haven; home, safe area northern mallee transitional

H A V E N ; H O M E , S A F E

A r e a N o r t h e r n M a l l e e

T r a n s i t i o n a l H o u s i n g M a n a g e m e n t P r o g r a m

S t o c k C o n t r o l a n d R u b b i s h R e m o v a l

Expression of Interest O C T O B E R 2 0 1 7

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H H S S T O C K C O N T R O L A N D R U B B I S H R E M O V A L E X P R E S S I O N O F I N T E R E S T O C T O B E R 2 0 1 7

A R E A N O R T H E R N M A L L E E

www.havenhomesafe.org.au

Loddon Mallee Housing Services Ltd trading as Haven; Home, Safe. ABN 28 081 883 623.

C O N T E N T S

Bendigo

10–16 Forest Street, Bendigo VIC 3550 [email protected] tel 03 5444 9000 fax 03 5444 9091

INTRODUCTION……………………………….………………………………..…3

BACKGROUND INFORMATION……………………………………………. 3

EXPRESSION OF INTEREST…………………………………………………… 4

CONTRACTOR INFORMATION – KEY SELECTION CRITERIA…….5

EXPRESSION OF INTEREST ASSESSMENT ENQUIRIES..........…..5

CLOSING DATE …………………………….…..………………………………….5

EXPRESSION OF INTEREST ASSESSMENT PANEL...…………..….…6

CONDITIONS OF EXPRESSION OF INTEREST………….……………… 6

DISCLAIMER …………………………………………………..……………………7

EXPRESSION OF INTEREST TIMELINES……………….……..…………. 7

ATTACHMENT……………………………………………………..……………….7

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Introduction

Haven; Home, Safe (HHS) is the largest integrated housing and homelessness support provider in Victoria. In a world where homelessness and housing crisis exist, our purpose is to connect people with housing options and integrated supports so that they can find and keep a place to call home.

We assist thousands of people each year who are in housing crisis, homelessness, or in financial stress,

helping them address the issues leading to their circumstances and find appropriate housing.

We offer a variety of housing types from short-term emergency accommodation through to

transitional and long-term affordable rental housing across Victoria. We also provide specialist support

services ranging from housing assistance for the elderly through to disability residential support.

HHS has been providing services to the homeless and disadvantaged for more than two decades across

the Loddon and Mallee regions of the state.

Background information Operationally, HHS provides an integrated continuum of housing services and support programs. As is

the nature of such programs, a collaborative approach to service delivery is essential and HHS’s strong

links to service providers, our customer base, and investors has laid foundation to a great deal of

respect and recognition within the sector and ensured our services reach a wide and diverse range of

people in need.

HHS provides short term Transitional and crisis housing as well as long term Affordable Housing.

The aim of the Transitional Housing Program is to:

address immediate crisis and housing needs;

link clients to support services to address barriers to housing and issues contributing to their

ability to secure and maintain housing

assist tenants into stable longer term housing options, best able to meet their individual

housing needs.

Transitional Housing is offered to our clients in Kerang, Swan Hill, Robinvale, Mildura and other areas

not covered under this proposal.

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Expression of Interest You are invited to express your interest in contracting for the Stock Control and Rubbish Removal

Services of Haven; Home, Safe (HHS) managed Transitional Housing Properties (THM) in the Northern

Mallee Region as identified in the following table.

LOCATION NUMBER OF PROPERTIES

Mildura 42

Robinvale 4

The Contractor will be required to:

1. Provide fully maintained vehicle, equipment and trailer.

2. Provide travel to and from all Transitional Housing Properties (THM) in the Mildura and

Robinvale areas.

3. Collect on a monthly basis or as requested, stock order from local supplier in Mildura,

comprising basic boxed items, and transport to HHS storage facility.

4. Transfer on short notice, white goods for repair between THM Properties and repair business,

and then collect from repairer and return to property.

5. Deliver and/or remove stock items of furniture eg. single and double bed bases, futons, table

and chairs, from HHS storage facility in Mildura to various THM properties within the

contracted area or return to storage facility.

6. Working in conjunction with housing staff, record stock movement being added or removed

from HHS storage facility with an aim to respond in a timely manner to delivery requests.

7. Place stock items in the appropriate rooms of the property and set up boxed futons, beds and

tables.

8. Remove and dispose of rubbish from both inside and out of THM properties as directed.

9. Cover any landfill fees.

10. Carry out minor responsive maintenance as requested eg. minor repairs to furniture.

11. Maintain the security, safety and confidentiality of the properties and storage facility at all

times, as per HHS contracted confidentiality agreement.

12. Ensure safe operations with all relevant JSA’s or Safe Work Method Statements, processes and

OHS legislation.

13. Maintain the storage facility in a safe and orderly manner.

14. Ensure a responsive and timely service in line with HHS Key Performance Indicators (KPI’s) and

timeframes.

15. Possess excellent customer service skills and adhere to customer service expectations of HHS.

16. Provide detailed invoices as per HHS requirements.

17. Provide delivery of the requested services during times of leave, such as, sick leave, annual

leave or any other type of leave, to maintain continuity of services.

18. Deliver the services with due care and expertise, and comply with OH&S legislation.

19. Meet with HHS representative each 12 months for review of procedures, safety audit, and

feedback.

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Contractor Information - Key Selection Criteria EOI submissions will be evaluated against the following key selection criteria:

1

Provide a brief overview of your company/organisation/agency.

2

Provide details of past performance in providing similar services; and

experience and expertise of the Applicant’s key personnel.

3

Demonstrate ability to provide the Stock Control and Rubbish Removal Services required.

4

Demonstrate ability to develop a cooperative and collaborative relationship with HHS.

5

Demonstrate quality systems and processes for the management of Occupational Health

and Safety, including processes for identifying and managing Risk.

6

EOI Contractor Application OHS Assessment – Appendix A

7

Provide certificates of currency for relevant insurances, ie. Public Liability, Professional

Indemnity, Work cover Insurance, and any other relevant insurances.

8

Please provide your fee structure and your rate for the services required.

Expression of Interest Assessment Enquiries Applicants will have an opportunity to have formal responses to questions up until Friday 13th October

2017. All questions and answers will be emailed to all interested parties.

For all enquiries in relation to the process or access to additional information, please email Sue

Devereaux, [email protected] or phone 03 5444 9031.

Closing date for submissions

Submissions to be received by 4:00PM, Friday 20th October 2017.

Expression of Interest Submissions to be emailed to [email protected]

EOI submissions lodged after the closing date will not be accepted.

mailto:[email protected]

mailto:[email protected]

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Expression of Interest Assessment Panel A panel comprising representatives from HHS will assess submissions against the above criteria. Based

on the responses to the EOI, respondents will be short-listed and invited to participate in an interview

to provide detailed information on their proposal. HHS reserves the right not to proceed with the EOI

process.

The proposed interview may include a request for additional requirements that are not documented

in this EOI.

When the preferred contractor has been approved, they will be notified of this in writing via email.

All unsuccessful applicants will be informed of the outcome via email.

Conditions of Expression of Interest The term of the agreement is a 3 year term. Prior to the commencement of the Contracted Services,

the successful applicant will be required to sign a Stock Control and Rubbish Removal Service

Agreement and Confidentiality Agreement and provide documentation including, but not limited to:

Current Professional Indemnity, Public Liability, Work cover Insurances and any other relevant

insurances as required.

Safe Work Practices ie. Job Safety Analysis, Safe Work Method Statements

Submit EOI Contractor Application OHS Assessment (refer Appendix A)

The successful applicant will be required to provide their own vehicle and tools to complete the Stock

Control and Rubbish Removal works detailed within the EOI.

The successful applicant will be required to participate in an induction process with HHS.

HHS recruitment policy routinely requires employees and contractors to have a current Police and

Working with Children (WWC) check.

Addenda HHS may amend the EOI Information Package documents at any time. Any amendment to these

documents will be issued in the form of an Addenda and will be issued directly to any organisation that

has registered an Interest in the EOI.

Responsibility for checking for such Addendum will remain the responsibility of the applicant. No

explanation or interpretation of these documents may be relied upon by applicants unless given in the

form of an addendum.

Haven; Home; Safe’s rights

HHS reserves the right to:

Invite any person or entity to submit an EOI;

Extend the EOI closing date;

Accept or choose not to accept any EOI submission;

Clarify any aspect of an EOI after the closing date;

Seek additional information from applicants in relation to their EOI submissions;

Make enquiries of any person or entity to obtain information about the applicant and its submission;

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Following evaluation of EOI’s, invite revised EOI’s from one or more applicants;

Enter into negotiations with any other person or entity who is not an applicant;

Discontinue negotiations at any time with any applicant;

Terminate this EOI process at any time;

Elect not to proceed with the EOI;

Vary any information, requirement, terms, process, time period, time or date set out in this EOI;

Negotiate with any or all applicants; and

Enter into a contract or other binding relationship with any applicant or with any other party in respect

of any matter referred to in this EOI.

Ownership of documents

All documents comprising this Information Package remain the property of HHS. The EOI submissions

become the property of HHS. HHS warrants that the intellectual property contained in the EOI

submission shall only be used for the purposes of assessment of the EOI and that HHS will maintain

said information in an appropriate and confidential manner so as to protect the intellectual property

of the applicant.

Disclaimer HHS is not committed contractually in any way or otherwise legally bound to applicants registering

their Interest in response to this EOI. Neither the issue of this EOI Information Package, nor the

submission of any EOI commits or otherwise obliges HHS to proceed with the EOI, any future EOI

process, or any phase or part of the project described in the EOI Information Package.

Haven; Home, Safe will not be liable for any costs, expenses or losses incurred by organisations or

persons in preparing an EOI submission or otherwise in relation to this EOI Information Package.

Expression of Interest Timelines

Questions by Friday 13th October 2017

EOI submissions close Friday 20th October 2017.

EOI successful Applicant notified by email and advised of a commencement date in due course.

Attachment

Appendix A - EOI Contractor Application OHS Assessment CM6

EOI CONTRACTOR APPLICATION OHS ASSESSMENT

Document No: CM 6

Appendix A

Approved by: Exec Issue date: 2010 Review by: Feb 2016 Page: 1 of 5

EOI CONTRACTOR APPLICATION

OHS ASSESSMENT This questionnaire forms part of the Organisations Expression of Interest (EOI) evaluation process and is to be completed by applicants who do not have third party accreditation. The objective of the questionnaire is to provide an overview of the status of the applicants’ OHS management system and form the basis of further audit. Applicants will be required to verify their responses noted in their questionnaire by providing evidence of their ability and capacity in relevant matters.

Certification

The information provided in this questionnaire is an accurate summary of the Contractor’s OHS Management System.

Organisation

Name:.....................................................................................................…………...........

Status of Health & Safety Management System (please tick as appropriate) 3rd party accredited OHSMS NO YES If Yes specify….............................................................……………………………………… If yes, complete only Parts 6.3 and 7.

Signed:..................................................….....

Name:........................................................

Position:.......................................……...........

Date:..........................................................

Contract Details

Contract Name: .....................................................................................................................

Contract Number: ....................................................


Document No: CM 6

Appendix A


Requirements Yes No 1 OHS Policy and Management

1.1 Is there a written OHS policy? If yes provide a copy of policy. Comments.

........................................................................................................

........................................................................................................

........................................................................................................

1.2 Has the Contractor previously had an OHS Management System certified/accredited by a recognised independent authority (e.g.: SafetyMAP, NSCA, etc)?

If Yes provide details ........................................................................................................ ........................................................................................................ ........................................................................................................

1.3 Is there an OHS Management System manual or plan? If yes provide a copy of contents page(s). Comments

........................................................................................................

........................................................................................................

1.4 Are OHS responsibilities clearly identified for all levels of staff? If Yes provide details:

........................................................................................................

........................................................................................................

...................................................................................................................................................................

2 Safe Work Practices and Procedures

2.1 Has the Contractor prepared safe operating procedures or specific safety instructions relevant to its operations?

If yes, provide a summary listing of procedures or instructions. Comments ........................................................................................................ ........................................................................................................ ........................................................................................................

2.2 Does the Contractor have any permit to work systems? If Yes, provide a summary listing or permits:

........................................................................................................

........................................................................................................

2.3 Is there a documented incident investigation procedure? If Yes provide a copy of a standard incident report form.


Document No: CM 6

Appendix A


2.4 Are there procedures for maintaining, inspecting and assessing the hazards of plant operated/owned by the Contractor or supplied to the Contractor?

If Yes, provide details ........................................................................................................ ........................................................................................................ ........................................................................................................ ........................................................................................................

2.5 Are there procedures for storing and handling hazardous substances?


2.6 Are there procedures for identifying, assessing and controlling risks associated with manual handling?


...................................................................................................................................................................

3 OHS Training

3.1 Describe how OHS training is conducted in your organisation ........................................................................................................ ........................................................................................................ ........................................................................................................ ........................................................................................................

3.2 Is a record maintained of all training and induction programs undertaken for employees in your organisation?

If Yes, provide examples of safety training records ........................................................................................................ ........................................................................................................ ........................................................................................................ ........................................................................................................ ........................................................................................................

...................................................................................................................................................................


Document No: CM 6

Appendix A


4 OHS Workplace Inspection

4.1 Are regular OHS inspections at worksites undertaken? If Yes, provide details:

........................................................................................................

........................................................................................................

........................................................................................................

4.2 Are standard workplace inspection checklists used to conduct OHS inspections?

If Yes, provide details or examples: ........................................................................................................ ........................................................................................................ ........................................................................................................

4.3 Is there a procedure by which employees can report hazards at workplaces?

If Yes, provide details ........................................................................................................ ........................................................................................................ ........................................................................................................

...................................................................................................................................................................

5 OHS Consultation

5.1 Is there a workplace OHS committee? ........................................................................................................

........................................................................................................

........................................................................................................

5.2 Are employees involved in decision making over OHS matters? If Yes, provide details

........................................................................................................

........................................................................................................

........................................................................................................

5.3 Are there employee elected representatives?

Comments ........................................................................................................ ........................................................................................................ ........................................................................................................

6 OHS Performance Monitoring

6.1 Is there a system for recording and analysing OHS performance statistics?

If Yes provide details: ........................................................................................................ ........................................................................................................ ........................................................................................................


Document No: CM 6

Appendix A


6.2 Are employees regularly provided with information on your organisation’s OHS performance?

If Yes, provide details: ........................................................................................................ ........................................................................................................ ........................................................................................................

6.3 Has the Contractor ever been convicted of an occupational health and safety offence?

If Yes, provide details: ........................................................................................................ ........................................................................................................ ........................................................................................................

...................................................................................................................................................................

7 References

7.1 Please provide the following information for the three (3) most recent contracts completed by the Contractor:

Contract 1 Contract 2 Contract 3

Contract Description

Client

Contact

Phone No

Number of lost time injuries

Number of person days on contract

Total days lost due to injuries

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