Volume 2, Appendix D: Checklist
Appendix D - Checklist
Transport Infrastructure Project Delivery System
Volume 2 – Tendering for Major Works
February 2014
Transport Infrastructure Project Delivery System, Transport and Main Roads, February 2014
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Volume 2, Appendix D: Checklist
Appendix D – Checklist
Action complete
Vol 2
Ref
5
Action requirement
Initials
Date
Tender Planning
Business Case decisions and details –
5.1
 Identify all relevant decisions and supporting details.
 Establish adequate understanding.
Project Manager understands basis for project in Business Case
Responsibilities of Principal –
 Consider project scope and circumstances.
5.2
 Identify project specific role and limits of responsibility for Tendering
Manager.
 List responsibilities of Tendering Manager.
Responsibilities of Tendering Manager defined by Principal
Appoint Tendering Manager –
 Consider project circumstances and project team.
5.2.1
 Identify options available. Select and appoint.
 Tendering Manager briefed on project and responsibilities
Tendering Manager appointed and briefed by Principal
Appreciation of the project –
 Assemble all relevant documents.
5.3
 Obtain background briefings (as warranted).
 Establish adequate understanding of the project and its
circumstances.
Tendering Manager fully prepared for Tender Planning
Planning steps by Tendering Manager –
5.4
5.3.2
5.3.1
5.3.4
5.4.3
5.5
6
6.3.1
 Initiate preparation of Tender Evaluation Plan
 Identify risks & opportunities
 Identify appropriate tender selection method.
 Determine tender selection criteria.
 Probity Advisor warranted?
 Prepare brief for Tender Assessment Panel.
Brief for Tender Assessment Panel prepared
Tender development
Appoint Tender Assessment Panel –
 Panel membership requirements identified.
 Candidate members identified, interviewed and availability confirmed.
6.3.2
 Nominated Panel Members declare any conflict of interest.
6.3.4
 Australian Federal Government representation?
 Panel members appointed.
 Panel members adequately briefed on the project.
Tender Assessment Panel appointed by Principal
6.5
Assemble/compose Tender Documents –
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Volume 2, Appendix D: Checklist
Action complete
Vol 2
Ref
Action requirement
Initials
Date
 Design outputs complete?
 Contract documents, including project specific details & definition of
tender selection methodology prepared?
 Supplementary conditions of tender prepared?
Prototype Tender Documents - complete and consistency checks
carried out, reviewed by Designer, verified by Tendering Manager
Approval to call Tenders –
 Tender documents complete?
 Financial allocations available in the QTRIP?
6.5.5
 Work site available – or adequate arrangements in place?
 Utility alterations and service authority requirements defined and
agreed?
 Tender Evaluation Plan prepared?
Principal's delegate approval to call tenders
6.6.1
App E
Advertisement –
Tender advertisement details approved by Tendering Manager
Issue Tender Documents –
6.6.1
 Tenderer prequalified?
 Obtain receipt for documents (Form C6501).
Register of tender documents issued maintained
Deal with enquiries –
 Nominated (experienced) officer appointed.
6.6.2
 Record all responses (Form C6502).
 Inform other tenderers (of enquiries and responses)?
Register of enquiries and responses maintained
Notice to Tenderers –
6.6.3
 Register and record of all Notices (Form C6503)
 Obtain receipts from tenderers?
Register of Notices and receipts maintained
Pre-tender meetings (including site inspections) –
 Basis of meeting identified and agenda planned.
 Arrangements published (to all concerned).
6.6.4
 Venue prepared, including displays.
 Proceedings recorded minuted and minutes distributed.
Pre-tender meetings planned and executed – verified by Tendering
Manager
7
Tender analysis phase
Tender opening –
 Opening date (and any extensions) confirmed.
7.2
 Public opening or not? Nominated officers available for attendance?
 Tender opening records established.
 Record tender opening details (Form C6817).
Tender opening procedures completed.
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Volume 2, Appendix D: Checklist
Action complete
Vol 2
Ref
Action requirement
Initials
Date
Tender Examination –
7.3
7.3.3
7.3.3
7.3.4
7.3.5
7.3.6
7.3.7
 Check tender rates.
 Check for compliance with Conditions of Tendering.
 Deal with non-compliances (Table 7.1).
 Resolve discrepancies (Table 7.2). (Form C6504).
 Deal with tender conditions & assumptions (Tables 7.3 and 7.4).
(Form C6504).
 Deal with alternative tenders (Table 7.5): (Form C6505)
 Identify if acceptable
 Identify any intellectual property issues
 Examine alternatives; Compare alternatives
7.3.8
 Deal with unusually low bids.
Tender examination complete – verified by Tendering Manager
Tender assessment –
 Determine tenders in contention. (Form C6506 or C6507)
 Undertake sensitivity analysis. (Form C6508)
7.5.1
7.5.2
7.5.3
 Capability assessment: (examine "P" type schedules C6810_P1 to
C6810_P8)
 Financial capability
 Technical capability
 Clarify information
Best tender identified by Selection Panel
Tender Assessment Report –
 Documentation of assessment, conclusions & recommendation.
 Signatures of all Selection Panel Members & (if involved) Probity
Advisor &/or Federal representative. (Form C6500).
7.6
 Report verified as complete Tendering Manager. (Form C6500)
 Copies of report to Project Manager, Probity Advisor, District Director,
etc.
 Record details of recommended tender. (Form C6500)
Tender Assessment Report & associated actions completed –
verified by Project Manager
8
Financial Approval Procedures
Initial steps –
8.2
 Tendering Manager (or nominee) enters project details into the FA
Form (in the FAP module).
 Dates for closing tenders & for expected completion of tender analysis
updated (as warranted).
Initial steps complete – verified by Project Manager
Authorisation –
8.2.1
8.2.2
8.2.3
 Financial and Procurement Delegated Officer(s) for
recommendation/approval identified – based on contract amount.
(Form C6500)
 Tendering Manager enters details of recommended tender in FAP
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Volume 2, Appendix D: Checklist
Action complete
Vol 2
Ref
Action requirement
Initials
Date
module.
 Form M739 generated – signed by Delegated Officers.
 Authorisation recorded.
Authorisation to award contract complete – verified by Project
Manager
8.3
Award of contract –
 Tendering Manager forwards documents to Assistant Director
(Contracts):
 Tender Assessment Recommendation and Approval Form (C6500
– refer Appendix F);
 Details of tenders received (Form 6817 – refer Standard Contract
Provisions Roads Volume 1: Road Construction Contracts (RCC)
Appendix A);
 Register of Notice to Tenderers (Form C6503 – refer Appendix F);
 District Tender Acceptance Report;
 Tender Correspondence; and
 Original Winning Tender
 Assistant Director (Contracts) verifies that all necessary documents
are available and are complete.
 Assistant Director (Contracts)) prepares Letter of Acceptance
8.3.1
 Letter of Acceptance signed by Delegated Officer (who has the
necessary Statutory Delegation) and forwarded to successful
contractor.
8.3.2
 Instrument of Agreement prepared by the Principal and executed by
both parties.
8.4
 Advice to unsuccessful tenderers (letters and debriefings).
Contract award action complete – verified by Project Manager
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