Advertising tenders for Queensland Government building projects
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POLICY ADVICE NOTE Capital Works Management Framework Advertising tenders for Queensland Government building projects All Queensland Government departments, statutory authorities, and commercialised business units are covered by a Standing Offer Arrangement (SOA) for the placement (buying) of advertising. This policy advice note outlines the required procedure, in accordance with the SOA and associated whole-of-Government policy, for advertising tenders for Queensland Government building projects. In what circumstances should tenders be advertised? The selection of building industry consultants and contractors (through the tendering process) for services related to government building projects must occur in accordance with the State Procurement Policy, the Capital Works Management Framework (CWMF), and the associated Prequalification (PQC) System for building industry consultants and contractors 1 . Within this policy framework, there are two circumstances in which tenders for government building projects must be advertised in the public domain. Project is procured under open tendering arrangements If a government building project is procured under open tendering arrangements (as these arrangements are defined in the CWMF), the call for tender submissions for that project must be advertised in the public domain. 1 For government building projects that do not meet the threshold for application of the PQC System (i.e. projects under $250,000 in value), selection of consultants/contractors must be conducted with probity and accountability, in accordance with the State Procurement Policy. If tender calls for such projects are advertised in the public domain, advertisements should be placed in accordance with the process outlined in this policy advice note.
Capital Works Management Framework Advertising tenders for Queensland Government building projects While a number of tendering methods are permitted under the CWMF, only the ‘open tendering’ method requires the invitation of tender submissions by advertisement in the public domain. Generally, building contracts for lower-risk lump sum traditional projects (typically projects with a PQC service risk rating of 1 or 2) are procured under open tendering arrangements 2 . (Refer to the CWMF guideline, Contractor PQC Tendering and Selection Process, for further information regarding the open tendering method.) Project is procured using a two-stage expression of interest process In limited instances, the CWMF provides for the use of a two-stage tendering process which involves a call for expressions of interest (EOIs) from consultants or contractors, followed by a select tender process (refer to the CWMF policy advice note, Expressions of Interest for Building Industry Consultants and Contractors, for further information on this process). When the objective of the EOI is to ensure that interested suppliers are prequalified for required services (i.e. to increase the consultant/contractor supply base available to Government), the EOI segment of the two-stage process will involve advertisement in the public domain. Departments should follow the procedure outlined in this policy advice note when placing advertisements calling for expressions of interest. What information should the advertisement contain? An advertisement calling for tender submissions for services related to a government building project must clearly state: • the name of the department sponsoring the building project • the type of service required (e.g. ‘construction services’, ‘architectural services’, ‘project management services’) • the type of submission required (i.e. either a tender submission or an EOI) • the PQC service risk rating for the project, where applicable • the project title, location, project reference number, and a brief description of the nature of the work • how/where interested service providers may collect the relevant documentation (which may include downloading the documents from a secure website) • a contact phone number • the tender closing date and time, along with the place for lodgement of submissions (i.e. the location of the tender box if required for regional tenders and the details for electronic lodgement). 2 Building contracts with a PQC service risk rating of 3 or 4, and all building consultancies, are normally procured using the ‘select tendering’ method, which involves targeted invitations to tender to prequalified suppliers rather than advertisement in the public domain. 2
Capital Works Management Framework Advertising tenders for Queensland Government building projects To be eligible to tender for a government building project estimated to exceed $250,000 in value, building industry service providers must be appropriately prequalified under the PQC System. Advertisements calling for tender submissions must clearly state this requirement (see the following example advertisement for required wording). DEPARTMENT OF HOUSING AND PUBLIC WORKS Construction Services T63: ERECTION OF NEW HAEMADIALYSIS UNIT. Ipswich Hospital. PQC LEVEL 2. T64: ERECTION OF NEW ARTS CENTRE. Kenmore State High School. PQC LEVEL 2. Where a PQC Level is stated, the Principal is not obliged to provide tender documents, consider or accept a tender unless the tenderer: is prequalified under the Queensland Government’s Prequalification (PQC) System to the nominated level (or higher); satisfies financial requirements; and meets project-specific criteria. Tender documentation is available from Project Services, Brisbane, or via download from the Queensland Government Marketplace eTender website (www.qgm.qld.gov.au). Submissions may be lodged at PROCUREMENT SERVICES SECTION, PROJECT SERVICES, LEVEL 5A, 80 GEORGE STREET, BRISBANE, or electronically at www.qgm.qld.gov.au. Tender close: 2:00pm Thursday 16 July 20xx Enquiries: 07 3224 xxxx What is the procedure for advertising tenders? Advertising on the Queensland Government’s eTendering website In accordance with the State Procurement Policy, departments are required to advertise their tenders, on the Queensland Government Marketplace eTender website, administered by the Queensland Government Chief Procurement Office. The Queensland Government now primarily uses web-based electronic tendering (eTendering) to: • facilitate faster and more convenient access to tendering opportunities/tender documents by industry service providers throughout the State • simplify the process of submitting tenders. Departments wishing to advertise tender opportunities on the Queensland Government Marketplace eTender website should contact the Queensland Government Chief Procurement Office. Mass media advertising In accordance with the State Procurement Policy, departments should promote access to government procurement opportunities through the Queensland Government Marketplace eTender website. Departments should not advertise government building project tenders in metropolitan or national media (for example, The Courier Mail, The Australian or the Australian Financial Review). 3
Capital Works Management Framework Advertising tenders for Queensland Government building projects For regional or remote projects, it may be appropriate for invitations to tender to be published in regional or local newspapers; however, all open tender invitations must also be advertised on the Queensland Government Marketplace eTender website. The size of the advertisement needs to be minimal and considered in terms of cost efficiency and purpose. For tender invitations in regional and local media, the advertisement should not exceed a 60- word count in its content (excluding department name, contract number, documentation information and contact details). The exception is where a list of items is essential to understanding the requirements of the tender, or where legal requirements mean that specific information must be included. Tenders may not be advertised in more than one section of the same publication on the same date, or in consecutive weeks in the same publication. Notwithstanding the increasing trend towards eTendering, newspaper advertisements remain an effective way of inviting business and industry to tender for government building projects in regional areas. Newspapers provide the ability to target advertising to particular Queensland towns or regions, as small regional service providers may not have access (or reliable access) to the internet, advertisement in newspapers has the advantage of facilitating fair and equitable access to government work opportunities (thereby assisting departments to meet their obligations under the State Procurement Policy and Local Industry Policy). All Queensland Government departments are covered by a whole-of-Government Standing Offer Arrangement for the placement (buying) of advertisements. This arrangement is the Queensland Government Master Media Advertising Placement Services Standing Offer Arrangement, DPC-1638-2008. Blaze is the master media agency responsible for the placement of advertisements (for example, in regional or local newspapers but not on the Queensland Government Marketplace eTender website) regarding tenders for government building projects. To place an advertisement, departments must contact: Blaze Advertising Level 1, Centenary Square, 108 Wickham Street Fortitude Valley, QLD 4006 Email: brisbane@blazeadvertising.com.au Telephone: (07) 3309 4728 Fax: (07) 3309 4729 Blaze can assist in developing advertisements and arranging their placement, however, this may incur a fee for service. Departments should not place advertisements with newspapers or commercial internet sites directly other than on the Queensland Government Marketplace eTender website. Blaze negotiates with media on a regular basis to strike a general whole-of-Government rate for advertising. Because of the Queensland Government’s bulk buying power, these rates are substantially lower than those asked of non-government advertisers. In some instances, local media may offer rates below the government rate, but these offers are irregular and generally not available over the long term. Where a decision is made to accept such an offer (only permitted with the approval of the Department of the Premier and Cabinet), the booking must still be made through Blaze in order to comply with the SOA. 4
Capital Works Management Framework Advertising tenders for Queensland Government building projects Who can help with issues related to tender advertisements? For assistance with the placement of advertisements on the Queensland Government Marketplace eTender website, departments should contact the Queensland Government Chief Procurement Office. For assistance with the placement of mass media tender advertisements, departments should contact their public affairs, external relations, communication, media or marketing unit in the first instance. The Queensland Government Master Media Advertising Placement Services Standing Offer Arrangement is administered by the Department of the Premier and Cabinet. For advice regarding this SOA, or for further information on accessing government advertising services and developing effective advertisements, departments should contact the Department of the Premier and Cabinet, or refer to the document, Your Guide to Queensland Government Advertising. References Capital Works Management Framework: Policy for Managing Risks in the Planning and Delivery of Queensland Government Building Projects (Department of Housing and Public Works) www.hpw.qld.gov.au Contractor PQC Tendering and Selection Process (CWMF guideline, Department of Housing and Public Works) www.hpw.qld.gov.au Expressions of Interest for Building Industry Consultants and Contractors (CWMF policy advice note, Department of Housing and Public Works) www.hpw.qld.gov.au Local Industry Policy: A Fair Go for Local Industry (Department of Employment, Economic Development and Innovation) www.industry.qld.gov.au State Procurement Policy (Department of Housing and Public Works) www.qgcpo.qld.gov.au Queensland Government Marketplace eTender website: (Department of Housing and Public Works) www.qgm.qld.gov.au Your Guide to Queensland Government Advertising (Department of the Premier and Cabinet) http://premiers.govnet.qld.gov.au/advertising/index.html 5
Capital Works Management Framework Advertising tenders for Queensland Government building projects For further information Building Policy Unit Building Industry and Services Building Services and Works Department of Housing and Public Works GPO Box 2457 Brisbane QLD 4001 Telephone: 07 3224 5482 Fax: 07 3224 5498 Email: bpu@publicworks.qld.gov.au Web: www.hpw.qld.gov.au April 2011 (Second edition published in June 2009) (Originally published in July 2002 as Advertising Tenders for Building Projects) © State of Queensland (Department of Housing and Public Works) 6
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