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The Australian National University
Facilities and Services Division
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PAPER: 1809/1999

FROM:     Director, Facilities and Services Division
DATE:    5 June 2008
REF:         4.9.2.66 Pt 1 / 4.9.2.33 Pt 1

SUBJECT: Tender Procedure

The Facilities and Services Division is required to ensure that all Requests for Tenders (RFT), Requests for Proposals (RFP), and Expressions of Interest (EOI) comply with the University’s policy requirements. While the current procedures are generally compliant, there are some areas where current practice needs to be modified. Consequently, with effect immediately for new projects and where practicable for existing projects (noting my paper of 15 July 1999), the following policy and procedures will apply to the management of tenders let by this Division.

All tenders will comply with the policy principles detailed in the ANU Purchasing Policy and the delegations listed in the ANU Delegations and Agencies Arrangements.

A formal Tender Board will be established to coordinate the letting of tenders within Facilities and Services. The Board will consist of the following members:

  • Director, Facilities and Services or nominee.
  • Director, Financial and Business Services or nominee.
  • Member of Facilities and Services staff with expertise in the area being tendered. The expert member should not be a member of the Tender Board if he/she is part on the Tender Evaluation Committee.
  • Member of Facilities and Services staff to act as the Tender Board Secretary.

All board members with the exception of the staff member with expertise in the area being tendered are ex officio. The "expert" member will change depending on the tender being considered. The Director, Facilities and Services or nominee will act as Chair and if considered appropriate, may also fill the position of Tender Board Secretary.

The members of the tender board will be finalised before the close of each respective tender.

Where appropriate, the Chair of the Tender Board can refer the tenders to an evaluation committee which includes a qualified staff member, prior to making a recommendation on the tender.

The Chair will then refer the preferred tender to the Director, Facilities and Services for consideration. The following documentation will be included:

  • Tender Board Minute (signed by all Tender Board members)
  • Pre-tender estimate of cost and a source of funds
  • Evaluation Report
  • Recommended tender

Once approved, the Tender Board Secretary will file the original of approved Tender Board Minute on the Tender Board file and forward a copy to the originator of tender.

The attachment describes the tender process in detail and includes a process work flow. In some circumstances, it may be more appropriate to seek expressions of interest (EOI), rather than call for the tenders. While this paper does not define the specific circumstances under which EOIs will be sought, generally speaking, this process will be restricted to the provision of specific types of business consultancies, such as value management and industry advice. All EOIs must be approved by the appropriate delegate. Consequently, a call for EOIs to provide services where the cost is likely to exceed $50000 must be approved by the Director, Facilities and Services.

The documentation for EOIs will prepared by the relevant Divisional Officer and will include a detailed description of the services required. It will also ensure that submissions provide details of any relevant experience, background material and if appropriate, a schedule of costs. A closing time/date will be set and submissions must be placed in the Facilities and Services Tender Box. Once received, the recording and evaluation of EOIs will be completed in accordance with the steps outlined in the Tender Process.

Warwick Williams (Signed)


THE AUSTRALIAN NATIONAL UNIVERSITY FACILITIES AND SERVICES DIVISION

 

PROCESS FOR CALLING OF EXPRESSIONS OF INTEREST AND THE LETTING OF TENDERS

AIM: To detail the process for calling of Expressions of Interest and the letting of tenders for any work managed by the Facilities and Services.

SCOPE: The process covers all actions related to the calling of Expressions of Interest and in respect of the letting of tenders, all actions from the creation of tender documentation through the approval of the successful tenderer and notification to unsuccessful tenderers. The process also details the responsibilities of relevant officers, the records that must be retained and the administrative actions that must be completed.

ASSOCIATED POLICIES:

  1. ANU Purchasing Policy
  2. ANU Delegations and Agencies

FORMS:

  1. ANU Tender Proforma (Annex C1, ANU Purchasing Policy)
  2. ANU Tender Board Record Form
  3. Standard Letter – Advice to unsuccessful tenderers

DEFINITIONS:

Tender BoardA Board convened by Director, Facilities and Services or delegate/agent in accordance with the University Purchasing Policy to record and make recommendations on tenders.

Chair, Tender BoardDirector, Facilities and Services or nominee

Tender Board Secretary (TBS)An officer appointed by the Director, Facilities and Services or delegate/agent to provide secretariat to the Tender Board.

Project OfficerAn officer appointed by the Director, Facilities and Services or delegate/agent to be a member of the Tender Board. Generally, the Project Officer will be a senior representative of the area letting the tender.

Evaluation CommitteeAn individual expert or a group of experts appointed by the Chair, Tender Board to evaluate tenders.

RESPONSIBILITIES

The specific responsibilities of all relevant Facilities and Services staff and Tender Board members are detailed in the following section:

  1. Director, Facilities and Services

     

    • Approve use of Select Tender process in place of Public Tender process, if appropriate.
    • Approve acceptance of tender.

     

  2. Director, Financial and Business Services (or delegate)

     

    • Hold Facilities and Services Tender Box key and attend opening of tender box.
    • Participate as a member of the Facilities and Services Tender Board and attend weekly meetings.

     

  3. Chair, Tender Board

     

    • Chair Tender Board meetings.
    • Refer tenders to an appropriate expert/s for evaluation, when appropriate.
    • Refer tender documentation to Director, Facilities and Services or approved delegate or agent for approval.
    • Sign and dispatch letters of notification to unsuccessful tenderers.

     

  4. Project Officer (Officer originating tender request )

     

    • Seek approval from Director, Facilities and Services to let a Public Tender, or if relevant, approval to let a Select Tender. The request for approval should include a pre-tender estimate and advice on the source of funds.
    • Draft tender documentation, ensuring that it includes the following:
      1. Time and date that tenders close
      2. Location of tender box
      3. Limitations on the size of the tender submission
      4. Advice that late tenders will not be accepted
      5. Advice that tenders not placed in the Tender Box will not be accepted
    • Where appropriate. draft advertisement for Public Tender and refer to the Tender Board Secretary.
    • Where appropriate, draft letters of invitation for a Select Tender for dispatch and refer a copy to the Tender Board Secretary for retention on file. for dispatch
    • Participate in the Tender Board deliberations, if required.
    • Act as a member of the tender evaluation committee, if required.
    • File a copy of the approved Tender Board minute and other relevant documentation on the Project File.

     

  5. Tender Board Secretary

     

    • Where required by ANU Purchasing Policy, place advertisements for public tenders and advise the officer originating the tender that action has been taken.
    • Where appropriate, dispatch letters of invitation to participate in a Select Tender and advise the officer originating the tender that action has been taken.
    • Prepare agenda for the weekly Tender Board Meeting and dispatch to Tender Board members. The agenda will include details of new tenders and any outstanding tenders.
    • Prepare Tender Board Minute for signature by Tender Board members.
    • Hold key for the Facilities and Services Tender Box.
    • Confirm the attendance of the Financial and Business Services representative at the opening of the Tender Box
    • Attend opening of the Tender Box.
    • Draft letters of notification to unsuccessful tenderers and forward to the Chair, Tender Board for signature and dispatch.
    • File original of the approved Tender Board Minute and relevant documentation on the Tender Board file.
    • Forward a copy of the approved Tender Board Minute and relevant documentation to the officer originating the tender.

     

     

     

    PROCESS WORK FLOW

    ACTIONS AND RESPONSIBLE OFFICERS

     

    ActionResponsible Officer
    Step 1:
    The relevant Divisional Officer seeks the approval of the Director, Facilities and Services or delegate to call for tenders.

    Note:
    The ANU’s policy is to seek public tenders for all goods and services valued above $50,000 (tenders are not necessarily required for purchases under $250,000 provided this amount is comprised of items that do not exceed $50,000 for unit). Where the market is highly specialised and limited to a few suppliers, or if there are special circumstances, there may be sound reasons for not calling for public tenders. In such cases, it may be appropriate to confine tenders to known suppliers or negotiate directly with a sole supplier. Where these circumstances exist, the case should be documented and forwarded to the Director, Facilities and Services for approval.


    Divisional Officer

    Director, Facilities and Services or delegate/agent

    Step 2:
    Establish tender board with membership as follows:
    • Director, Facilities and Services or nominee (Chair)
    • Director, Financial and Business Services or nominee
    • Member of F&S staff with expertise in works being tendered (Project Officer) (Inclusion of the Project Officer is optional. The Project Officer should not be a member of the Tender Board where he/she is part of the Evaluation Committee.
    • Member of F&S Staff to act as Tender Board Secretary (TBS)
    Note:
    Director, Facilities and Services or nominee may act as TBS, thereby reducing the size of the Tender Board.

    Director, Facilities and Services or delegate/agent
    Step 3:
    Draft tender documentation using the ANU Tender Proforma as a guideline and modifying where appropriate. Draft advertisement and pass to TBS for action. A pre-tender estimate and will also identify the source of funds.

    Note:
    1. Tender documentation will clearly state the following:

    • Time and date that the tenders close
    • Location of the Tender Box
    • The following criteria for selection
    • Price
    • Degree of compliance with terms of tender
    • Ability to complete the work as specified
    • Experience
    • References, including current credit rating
    • Industrial and OH&S record
    • Quality and Environmental Certification (if applicable)
    • Limitations on the size of tender submission, to ensure that the submission can be wholly enclosed within the Tender Box. Where the background documentation is likely to exceed these limitations a specific instruction should be included that requires the tenderer to submit the background documentation only to an identified officer of the Division before the time/date set for the close of tenders.
    • Advise that tenders not placed in the Tender Box (eg. left with F&S staff, submitted by fax or electronic mail) will not be considered.
    2. Tender Box will be locked using two keys, one held by the Director, Facilities and Services or nominee and the other by Director, Financial and Business Services or nominee.

    Project Officer
    Step 4:
    Allocate Tender Number

    Tender Board Secretary
    Step 5:
    Place Advertisement (Public Tender) or forward documentation to selected tenderers (Select Tender) and notify Project Officer

    Tender Board Secretary
    Step 6:
    Prepare an agenda for the Tender Board meeting and forward to members at least 3 working days prior to the closing date of the tender. Confirm the attendance of the representative of Financial and Business Services.

    Tender Board Secretary
    Step 7:
    Open Tender Box, raise Tender Board Minute and record receipt of tenders.

    Note:
    Late tenders will not be accepted and this must be stated clearly in the request documents. If a tender is late, the supplier (tenderer) should immediately be advised that it will not be considered and the tender returned unopened.


    Tender Board Secretary and Director, Financial and Business Services or delegate.
    Step 8:
    Witness receipt, initial all tenders and sign Tender Board Minute

    Note:

    1. Members of the Tender Board are to treat the details of the tenders and related Board deliberations as "Commercial in Confidence"
    2. All members of the Tender Board must be present at the time the tenders are received and remain present until the Tender Board minute is checked and signed off by all members.
    3. Chair of the Tender Board may approve the attendance of an independent consultant/expert associated with the tender at the Tender Board meeting.
    Chair of the Tender Board may approve the attendance of an independent consultant/expert associated with the tender at the Tender Board meeting.

    Members, Tender Board
    Step 9:
    Where required, refer tenders to an appropriate qualified individual or if appropriate, an evaluation committee, for assessment.

    Note:

    1. Where an Evaluation Committee is used, the Committee will be convened by the Chair of the Tender Board.
    2. Members of the Evaluation Committee are to treat the details of the tenders and related comments and recommendations as "Commercial in Confidence"

    Chair, Tender Board
    Step 10:
    Evaluate tenders against the selection criteria detailed in Step 3 and submit a written report to the TBS for action.

    Note:
    1. All tenders are evaluated on the basis of the following:

    • Price
    • Degree of compliance with terms of tender
    • Ability to complete the work as specified
    • Experience
    • References, including current credit rating
    • Industrial and OH&S record
    • Quality and Environmental Certification (if applicable)
    2. The Specialist Evaluator will complete a "Tender Evaluation Form" (attached).

    Evaluation Committee
    Step 11:
    Reconvene Tender Board and assess review the Evaluation Report. Make a recommendation on letting of the tender and refer it to the Director, Facilities and Services or delegate/agent for consideration. The recommendation should be accompanied by all related documentation, including:
    • Pre-tender estimate
    • Source of funds
    • Evaluation report
    • Tender Board Minute (signed by all members)
    • Recommended tender

    Chair, Tender Board
    Step 12:
    Assess recommendation and where appropriate, approve tender and sign contract.

    Note: All contracts must have an appropriate clause detailing the University's requirements in respect of the Goods and Services Tax.


    Director, Facilities and Services or delegate/agent
    Step 13:
    File original "approved" Tender Board minute and all tender documentation on the Tender Board file

    Tender Board Secretary
    Step 14:
    Notify Project Officer that tender has been approved and forward a copy of the "approved" Tender Board Minute and associated documentation to the Project Officer for retention on the relevant project file.

    Tender Board Secretary
    Step 15:
    Notify unsuccessful tenderers in writing following the signing of the contract with the successful tenderer and retain copies on the Tender Board file

    Tender Board Secretary
    Step 16:
    Monitor progress of outstanding tenders at the weekly Tender Board meeting and advise original requisitioning officer of the current status

    Chair, Tender Board