Response to Approach to Market
Please read this information before completing this form:
The Respondent is the business entity who will contract with the Customer.
Instructions to assist Respondents to complete their Response have been included in this font. Prior to
submitting your response, it is suggested that you may remove Instructions and Handy Hints.
Handy Hints appear in this font
Instruction to Respondents:
Before completing this Response read the Customer’s Standard Form Approach to Market (SFATM)
distributed with this Response to Approach to Market form and decide whether your organisation has the
necessary skills and experience to meet the Customer’s requirement set out in the SFATM.
All Respondents should note that the Customer will not contract with a Respondent if the Respondent, or a
proposed subcontractor, does not comply with the Condition of participation of this SFATM (clause A.B.15)
and will terminate the Contract and recover its costs, if a Supplier was not compliant with those conditions of
participation when the contract was executed (clause C.C.10 - Standard Form Contract Terms):
If your organisation does not comply with the Conditions of participation, or you do not clearly understand
what the Customer is seeking, contact the Customer’s Contact Officer (details at Clause A.A.5 of the
SFATM) before proceeding.
In this Response, be as concise as possible while including any and all information that your organisation
wants the evaluation panel to consider. Do not assume that the evaluation panel has any knowledge of your
organisation’s abilities or personnel.
Your organisation’s participation is at your sole risk and cost. This is a competitive process and you should
note that your organisation may incur costs in participating and if not successful, be unable to recoup those
costs.
Handy Hints
When completing this form, provide all information requested and submit the form as required in
Clause A.A.4 [Lodgement Method].
The Customer will compare all responses received by the Closing Time to determine which
Respondent has proposed the best value for money outcome for the Customer. In making this
decision, a panel will consider:
(a) which response best meets the Customer’s requirement set out in the ATM;
(b) whether the Respondent has proven capacity to provide the requirement; and
(c) the total costs the Customer will incur in accepting the Respondent’s proposal.
The successful Respondent will have demonstrated their ability to provide the best value for the
Customer. This will not necessarily be the lowest price.
If your organisation is unsuccessful with this submission, you may request a debrief to assist with
future submissions.
Insert Respondent Name
Insert Customer’s ATM reference number
Public Consultation Draft
4 November2013
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Response to Approach to Market
Instruction to Respondents:
Provide the following organisational details which will appear in any contract with the Customer.
Respondent’s Details
Full legal name:
Postal address:
ACN/ARBN (if applicable):
ABN (if applicable):
Web address:
Contact Officer
For all matters relating to this RFT, the Respondent’s Contact Officer will be:
Name:
Position title:
Telephone:
Mobile:
Email:
Address for Notices:
Name:
Position title:
Telephone:
Mobile:
Email:
Contract Manager
Instruction to Respondents:
Respondents should provide the requested details of their proposed Contract Manager, if a contract is
awarded. That person will be responsible for general liaison with the Customer and accepting and issuing
any written notices.
Name:
Position title:
Telephone:
Mobile:
Email:
Insert Respondent Name
Insert Customer’s ATM reference number
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Response to Approach to Market
Executive Summary
Instruction to Respondents:
Provide a brief (less than 1 page) Executive Summary of your proposal highlighting any key aspects.
Respondent’s Claims
Detailed proposal to meet the Customer’s requirement
Instruction to Respondents:
Provide a detailed description of your proposal to supply the Customer’s Requirement as set out in Clause
A.A.2 including any delivery methodology your organisation is proposing.
Handy Hint
This is your organisation’s opportunity to convince the evaluation panel that your organisation
understands the Customer’s requirements and can deliver it.
This is the place to highlight your competitive advantage as well as any special or unique features
of your proposal. Depending on the requirement, your organisation’s response could propose a
detailed project plan including project milestones and completion dates; timeframes; quality
standards or performance indicators which demonstrate success or progress. It could also detail
any critical issues or key delivery risks of which the Customer should be aware.
Do not rely solely on your organisation’s reputation as the evaluation panel may not be aware of it
– this response to the ATM is the opportunity to promote your organisation.
Insert Respondent Name
Insert Customer’s ATM reference number
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Response to Approach to Market
Proven Capacity
Statement of Skills and Experience
Instruction to Respondents:
Provide clear concise details of your relevant abilities to deliver what you have proposed above.
This is your opportunity to prove to the selection panel that you have a proven capacity to meet the
Customer’s Requirement set out in Clause A.A.2.
Handy Hint
This is your opportunity to prove to the evaluation panel that you have the capacity to deliver what
the Customer wants highlighting any unique capabilities.
Depending on the requirement, this could include a detailed description of your recent experience
in successfully supplying a similar requirement, your organisations’ expertise in this field, brief
information about your personnel detailing only their relevant expertise; details of relevant
infrastructure or ownership of relevant patents or intellectual property.
Conflict of Interest
Instruction to Respondents:
If a real or perceived conflict of interest would exist, or a potential conflict arise, if the Respondents entered
into a contract with the Customer include full details and strategies to manage the conflict here. If none
exist, write Nil.
Handy Hint
It is important that the Respondent notify the Customer immediately if an actual or potential
conflict of interest arises or may arise during the Contract period.
Specified Personnel
Instruction to Respondents:
If your proposal has referenced the skills of specific personnel provide details in the table below. Include
their role; the percentage of the project that they will complete (the total of all specified personnel will add to
100% of the project) and their current security clearance.
Also include the same details for any subcontractor personnel, if applicable.
Add extra lines to the table as required.
Handy Hint
Only include names for specified personnel where their unique skills are relevant. For example, if
the person proposed is a recognised expert in their field and the quality of your proposal relies on
their expertise, they must be specified in the table below.
Insert Respondent Name
Insert Customer’s ATM reference number
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Response to Approach to Market
However, where you have a number of staff who could perform a particular role, include details of
the position/role, security clearance details and the % of the project time which they will spend. In
these circumstances it would not be necessary to name the person.
Name
Position/Role
Total all project
personnel
% Time
Current level of
Security Clearance
100%
Subcontractors
Instruction to Respondents:
If your proposal has referenced the skills of specific subcontractor organisations or personnel provide details
of the proposed subcontractors in the Specified Personnel table above. Details required include their role in
meeting the requirement; the percentage of the project that they will complete (the total of all specified
personnel will add to 100% of the project) and their current security clearance.
Provide details of each subcontractor organisations you will use below. If no subcontractors are proposed
write ‘Not applicable’.
Note that the Customer is required to publicly disclose information about subcontractors.
Full legal name
Postal address:
ACN/ARBN (if applicable):
ABN (if applicable):
Scope of works to be subcontracted
Instruction to Respondents:
Respondents must identify the roles or the specific parts of the contract the subcontractor will perform. If no
subcontractors are proposed write ‘Not applicable’.
Handy Hint
Subcontractors of the Supplier are not subcontractors of the Customer. The Supplier remains
solely responsible to the Customer for all obligations under the Contract. The Supplier must ensure
that any subcontract the Supplier enters into for the purpose of fulfilling their obligations under
the Contract imposes any necessary obligations on the subcontractor (including this requirement in
relation to subcontracts).
Insert Respondent Name
Insert Customer’s ATM reference number
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Response to Approach to Market
Referees
Instruction to Respondents:
Provide daytime contact details for three referees who can attest to your capacity to meet the Customer’s
requirement. Note that the Customer reserves the right to contact the Respondent’s referees, or any other
person, directly and without notifying the Respondent.
Handy Hint
A reference is stronger if your organisation and/or specified personnel have recently provided the
referee with a similar requirements.
Referee Name
Position/Company
Phone No
Email Address
Additional Information
Instruction to Respondents:
Are there additional details relevant to this proposal that you have not already included but want the
Customer to consider? Any information included here should be relevant to this proposal and as concise as
possible.
Confidentiality of Respondent’s Information
Instruction to Respondents:
Respondents must identify, in the table below, any aspects of their Response that they consider should be
kept confidential, with reasons. If none, the Respondents should complete the table with “Not applicable”.
Information to assist you to assess whether the Customer is able to treat particular information as
confidential is available at http://www.finance.gov.au/procurement/procurement-policy-andguidance/buying/contract-issues/confidentiality-procurement-cycle/principles.html.
Add extra lines to the table as required.
Handy Hint
The Customer will only agree to treat information as confidential in cases that meet the
Commonwealth’s guidelines and which the Customer considers appropriate. In the absence of the
Customer’s agreement, the Customer has the right to disclose any information contained in the
offer.
Provisions considered necessary to
be confidential
Insert Respondent Name
Reasons for requesting confidentiality
Insert Customer’s ATM reference number
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Response to Approach to Market
Pricing
Prices for Goods
Instruction to Respondents:
Include prices for each item as requested in the table below. Prices must include any taxes, duties and any
other government charges which may be imposed or levied in Australia or overseas. Add extra lines to the
table if required.
Item
No.
Item Description
Qty
Unit price
Ex GST
Unit price
GST
Component
Unit Price
Inc GST
Total Price
Inc GST
$
$
$
$
$
$
$
$
$
$
$
$
Total Price for Goods $
Handy Hint
Include in the above table all the known costs for the supply of the goods.
Instruction to Respondents:
In the space below, explain how the above prices would be calculated, if a contract extension is awarded
Handy Hint
Some examples of information to be included for pricing contract extensions are: the price will
remain the same throughout the contract and any extensions, or prices will be adjusted in line with
an appropriate pricing index (eg CPI).
Variable costs
Instruction to Respondents:
Include only those variable charges which are not included in the prices quoted above. An example of a
variable charge would be a delivery fee per delivery, where the number of deliveries are not able to be
calculated in advance. Add extra lines to the table if required.
If none, the Respondents should complete the table with “Not applicable”.
Item
Description / comments
Cost
(GST
exclusive)
$
GST
component
$
Total cost
(GST
inclusive)
$
$
$
$
$
$
$
Total Variable Costs (additional to above) $
Instruction to Respondents:
In the space below, explain how the above prices would be calculated if a contract extension is awarded
Insert Respondent Name
Insert Customer’s ATM reference number
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Response to Approach to Market
Handy Hint
Some examples of information to be included for pricing contract extensions are: the price will
remain the same throughout the contract and any extensions, or prices will be adjusted in line with
an appropriate pricing index (eg CPI).
Facilities and Assistance
Instruction to Respondents:
If the Respondent’s proposal and pricing is based on the Customer providing any facilities and assistance in
addition to those offered by the Customer in Clause A.A.2(a) of the SFATM , these should be stated here.
If no facilities or assistance are offered by the Customer and none required by the Respondent, insert “Not
applicable” in the space below.
If only the facilities and assistance offered by the Customer are required, insert “no additional facilities and
assistance required” or similar in the space below.
Handy Hint
Any costs the Customer would incur in providing any additional facilities and assistance to those
offered by the Customer in Clause A.A.2(a) of the SFATM will be included in the Customer’s total
costs assessment.
Non Compliance
Instruction to Respondents:
If your proposal is successful you will be offered the opportunity to enter into a contract which incorporates
the Commonwealth’s Standard Form Contract Terms. These terms have been designed to enable
purchasing officials to comply with their legislated responsibilities and are therefore not negotiable.
If you have reasons why any of the Standard Form Contract - Special Conditions should be changed, fill in
the table below as these may be negotiable. Add extra lines to the table if necessary.
Handy Hint
Any costs the Customer would incur in obtaining legal advice (including in-house legal advisors) or
negotiating the Customer’s Standard Form Contract - Special Conditions will be included in the
Customer’s total costs assessment.
Clause
Reason for non-Compliance
Proposed new wording
Proposed Payment Schedule
Instruction to Respondents:
Only complete this table if you are proposing that progress payments be made. Propose a payment
schedule directly related to the milestones or deliverables of the procurement. Add extra lines to the table if
necessary. If there are no progress payments, leave table blank.
Insert Respondent Name
Insert Customer’s ATM reference number
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Response to Approach to Market
Handy Hint
These payment milestones should be the same as any milestones you have proposed in your
detailed proposal to meet the Customer’s requirement. The total payment amount is the Contract
Price.
Estimated
Date
Milestone
Payment
amount ($)
% of Total
Contract Price
Total Payment Amount
Insert Respondent Name
100%
Insert Customer’s ATM reference number
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