Public Tender Notices
DFAT08-SWE-029 - Request for Tender for the provision of staffing, retail and operations services for the Australian pavilion at the Shanghai World Expo 2010 in China
Addendum 8: 1 September 2008
Q1. In Schedule 3 – question 2.5 we are not clear what this question is asking? Could you please clarify? Also, are the costs identified by completing the budget proforma?
A1. Tenderers are to provide an outline of the personnel (other than the key personnel referenced at 2.6) that they will propose to use for this contract. Tenderers should identify the number of people proposed and a brief precise of their skills and experience. The costs for these (and all other) personnel should be included in the budget prepared in response to 6.1.
Q2. Could DFAT advise at this point what security presence is planned? Will there be 24/7 manned security?
A2. DFAT is planning a combination of AFP and locally sourced security personnel. There will be security personnel on site 24/7.
Q3. Will there be security camera feeds from all operational areas including retail and BOH areas to the security room?
A3. Yes.
Q4. Can DFAT provide any guidance on the likely breakup of type of function of the total 200 – 250 functions to be held on the VIP Floor?
A4. No. Whilst the size and quantities of functions are expected to be larger than Aichi and therefore do not provide a definitive picture, the general information provides some guidance as to general ratios. Attached is an analysis of the Aichi events.
Q5. The number and type of events, has an impact on the budget allocation required for consumables etc. Can DFAT provide information about the expected volume of attendees at VIP functions?
A5. In addition to the information provided in response to the previous question 4. The Department has established an estimated total number of guests for budgeting purposes, it is outlined in Appendix F of the RFT. The calculations for budget purposes are based on the upper-end of expectations and includes an estimated 250 functions with 80 guests at each event, it is unlikely that this volume of guests will eventuate.
Q6. Has DFAT allowed for projected increase to 2010 in the costing?
A6. The budget outlined in the RFT is the total budget available for the scope of work outlined including any escalation in costs. The only exception to the all inclusive budget is for costs associated with any fluctuation in exchange rate during the contract period.
Q7. A Management Fee of 10% is noted in the budget. The tender document also refers to a “Service Fee”. What does this represent?
A7. The Services Fee (Schedule 6-1.1 of the draft agreement) refers to the majority of the budget i.e. the amounts allocated in the budget for the various expenditure items.
Q8. The Service Provider is required to design the retail areas and supervise the fit-out. Is there an allowance in the budget for a fee for this service?
A8. No, this is the responsibility of the Service Provider.
Q9. Can the Service Provider provide alternative suppliers other than those nominated by the government, should it believe that better value for money or service can be offered? …such as accommodation and retail fit-out.
A9. In some circumstances, suppliers are mandated by the Expo Bureau. Where a mandatory supplier is not in place DFAT is happy to consider alternate proposals. In the case of on-site staff accommodation, this is a mandatory supplier arrangement. In the case of retail fitout, 3.3 c of the RFT makes it clear that DFAT is not mandating the CETO contractor.
Q10. Can the Service Provider source Equipment from Chinese suppliers rather than source from Australia.
A10. Yes. The Department is seeking the best overall value for money, consistent with the themes and objectives of the project. The successful Tenderer will be required to actively engage with the Industry Capability Network to ensure that where Australian supply options are available, they are provided with an opportunity to compete.
Q11. Does the hospitality provided by the Service Provider to DFAT for VIP functions, etc. form part of the Scope of Services or is this service regarded as Additional Services?
A11. VIP hospitality is a core component of the services to be provided as part of the scope.
Q12. In 3.10 of Schedule 1of the RFT there is a requirement for 2 x Delivery Drive/Storeperson and in the budget proforma there is a requirement for three. Could DFAT please clarify?
A12. The reference in the budget is correct, Tender responses should use three as the number of required Delivery drivers/Storepersons.