ANNEXURE 4
Quotation Procedure
Introduction This
quotation procedure provides guidance on how the
Consultant prepares and the
Employer assesses a quotation for a proposed Work Package instructed under Clause 15.1 of the Framework
Agreement.
Package Order information provided by the Employer
The
Employer will prepare the Package Order information using a standard proforma and include:
(a) the title of the Work Package and reference number;
(b) a description of the Scope of the requirements;
(c) details of the level of access that the
Employer will make available to its own persons,
places and things to facilitate completion of the Work Package;
(d) details of the anticipated start and end dates;
(e) details of the deliverables and delivery dates and or other conditions;
(f) details of any specialist expertise, experience or qualifications required;
(g) any constraints that apply to the delivery of the Work Package;
(h) any changes to the Package Order conditions of contract that are deemed necessary;
and
(i) Any other relevant information.
The
Employer sends the Package Order information together with the award criteria to the
Consultant and instructs the submission of a Package Order quotation.
For Lot 1 valuation services a simplified approach will be adopted as set out in Annexure 3. The
Employer will contact
framework consultants to set out the valuation service requirements and to
confirm their ability and availability to provide the services. The
Employer will select the list of
framework consultants to be considered for the required services as explained in Annexure 3. The
framework consultants will be informed of their inclusion on the list of firms from which the final
C
onsultants will be chosen.
Quotation information prepared by the Consultant
The
Consultant prepares a Package Order quotation in the form required by the
Employer that
comprises the following documents:
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(a)
a plan setting out the
Consultant’s proposals for
1)
delivery of the services and deliverables;
2)
a quality statement;
3)
the resourcing of the Work Package include details of key personnel, CVs
and an organisational chart;
4)
a programme;
(b)
The required commercial information setting out the
Consultant’s price
for delivering the services;
(c)
any further information requested by the
Employer.
For Lot 1 valuation services the
Consultant will inform the
Employer of the availability of personnel
to deliver the services, the ability of the
Consultant to perform the services in the required
geographical location and the
Consultant’s price for delivering the services. The
Consultant may also
set out any specific factors which would allow them to provide better value in delivering the
services.
Assessment of the Consultant’s quotation by the Employer
The
Employer will evaluate the quotations received from the
Consultant and other framework
consultants in accordance with the criteria notified in the Package Order information. For Lot 1
valuation services will carry out evaluations as explained in Annexure 3.
The
Employer will determine whether the
Consultant’s quotation represents value for money taking
into account the technical quality of the
Consultant’s proposal and the proposed or anticipated
price.
The
Employer is under no obligation to accept the
Consultant’s quotation.
In accordance with the framework agreement the
Employer may request the
Consultant to submit a
revised quotation.
The
Employer may negotiate with the
Consultant to finalise the documents comprising the Package
Order.
Package Order award
The
Employer will inform the C
onsultant of the outcome of its assessment.
Subject to internal governance the
Employer confirms the award of the Package Order and the
parties sign the Package Order contract in the form set out in Annexure 7 unless otherwise agreed in
writing.
The
Consultant confirms acceptance of the Package Order.
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