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INVITATION FOR TENDER for Lachlan Shire Council Depot

LACHLAN SHIRE COUNCIL

Invitation for Tender T2017/7

Design and Documentation of a New Council Works Depot, Condobolin

Tenders close at 4:00 PM on Thursday 4 May 2017.

Envelopes to be marked with

“Design and Documentation of a New Council Works Depot, Condobolin”

Contact person for further information:

Tekohi Rivera, Director Infrastructure Services

Ph: (02) 6895 1961

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CONTENTSCONTENTS.........................................................................................................................................2

1. PROJECT SUMMARY......................................................................................................................3

2. BACKGROUND INFORMATION.......................................................................................................3

3. ABOUT LACHLAN SHIRE COUNCIL..................................................................................................3

4. SCOPE IDENTIFICATION AND ‘WISH LIST’......................................................................................4

5. DELIVERABLES................................................................................................................................4

6. SELECTION CRITERIA......................................................................................................................4

7. PRICE.............................................................................................................................................5

8. ASSESSMENT OF TENDERS.............................................................................................................5

9. MEETING WITH COUNCIL..............................................................................................................5

10. RISK IDENTIFICATION AND SAFETY IN DESIGN WORKSHOP.......................................................6

11. WORK HEALTH AND SAFETY......................................................................................................6

12. CONDITIONS OF CONTRACT......................................................................................................6

13. LODGEMENT..............................................................................................................................6

14. INFORMATION...........................................................................................................................6

APPENDIX A...................................................................................................................................7

APPENDIX B...................................................................................................................................9

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1. PROJECT SUMMARYLachlan Shire Council is seeking the services of a suitably qualified consultant for the design and documentation of a proposed new Works Depot in Condobolin. Services required include:

Confirmation of proposed site limits Completion of Development Applications Geotechnical Investigation of chosen site Concept Design of new Council Depot as per Council’s confirmed ‘wish list’ Risk Identification / Safety in Design workshop with stakeholders for Concept Design Preliminary Cost Estimate for concept design for Council Review Detailed design based on comments from Council Update of cost estimate Preparation of Issue for Construction Drawings and Specifications Preparation of Tender Documentation for Construction works Review and recommendation of Preferred Tenderer

Tenderers are to conduct their own services investigation. Council will provide the following services information if available:

Underground Council Services Third party U/G and O/H services information and historical flood aerial maps.

2. BACKGROUND INFORMATION Council’s current Depot site is divided into 2 sections, the main depot consisting of approximately 8580m2 and the bulk storage depot consisting of approximately 8480m2.

The current main depot has become heavily congested with plant, especially on those days when all the staff are commencing duties at the depot at the same time. The current depot lacks sufficient undercover storage and has a workshop that is unsecured, undersized, antiquated and has OH&S concerns.

Alternate sites for a new depot were investigated with lots 4 – 7 Galari Circuit Condobolin Industrial Estate being chosen as the preferred site. There is potential to utilise sections of the road reserve to the north of the site following further discussion with Council. A copy of the Galari Circuit industrial Estate is included in Appendix B.

3. ABOUT LACHLAN SHIRE COUNCILLachlan Shire is located in the Central West of New South Wales; 200km west of Orange, 100km west of Parkes, 220km south west of Dubbo and 228km north east of the Griffith.

Lachlan Shire has an area of 14,973 square kilometres and hosts the towns of Condobolin, Lake Cargelligo and Tottenham and villages of Albert, Burcher, Tullibigeal, Fifield and Derriwong. Refer to Council’s website for more information www.lachlan.nsw.gov.au

At present there are approximately 50 staff members working for the Lachlan Council Works Department. The design should be based around having 35 staff members at the depot at any one time.

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http://www.lachlan.nsw.gov.au/


4. SCOPE IDENTIFICATION AND ‘WISH LIST’The design shall consider the following items. A summary of design requirements for these items are detailed in Appendix A:

Security Car Parking Amenities Offices Store Independent storage sheds to keep various trades separate. Shed size approximately

5m high by 6m wide. Workshop Fuel area Bulk Storage Area

5. DELIVERABLESKey deliverables are:

Concept Design based on ‘wish list’ detailed in Appendix A of this RFQ for Council Review.

Preliminary Cost Estimate of concept design for Council Review. DA in accordance with Lachlan Shire Council’s DA submission requirements:

http://www.lachlan.nsw.gov.au/planning-building/development-application- process/submitting-your-da.aspx

Detailed design incorporating any changes / modifications requested by Council as identified in the Risk Assessment workshop.

Update of cost estimate to incorporate any changes. Issue for Construction Drawings and specifications. The plans shall:

Provide sufficient engineering detail including member sizes, grades and and specifications to allow the project to proceed to construction;

Contain an accurate bill of quantities; Comply with all relevant codes, standards and legislation.

Tender Documentation for Construction works. Review and recommendation of Preferred Tenderer report.

6. SELECTION CRITERIATenders should address the following selection criteria:

Details of how your company will fulfill the deliverables as outlined in Item 5. Name / role of key team members. Experience working for local government, preferably in regional settings. High level experience in dealing affectively / positively with council committees and

meetings, community meetings and groups. Experience in working with multi-disciplinary teams.

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http://www.lachlan.nsw.gov.au/planning-building/development-application-process/submitting-your-da.aspx

http://www.lachlan.nsw.gov.au/planning-building/development-application-process/submitting-your-da.aspx


7. PRICE

The price for the fee proposal shall be in the form of a lump sum exclusive of GST with a price for each item as outlined in Table 1 below. In addition to the Lump Sum, a schedule of hourly rates for key design personnel should be included.

Table 1 Lump Sum Fee Schedule:Activity $ Price (excluding GST)

Initial activities including Inception meeting, site limit confirmation, completion of DA.Geotechnical InvestigationConcept design based on ‘wish list’ for Council reviewPreliminary cost estimateRisk Identification workshop with stakeholdersDetailed DesignFinalise cost estimateIFC drawings including specifications and BOQPreparation of Tender Documentation for construction TenderReview and Recommendation of Preferred Tenderer

8. ASSESSMENT OF TENDERSFee proposals will be assessed against the following criteria:

Understanding of the brief Price Experience and qualifications Compliance with WH&S and insurance requirements Demonstrated competence with Safety in Design

Council may at its discretion select any or no proposal. Proposals will be weighted against all criteria, not just price.

9. MEETING WITH COUNCIL The successful Tenderer, as chosen by Lachlan Shire Council, will be asked to participate in an inception meeting to discuss the role, duration of engagement and to further develop the scope of works for all project phases.

10. RISK IDENTIFICATION AND SAFETY IN DESIGN WORKSHOPOnce the concept design has been issued to Council, the successful Tenderer will be required to attend a one day Risk Assessment workshop with Council and stakeholders to address Safety in Design.

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11.WORK HEALTH AND SAFETYThe Contractor must ensure its compliance with the Work Health and Safety Act 2011, Work Health and Safety Regulation 2011, relevant codes and practices and their associated acts, regulations and codes of practice.

12. CONDITIONS OF CONTRACTThe General Conditions of Contract shall be AS 4122-2010. This document is deemed to be included in the Contract Documents and copies are available from Standards Australia. PART A, PART B and PART C, Annexures to the Australian Standard General Conditions of Contract for Consultants AS 4122-2010 are attached in Appendix C.

13. LODGEMENTComplete proposals will be considered only if:

a) titled “IFT T2017/7: Design and Documentation of a New Council Works Depot, Condobolin Attention Tekohi Rivera, Lachlan Shire Council”.

b) received in hardcopy in the Tender Box, Reception Office, Lachlan Shire Council, 58-64 Molong Street Condobolin NSW 2877 or electronically with total attachment’s size to be less than 8MB to [email protected]

c) received by the closing time and date 4pm Thursday 4 May, 2017.

Proposals will need to contain the following information:1. Price in the form of a lump sum exclusive of GST2. Hourly rates for key personnel and a schedule of disbursement rates3. Detailed programme of delivery4. Details of any staged payment schedule5. Relevant experience, portfolio examples and referees from similar projects6. Evidence of certificates of currency for professional indemnity and public liability

insurance.

14. INFORMATIONAll enquiries relating to this Tender must be directed to:

Tekohi Rivera | Director Infrastructure ServicesLachlan Shire Council Phone: 02 6895 1961 | Fax: 02 6895 3478 [email protected]

between 9:30am and 2:30 pm, Monday to Friday. No Tender clarifications will be receive after 28th April, 2017.

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mailto:[email protected]

mailto:[email protected]


APPENDIX ASCOPE IDENTIFICATION AND ‘WISH LIST’

Security The site shall be secured by a high fence and a boom gate at the entrance.

Depot workers will have access cards and all other access to and from site will be monitored. The exit shall have a one way ‘exit only’ boom gate.

Car Parking Provide an external visitor and staff car parking area. Allow for 4 visitor

spaces and 20 employee spaces. Allow for 15 council cars to parked inside the depot over night or during holiday breaks. Car parks shall be sealed.

Amenities The ancillary building shall include a meal room, training room, toilets and

showers, open plan office space for 3 employees, one separate office and one interview / meeting room. The meal room can double up as training room with a kitchenette at one end. The common meal room should be large enough to allow 2/3 of the room to be used for training room and other 1/3 for a meal room. A partition could be used so there are no interruptions to the training. Total number of staff is 50 however the meal room should cater for 35 people at one time. The meal room, training room, office space and meeting room shall all have air conditioning. Note: Training which will be held at the depot such as first aid, manual handling, confirmed spaces etc. will cater for approximately 20 people. Larger training sessions will be held at the Council office building.

Number of toilets and showers should fall in line with 35 staff members. A laundry room with one washing machine shall be included in the new amenities building.

The ancillary building shall provide 50 lockers for staff. The ancillary building will require Data access and a server room to ensure

the Depot remains on the Council network. Preferably there will still be a line of site between the Depot and Council building to allow the microwave link to be maintained.

Storeroom. This will be the front entrance of the depot and where visitors to and from the site shall be controlled. The storeroom shall include:

Air-conditioning One-way access from store into workshop Forklift accessibility Electric roller doors Pallet racks 3-4m high Loading bay for trucks Computer access for the recording of products in and out of depot (linking of

products out to a project number).

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Independent storage sheds to keep various trades separate Shed size approximately 5m high by 6m wide. Allow for the following trades:

Parks / garden Sewer Water Signs / traffic control Painting Building products Weed Control Urban / Emergency

Workshop Minimum size for workshop should be 966m2. (At least 23m wide and 42m

long for 7 x 6m wide bays). Shall have an office large enough for 2 workshop employees Travelling gantry not required Preferred design is ‘drive through’. Deliveries can be driven into the work

shop and unloaded in the shed with a forklift. The delivery truck can then drive straight through without any reversing required.

Include a boiler maker area. Wash bays shall be located at the end of the workshop, large enough for a

truck and a light vehicle to wash at the same time. Insulation and evaporative AC cooling to be included (along one wall only). Number of bays required is 7 (general working bays and servicing bays). At

least one bay will have a pit, 20m long if possible for a truck and trailer. Optional mezzanine level to provide further space.

Fuel area Self bunded diesel fuel only – 68000 litre shipping container size. Council will

use the existing one on site. 15000L emulsion tank will be relocated. Allow enough room for emulsion area to be adequately bunded.

Bulk Storage Area This will be a separate area with a security camera to be monitored from the

storeroom. Store manager / security officer shall let vehicles in and out and record time in and out and products in and out. Area required will be approximately 100m x 100m to allow for vehicle circulation and products such as sand, gravel, aggregate, woodchip, large precast concrete products etc.

General Sealed road and sealed grounds throughout.

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APPENDIX BLOCATION MAPS

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APPENDIX CANNEXURES TO AS4122-2010

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