Purpose
It is the policy of our company to engage with the community to ensure local businesses are afforded the opportunity to tender and participate in local job-generating projects. This policy details the terms and conditions for contractors who wish to participate in council operated projects.
Scope
This guideline applies to all workers of our company and visitors including contractors, volunteers, work experience students, trainees, apprentices and clients.
Policy Statement
Our company maintains a current approved Contractor List with a list of hire rates for the plant or equipment that may be available for work during the period. The plant may work anywhere within the company on road or associated works organised by the organisation. The plant may be required to operate independently of, or with our company owned plant for periods of time throughout the year.
Duration of Agreement
This standing offer arrangement shall remain current until [insert date and year].
Working Period
The period of hire and normal working hours or days of work shall be negotiated with the contractor prior to each period of hire. There is no guarantee of any minimum hours of work during the period of this standing offer arrangement.
Operator
The Contractor shall be responsible for ensuring that the plant operator shall be ticketed/licensed and shall be competent to operate the item of plant for the type of activity to be undertaken. The Contractor MUST provide evidence that the actual plant operator holds the relevant licenses/tickets and is a competent operator.
Hourly Hire Rate
The hourly rate submitted shall include all direct and indirect costs associated costs associated with the operation of the plant including any margin for the establishment, re-establishment or travel of any kind.
Workplace Health and Safety
The Contractor has an obligation under the WHS Act 2011 to provide a safe place and a safe system of work so as not to place at risk the contractor’s own employees and well as other workers and the general public at the workplace. The contractor must comply with all relevant enactments, associated WHS Regulation 2011 Australian/New Zealand Standards, Codes of Practices and Company WHS policies and procedures which are in any way applicable to this contract, or the performance of the services under this contract.
In particular, your attention is drawn to company policies Code of Conduct for Employees and Drug and Alcohol Testing. These policies apply to contractors and the employees of contractors.
Contractor WHS Systems Questionnaire
The contractor must complete the Tenderer WHS Systems Questionnaire and incorporate the complete document with their tender submission. If contractors do not have WHS Systems in place, they will at a minimum be required to agree to be bound by our company systems and policies (by signing the certification on the questionnaire).
Tenderers who do not complete the questionnaire may be ineligible for selection. Tenderers may be required to verify their responses noted in the questionnaire by providing evidence of their ability and capacity in relevant WHS matters.
By submission of the tender and questionnaire and any supporting evidence, the tenderer acknowledges and confirms as accurate all details in the questionnaire and any verifying documents.
Safety Equipment
The tendered item of plant is required to have the appropriate flashing roof mounted safety lights which comply with the Manual of Uniform Traffic Control Devices (MUTCD) 2013 for roadworks, Part 3 and are to be in operation, at all times the machine is operating on the road or is a hazard to other vehicles or road users.
Operators and/or drivers are required to wear highly visible clothing or safety jackets and steel capped safety boots whilst carrying out works, machine maintenance or establishment on road formations, and any other personal protective equipment as directed by the site supervisor/WHSO.
Safety equipment is to comply with Australian/New Zealand Standards. The cost of such equipment is to be borne by the Contractor with all costs to be included in the hourly hire rate for the machine.
Insurances
Contractors shall fully comply with their statutory obligations to insure themselves and to keep themselves insured against all sums for which, in respect of any injury to a worker employed by him/her, he/she may become legally liable by way of:
Compensation under the current Workers’ Compensation and Rehabilitation Act 2003 and subsequent amendments;
Professional Indemnity Insurance Certificate of Currency;
Public Liability Insurance Certificate of Currency; and
Damage arising under circumstances creating also, independently of the Act, a legal liability in the employer to pay damages in respect of the injury.
Proof of such insurance must be made available to the Principal prior to the commencement of work under the Contract. The Contractor shall be insured for professional indemnity and public liability to a minimum of $10,000,000.
Licenses
Copies of Workers Compensation Certificates, appropriate licences, roadworthy certificates and operators tickets shall be provided to the hirer at the commencement of each period of hire. Any changes or renewals are to be supplied to our company immediately when such change or renewal takes effect.
Payment
The Contractor, in line with the Company Pay period, shall provide an invoice for payment. It shall state the order number for the work and shall include the relevant daily log sheets countersigned by the job supervisor.
Payment shall be made to the Contractor within 7 days of receipt of the invoice and associated documentation.
Stand Down
From time to time it may be necessary to “Stand Down” plant and operators, due to weather conditions or other circumstances, “With no compensation being paid”.
Establishment
NO establishment or travel costs will be considered – Contractors must factor all costs into their actual hourly rate in No. 3.4 above.
Safety Induction
The Contractor and their workers shall be required to undergo a site-specific safety induction by the company site supervisor prior to the commencement of work. There will be no charge to the Contractor for the Company Safety induction training. Further, any costs borne by the Contractor for compliance with this section shall be allowed for in the hourly hire rate for the machine.
Contractor’s and Contractor’s Employees are required to hold a card certifying completion of “CPCCWHS1001 – Course in General Safety Induction (Construction Industry)”, known as the White Card.
The site supervisor will complete the Contractor and Equipment Hire Checklist prior to the commencement of work for the hire period. The site supervisor will complete spot checks on the plant using at a minimum of once per fortnight.
Weed Control
All plant and equipment must be supplied free of any pest plants or seeds and a wash down declaration certificate may be requested at any time.
Selection Criteria
Listed below, in no particular order, are the criteria which will be considered in evaluating Contractors:
- The ability of the operator;
- The comparative costs of each offer;
- Make and model of plant offered;
- The condition of plant offered;
- Past performance of Contractor and/or operator
Changes to Plant, Insurance, Operators and Inspection details or any other matter
- Any changes to details supplied must be supplied to the our company immediately such change takes effect.
- Any change of plant is to be notified to and approved by our company, prior to that plant commencing work on any our company] worksite.
Close of Offers
Offers close at the Company – Administration [insert address] at 12pm on [insert 12 pm] and suitably endorsed submissions should be addressed to;
Approved Contractor List
Company Address[PO Box ###] [REGION, STATE, POSTCODE]
Documentation
- Contractor Details
- Plant/Equipment Details
- Company Tenders WHS Systems Questionnaire
- Contractor and Equipment Hire Checklist
- Plant/Equipment Hazard Identification checklist
- Daily-time Log Book
- Documents to be returned by Contractor with this submission (tick when attached)
Appendix A: Contractor Details
Appendix B: Plant Details
Appendix C: WHS Questionnaire