Van Mal Group Construction Pty Ltd.

PO Box 925, Surry Hills 2010, Sydney, NSW

1300 723 767 www.vanmalgroup.com.au

November 3, 2021

Attention: ########
#######
#######
#######
#######

RE: Tender: ####Insert Project name###

Dear #######,

My team and I would like to commence by thanking you for the opportunity to tender on the proposed works at
##############.

We are pleased to present our proposal for the works and believe we are in a very good position to successfully deliver your
project. We have gained invaluable experience over the past 10 years managing similar projects for large organisations such as
NSW Police, Transport for NSW, Sydney Trains, Sydney Water and various Councils throughout NSW ##(List organisations that
are similar to the client organisation)##

Project Reverse Brief

The project team has thoroughly studied the tender documents, project specifications and inspected the site. During this
process we have developed an excellent understanding of the project and the unique requirements to successfully deliver your
project. In summary, the project consists of the following key scope items:
 Supply and install new offices on 5th floor
 Inclusion of electrical and data services
 Our pricing is based on the assumption that the site will be vacant at all times and continuous access provided.
 It is assumed that existing power supply to the site is adequate to support the additional load.

Van Mal Group Offer

To assist with the evaluation of our offer, we have provided clarifications of allowances made along with details of specific
inclusions and exclusions listed below. It is our intention to provide a competitive and fully compliant tender. The purpose of
detailing the inclusions and exclusions is to provide clarity of our offer and to inform all stakeholders of the allowances we have
made and to avoid any ambiguity. Should items be identified that you feel shouldn’t have been excluded or additional items
required, please feel free to contact the undersigned and we will happily adjust the offer so that it fully meets your project
objectives.

• Site Management & Site Establishment:

a. Allowance for full time VMG Site Management
b. Implementation of VMG Safety, Quality and Environmental Management Systems
c. VMG representative on call to attend Client site meetings, WHS inductions, Handover meetings as required
a. Provision of site safety signage, PPE, barricades and temporary fencing where necessary
b. Dial Before You Dig investigation and location of underground services where required
c. It is assumed that existing site amenities are freely available during the construction works

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Status: Approved Last Updated 24/1/2018
 Van Mal Group Construction Pty Ltd.
PO Box 925, Surry Hills 2010, Sydney, NSW
1300 723 767 www.vanmalgroup.com.au

• Asbestos HAZMAT Works:

a. Allowance made for removal and disposal of bonded Asbestos as per the HAZMAT scope of works provided.
d. All work will be carried out in accordance with the Work Safe Australia Code Of Practice for the safe removal of
asbestos.
e. All bonded asbestos debris will be disposed of at a licensed disposal depot in accordance with the EPA’s guidelines.
f. Disposal dockets will be supplied to the Client at completion of works.
g. The following items have been excluded from our offer:
i. Friable asbestos works
ii. Hygienist supervision
iii. Air monitoring
iv. Samples and testing
v. Clearance certificates

• Lead HAZMAT Works:

a. Allowance for lead stabilization by over-painting method.
h. The following items have been excluded from our offer:
i. Lead removal

• Demolition:
a. Allowance for Demolition works as per the RFT documents provided.
i. The following items have been excluded from our offer:

• Waste Removal:
a. Allowance to remove, transport and dispose of building and demolition waste associated with the contract works, pre
classified as (GSW) General Solid Waste (non-putrescible)
j. No allowance for the transportation or disposal of the following:
i. Special waste
ii. Liquid waste
iii. Hazardous waste
iv. Restricted solid waste
v. General solid waste (putrescible)

• Excavation:
a. Allowance for Excavation works as per the RFT documents provided.
k. The following items have been excluded from our offer:
l. Excavation through rock, shale or rock like material
m. Modify or divert underground services
n. Additional works associated with soft, waterlogged or unsuitable subgrade

• Excavation Spoil Removal:

b. Allowance to remove, transport and dispose of excavation spoil associated with the excavation works with the
following classifications:
i. Virgin Excavated Natural Material (VENM)
ii. Excavated Natural Material (ENM)
iii. pre classified as (GSW) General Solid Waste (non-putrescible)
c. No allowance for the removal, transportation or disposal of the following:

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 Van Mal Group Construction Pty Ltd.
PO Box 925, Surry Hills 2010, Sydney, NSW
1300 723 767 www.vanmalgroup.com.au

i. Special waste
ii. Liquid waste
iii. Hazardous waste
iv. Restricted solid waste

• Electrical Services:
a. Allowance for Electrical works as per the RFT documents provided.
o. The following items have been excluded from our offer:
p. Upgrade of switchboards, existing circuits, incoming power supply, wiring etc
q. It is assumed that all incoming power infrastructure, mains supply, transformers, switchboards and circuits have
sufficient capacity to meet proposed new electrical loads and phase requirements and are fit for purpose

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Status: Approved Last Updated 24/1/2018
 Van Mal Group Construction Pty Ltd.
PO Box 925, Surry Hills 2010, Sydney, NSW
1300 723 767 www.vanmalgroup.com.au

Project Programme
We confirm our ability to meet the specified programme as detailed in the RFT documents.
a. Works are expected to take ## weeks
r. Project duration is based from ##site possession or from contract award##
s. Programme is subject to the following:
i. Continuous site access
ii. Favourable weather conditions: inclement weather has not been considered in the programme
iii. Favourable site conditions: latent site conditions have not been considered in the programme
iv. No allowance for staging of works other than detailed in the attached programme

Project Kick off

Van Mal Group employs a co-operative project delivery approach that has been developed and refined over the past 10
years. The VMG objective is to meet all contractual obligations whilst also being flexible enough to cater for unforeseen
stakeholder requirements or project scope changes. We aim to provide high levels of stakeholder satisfactions in how
VMG deliver the project works. We encourage an initial “Kick off” meeting whereby all stakeholders can discuss and
address the key aspects of the project and any unique site or operational requirements that we need to be mindful of.
The suggested sequence for project Kick off is as follows:
1. VMG to sign and return contract documentation to client and issue bank guarantees if requested in RFT.
2. VMG project team to undertake Client Site Specific Inductions, security clearances and site specific training
3. Initiate project “Kick off” meeting with project stakeholders and building / site occupants who may be present during
the works
4. Client to issue VMG with “For Construction Documentation” prior to commencement of procurement
5. VMG to Issue site specific WHS, Environmental and Quality Management documentation for Client review and approval
6. VMG to develop site dilapidation report, site services audit etc
7. VMG to order long lead time items & let subcontracts
a. ##Measure and order ## (approx. # week lead time)#
b. ##Measure and order ## (approx. # week lead time)##
8. Agree with Client on a date for site possession and site mobilization. VMG to issue project stakeholders with a revised
“For Construction” Programme
9. Client to issue VMG with site keys, security access codes etc

Construction Methodology
Construction methodology is to be read in conjunction with the attached gantt chart programme (if provided)
1. Site Establishment:
a. Erect fencing and site signage
b. Establish site amenities (delete if using client amenities)
c.
10. #Add detailed description of key phases of works#
11. #Add detailed description of key phases of works#
12. #Add detailed description of key phases of works#
13. #Add detailed description of key phases of works#
14. Handover:
a. Inspect completed works with Client
b. Thoroughly photograph completed works
c. Issue keys, warranties and O&M manuals

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Status: Approved Last Updated 24/1/2018
 Van Mal Group Construction Pty Ltd.
PO Box 925, Surry Hills 2010, Sydney, NSW
1300 723 767 www.vanmalgroup.com.au

Work Health and Safety, Environmental and Quality Management

Safe work practices are considered at each stage of the project. In addition, we proactively manage Quality Management
procedures and defect prevention throughout the construction process. The following tools and systems will be applied to this
project:

• Work Health and Safety:

• Develop Site Specific Safety Management Plan
• Project specific Risk Assessment
• Project specific Safe Work Method Statements for high risk works
• Safety Data Sheets for chemicals brought to site
• Ongoing WHS Consultations, via Pre starts, Tool box Talks and site specific Inductions.

• Environmental Management:
• Site specific Environmental management plan and Environmental Aspects and Impacts Register
• Stockpile and recycle recyclable materials
• Emergency response Spill kit kept on site
• Designated storage area for chemicals

• Quality Management:
• Project specific Quality Management Plan
• Inspection Test Plans for key trades or as per contractual conditions
• Site audits and quality management inspections to proactively prevent and manage defects

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Status: Approved Last Updated 24/1/2018
 Van Mal Group Construction Pty Ltd.
PO Box 925, Surry Hills 2010, Sydney, NSW
1300 723 767 www.vanmalgroup.com.au

Exclusions and Assumptions

• Assumptions:
a. Client will provide all designs, drawings, specifications
b. Clients project concept / design is compliant to all current Australian Standards , BCA, NCC, DDA, Council requirements
and is fit for purpose
c. Client will provide and seek all necessary Council, Authority, Stakeholder and Utility approvals
t. The Site has sufficient capacity to meet future load requirements (ie Hydraulic, Fire, Electrical, Mechanical,
Telecommunications etc)

• General Exclusions: – in addition to any exclusion previously mentioned above

a. No allowance for works other than what has been specifically mentioned in the allowances & clarifications made above.
u. No allowance has been made to identify, test, work with, transport, dispose of or work in close proximity to any form of
hazardous materials (ie asbestos, lead paint etc). No allowances for air monitoring, soil testing, site remediation,
hygienist’s reports or supervision, clearance certificates unless specifically mentioned in the allowances above.
v. No allowance for waste classifications, removal or disposal of Special Waste, Restricted Solid Waste, liquid waste,
Hazardous waste.
w. No allowance for design, design services, design documentation, including Architectural, Engineering (including
Structural, Hydraulic, Geotechnical, Mechanical and other disciplines), Heritage, Planning and Acoustic consultancy
services.
x. No allowance to upgrade existing building layout, structure or services to meet current Australian Standards, BCA, NCC.
y. No allowance for latent site conditions
z. No allowance to modify or divert underground services
aa. No allowance for Archeological, Heritage or Endangered species investigations
bb. No allowance for provision of security in the form of bank guarantees or retention

Management System Accreditations

Van Mal Group takes pride in our ability and long term commitment to successfully delivering construction projects under the
following, 3rd party accredited Management Systems:
• NSW Government WHS Management Systems Guidelines – 5th Edition.
• AS/NZS 4801 Safety Management Systems.
• OHSAS 18000 International Occupational Health and Safety Management System.
• ISO 9001 Quality Management System.
• ISO 14001 Environmental Management System.

Licences and Associations

a. Residential Builders Licence
b. Bonded Asbestos Removal Licence
c. EPA - Transport of category 1 trackable waste Licence
d. Master Builders Association NSW Member
e. Concrete Institute of Australia Member

Insurances
• Contract Works & Public Liability: Policy No: CTA110124838
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 Van Mal Group Construction Pty Ltd.
PO Box 925, Surry Hills 2010, Sydney, NSW
1300 723 767 www.vanmalgroup.com.au

o Contract Works Public Liability: $50,000,000.00 limit

o Contract Works Material Damage: $6,000,000.00 limit
o Plant and Equipment $200,000.00 limit
• Workers Compensation Insurance, as per legislation
• Professional Indemnity insurance: $10,000,000.00 (if required for Design Works)
• Provision of Home Warranty Insurance (Note; Insurer will determine if insurance is available)
• All VMG vehicles are comprehensively insured
• Note: Terms and Conditions apply to all insurance policies: Policy documents available upon request.

Commercial Terms
• Commercial Works: 20% deposit, Invoices / progress claims issued fortnightly, 14 calendar day payment terms
• Residential Works: 10% Deposit, Invoices / progress claims issued fortnightly, 7 calendar day payment terms
• Ownership of works and materials does not pass until full payment has been received
• Interest charged at 12% on overdue accounts plus administration and recovery fees
• Residential works will be covered by a statutory warranty for 6 years for major defects and 2 years for all other
defects, commencing from the date when the work are completed or in use by the client.

Thank you for the opportunity to participate in this tender. If you have any questions, please don’t hesitate to get in contact with
me directly.

Regards,

Name
Position
Mobile number
Email address

Van Mal Group Construction Pty Ltd

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