgement area prior to the Tender Closing Time will be received by the Department. If you submit multiple responses, you must inform the Hotline and advise which one is your final and completed tender prior to the Tender Closing Time.

Any files that are uploaded into the ‘DemoATM2014’ (the practice lodgement) will not be received by the Department.

Note: Some screen shots used in this information guide may vary to the actual screen.


Request for Tender Using the Tender forms

The Tender forms need to be completed the by Tenderers wishing to conduct Work for the Dole Coordinators services. Tenderers should read the entire Tender forms carefully and complete all of the relevant questions.

Tenderers should read each form in its entirety to complete all of the relevant questions.

Part A – Tender Declaration (PDF form), requires the person submitting the Tender on behalf of the Tenderer or Tendering Group, to read, understand and agree to the statements in the Declaration. This section requires the Tenderer to enter text to answer questions and select from a drop down menu a response for an electronic signature.

Part B – Tender Information (PDF form), asks for details of the Tenderer applying to conduct Work for the Dole Coordinators Services. Part B also collects information such as the Tenderer’s contact details, bank details, details of any referees and any confidential information. This section requires the Tenderer to enter text to answer questions, select from drop down menus and select check boxes.

Part C – Specified Person/Evaluation Criteria (PDF form/s), the Tenderer must submit a response to the evaluation criteria for each selected area in which they are applying to conduct the Services and provide the name and contact details of the Specified Person for that selected area.

Tender Lodgement and ‘zipping’ filesTenderers are required to electronically lodge their tender through AusTender. Before lodging their tender, Tenderers should refer to the ‘Tender Checklist’ to ensure they have completed the necessary documents and are ready to lodge their tender.When Tenderers have completed their tenders and are ready to lodge through AusTender, they MUST ‘zip’ the files.Compressed files contain one or more files which make it easier for files to be kept together and more efficient to email, download and store. WinZip is one type of compression software that organisations can use to zip their tender. This is not a free software; however organisations can download a free trial of WinZip from www.winzip.com/index.htm. Once the software is installed, Tenderers can begin creating their zip file.When zipping files, Tenderers should ensure they have included:

Part A – Tender Declaration (PDF form) Part B – Tender Information (PDF form) Part C – Specified Person/Evaluation Criteria responses to the evaluation criteria for each selected

area being applied (PDF form/s) Financial and Credentials Information Form (Excel form) Credentials Information Form (Excel form) (if applicable)

If Tenderers expect the zip file to exceed 20 megabytes, Tenderers should call the Employment Services Purchasing Hotline to seek advice on a suitable time to lodge the response to AusTender.

34 Request for Tender for Work for the Dole Coordinator services 2014-2015

C o n t a c t D e t ai l s a n d U s e f u l R e s ou r ce s Contact Details

Employment Services Purchasing Hotline

Requests to the Department for further information regarding the Work for the Dole Coordinators services Request for Tender process should be directed to the Hotline:

Telephone: 1300 733 514

Email: [email protected]

The Hotline operates 9.00 am to 5.00 pm, Monday to Friday, Canberra time, (except for ACTand national public holidays).

AusTender Help Desk

All queries and requests for technical or operational support must be directed to:

Telephone: 1300 651 698

Email: [email protected]

The AusTender Help Desk is available 9.00 am to 5.00 pm, Monday to Friday, Canberra time, (except for ACT and national public holidays).

Useful Resources

Website Information available

AusTender

www.tenders.gov.au

Access to Work for the Dole Coordinators services Request for Tender process documentation

AusTender Help including the AusTender Public User Guide and Frequently Asked Questions

Australian Bureau of Statistics

www.abs.gov.au

Statistical information

Labour Market Information Portalwww.employment.gov.au/lmip

Labour Market information

Selected Areaswww.employment.gov.au/work-dole-selected -areas

Maps of the selected areas

Te nd er C h ec kli st

Before you submit your Tender, make sure you have:

Registered with AusTender and downloaded the Work for the Dole Coordinators services Request for Tender documentation

Read the Request for Tender

Accessed all useful information available to you

Practiced lodging a response into AusTender through the ‘DemoATM2014’

Answered all relevant questions in the tender forms includingo completed the Tenderer Declaration, Tenderer Information and Tenderer Contact Details

sections, ando completed the evaluation criteria for each of the selected areas for which you are applying

Combined in a zip file:o your completed tender formso your evaluation criteria responses for each selected areao your Financial and Credentials forms

Lodged your Tender on AusTender allowing sufficient time

Saved the response receipt email (once your Tender is lodged) that is sent to your registered email address

Contacted the Hotline if you have lodged multiple Tenders into AusTender

36 Request for Tender for Work for the Dole Coordinator services 2014-2015