PRE-TENDER MEETING

Purpose:
To discuss the tendering process for the construction of the NA-WPS-00 100912.11 Nabiac
Borefield Stage 2B Pump Stations Contract Number: 100912.12 including:
Thursday 1st February 2024
Meeting No: 1
Time 12:00pm (Midday)
Location MidCoast Council, Nabiac WTP and Borefield
Project Number 100912.12
Attendees MidCoast Council
• Bill Baines
• Jesse Spencer
• Adam Gregory

Contractors:
As per attendance sheet:
NA-WPS-00 100912.12 Nabiac Borefield Stage 2B Pump Stations Pre
Tender Meeting Attendance Register - 01.02.2024

• MidCoast Council requirements for this contract.

• Opportunity to ask questions and seek clarification of the contract.
• Ensure that Tenderers understand the site conditions.

Agenda:
The mandatory pre-tender meeting for the NA-WPS-00 100912.12 Nabiac Borefield Stage 2B Pump
Stations Contract Number: 100912.12 was held at the MidCoast Water Treatment Plant on
Aerodrome Road, Nabiac. The meeting was followed by a site visit throughout the Borefield.

The specific points raised, questions asked and required actions to be taken are summarised in the
table below.

Item Discussion Action By

1 MCC – introduction, team & project roles
Thanked all representatives for attending and proceeded with introductions.

Discussed location of toilets and in case of emergency/evacuation exit to

front of building to emergency muster point.

Acknowledgement of Country
We acknowledge the traditional custodians of the land on which we work and
live, the Gathang-speaking people and pay our respects to all Aboriginal and
Torres Strait Islander people who now reside in the MidCoast Council area.
We extend our respect to elders past and present, and to all future cultural-
knowledge holders.

Principal MID-COAST COUNCIL (Mid-Coast

Council Water and Sewerage
Branch) ABN 44 961 20 8161
Superintendent Mitchell Stace
Project Support Officer Holly Stephens
Contact during Tender Period Jesse Spencer
Project Design Manager Bill Baines
 Contract Number: 100912.12

NA-WPS-00 100912.12 Nabiac Borefield Stage 2B Pump Stations

Pre-Tender Meeting

Project Manager during Jesse Spencer

Construction
Project Surveillance Adam Gregory

- Questions and answers on tenders will be available to all parties.

Commercial in confidence questions can be asked via VendorPanel
and will only be answered to initiator if requested.
- There has been an allowance of approximately 6 months contract
period from the date of execution of the Formal Instrument of
Agreement to Practical Completion and normal wet weather
allowances will apply. There is flexibility to negotiate a different
contract period.
- The tender submissions must be lodged via the MidCoast Council
electronic tender portal www.vendorpanel.com.au before the
closing date.
- Closing date of tender is Sunday 25th February 2024 at 9pm.
- A confidential tender report will be put up to the council meeting for
resolution of the tender award on 20th March 2024. Award of
contract would be expected to be completed in December,
depending on any post tender negotiations required.
- The requirement for a council meeting resolution is dependent on
contract price, which is yet to be determined.
- Works are expected to commence April/May 2024.
- Saturday and Sunday work not available at the site.

2 Attendee Introductions
- Ensure all attendee’s sign attendee sheet including company they
represent and contact details.

3 Contract Information
- AS2124 will be the contract utilised for the works.
- It is important to review the contract documents, in particular Part
1B because there are some terms and conditions unique to MCC
Water Project Delivery.

4 Tendering
- Tender assessment procedure by MidCoast Council is outlined in
section 1 of Part 1A TENDER REQUIREMENTS & PRELIMINARIES.
- Tenderers are to accurately complete all of the Part 1C Tender
Schedules for consideration in the tender.
- Tenderers are required to prepare a Detailed Construction
Program/schedule for the work to be done under the engagement.
- Tenderers are to provide details in tender submissions that
demonstrate an understanding of the contract requirements e.g. tilt
panels to be cast onsite/offsite, proposed environmental controls for
working above an aquifer.

- Price will be assessed but MCC do not necessarily accept the lowest
bid.
- If the tenderer is unsure about the contract requirements please ask
questions using VendorPanel.

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Pre-Tender Meeting

-Commercial in confidence questions can be asked via portal and will

only be answered to initiator if requested. However, if MCC believes
that the answer to the question is important for all tenderers then
the answer will be given to all contractors.
- Tenders to additionally submit a methodology for the works
detailing in particular the planned works, construction, placement of
the tilt ups and stainless-steel pipework; This is to allow MidCoast
Council to be satisfied that the tenderer has a full understanding of
the nature of the works.
- MidCoast Council has a preference to construct the works at the 5
new bore pumps prior to taking the existing 5 bore pumps out of
service. This is to maintain network capacity. However, MCC are
open to other sequencing of works in consultation.
- Contractors are reminded to list their subcontractors they are
putting forward to use, within their tenders as required within the
contract documents.
5 Variations and Schedule of Rates
- Schedule of rates will be utilised to identify costs associated with
variations. These rates are to include profits and overheads and no
additional % to be applied to any variations related to use of these
rates.
- The rates provided will be assessed in the tender evaluation process.
- MidCoast Council considers that we are fair and reasonable with
variations/claims; however, any variations/claims will be required to
be submitted and assessed as per the T&C of contract.

6 Contract Preliminaries
- Preliminaries are required prior to start of works.
- Possession of site will not be granted until the preliminaries and any
other required documents are provided by the Contractor.
- Construction Insurance will be covered by the contractor.
- Long Service Levy payment is required to be paid by the winning
contractor and a receipt is required to be submitted as documented
evidence.
- Contract security is required under the contract for the amount of
5% in bank guarantees. This is done as two bank guarantees of 2.5%
each.

7 Site
- The Water Treatment Plant, Water reticulation network and
Borefield site will remain operational.
- Adam Gregory and Jesse Spencer will provide most of the
surveillance for this project and will be setup in a demountable at
the WTP.
- MCC operational staff will be required to conform to the successful
contractor’s site induction and general WH&S within the
construction site boundaries.
- The successful contractor shall not operate any existing services
without written approval from MCC.
- The site during wet conditions can have a high-water table which the
contractor is to allow for.

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Pre-Tender Meeting

8 Site utilities
- There is no sewerage reticulation onsite. The Contractor shall make
the necessary arrangements to provide for sewerage on site as
needed, and at the Contractors expense.
- Contractor shall allow for the required site amenities and is required
to provide all site amenities for their subcontractors.
- Power supply to be used during the construction of the works is the
Contractor’s responsibility. However, contractor can access
reasonable power for site sheds from site power. Connection to site
power made at contractor’s expense.
- The Contractor shall make the necessary arrangements to provide
potable water on site, and to the Contractors expense.

9 Conforming and non-conforming tenders

- Contractors in the past have been successful by finding innovative or
more economical ways of achieving objectives and submitting a non-
conforming tender. However, if a non-conforming tender is
submitted, the alternative must be equal to or better than the
original design and must be accompanied by a conforming tender.
- For a conforming tender, all tender schedules must be completed, if
they are not complete, they will be considered non-conforming.
- Any non-conforming proposal shall be listed within the non-
conforming tender schedule.
10 Defects Management and site inspections.
- MCC is not to be used as the Quality Assurance and Compliance by
the Contractor for their Sub Contractors. The Contractor shall have
their own ITP’s which clearly shows the checking of their
subcontractors works, the use of Sub contractors ITP in lieu of the
Contractors ITP is not acceptable. The Contractor shall have their
own appropriate trained qualified staff at site to inspect and
supervise the relevant disciplines of the works being undertaken. An
example would be that the Contractor shall have an experienced
builder/concreter supervising concreting subcontractors.
- It is the responsibility and requirement for the head contractor to
work with sub-contractors and for the sub-contractor’s not to go
through MCC.
11 Progress Claims
- Progress claims shall be at the end of each month.

12 Site Inspection
- A site inspection for tenderers to visit the Borefield will follow the
meeting so that site conditions are understood.
13 Questions
- Questions after the meeting shall be raised through the tender
portal.
- MCC will provide these minutes and attendance sheets via Vendor
Panel as PDF documents that form part of the contract.

Questions at the meeting: -

MCC Question – From the tender documents are the limits of contract
understood?
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Pre-Tender Meeting

Answer - If the tenderer has any queries on the expectations of the contract
could they please ask for clarification on VendorPanel. To ensure everyone is
pricing the same job we would like any ambiguity to be cleared up before the
end of the tendering period.

Question – Is the Tender Schedule excel spreadsheet the only submissions

required for a conforming tender?
Answer – Additional to filling out the Tender Schedule, a few of the key
submissions which won’t fit well in the spreadsheet are a program,
methodology and a sample site management plan.

Question – Stowe are currently running cables and conduit. Are the borehut
slab conduits to be installed under this contract?
Answer – Conduits by the contractor as per the drawings. The pulling of the
cables through the conduits will be in a separate contract.

Question – Will Stowe be terminating the pump cables?

Answer – The contract requires the contractor to take the cable into the hut.
It will require custom stainless fabrication.

Question – What is the pump’s power cable fixing arrangement? And what is
the fixing method?
Answer – The cables for the pumps and hydrostatic level device are to be
attached within the well casing on to the pipework using stainless steel cable
ties at 450mm spacings.

Question – What are the requirements for instrument cable shielding?

Answer – The contractor does not need to allow for additional cable
shielding.

Question – Have the bores been drilled? Have they run? Would we expect
blockages during commissioning?
Answer – The bores have been drilled and ran for flow testing and capped. It
is not expected that blockages should occur during commissioning.

Question – What is the requirement for the relocation of the shipping

containers?
Answer – For the existing shipping container pump stations; MCC will
disconnect the electrical supply and the optic fibre connection. The optic
fibre will be pulled back to the pit and rolled up there. The electrical mains
will need to be removed, and during construction activities managed, by the
contractor, as this can’t be pulled back to any pits like the optic fibre can.
The contractor is to re install the mains cable into the new concrete slab
conduits ready for connection to the distribution board by MCC. The
contractor is to patch the containers and move it out of the way with
electricals and pipework remaining inside until the gear can be located into
the new huts. The shipping containers are then to be moved to the Nabiac
WTP.
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Pre-Tender Meeting

Question – Does the Contractor need to allow for a geotechnical inspection

of the foundation material?
Answer – No, MCC personnel can inspect the suitability of the subgrade. If
the subgrade at design levels is unsuitable, replacement of unsuitable
material would be handled as a variation.

Question – Is labelling required for valves?

Answer – No labels required for valves and pipe fittings. Only door requires a
label.

Question – Pipe Schedule item 6 lists tapping band, pressure gauge ball
valves and associated fittings? What are the associated fittings?
Answer – Existing pipework can use the existing tapping band but for the
new pipework the associated fittings are to be:

• 2x 20(3/4”) BSP Threaded Hex Nipple

• 20 (3/4”) BSP Female Tee
• 20-15 (3/4”-1/2”) Hex Reducing Nipple
• 20 (3/4”) BSP Quarter Turn Hose Tap
Additionally, contrary to drawings only a single One-Piece Ball Valve is
required.

Question – Are the pump adaptors / connections supplied by council?

Answer – Contractor will be required to supply the connection piece as
shown within the contract drawings which may require custom fabrication.
This is not supplied by MCC due to long lead times of adaptors and a custom
manufacture is detailed and required.

Question –Are the pump headworks by the contractor?

Answer – All pump pipework including headworks is the responsibility of the
contractor. At existing pumpstations the existing pipework can be used but
levels may need to be adjusted. Flanges at the top of bore are currently tack
welded only to cap the wells.

Question – Do the lift points at the top of bore pipework need certification?
Answer – Required to be built to the requirements of drawings.

Question – Will a welding methodology be required?

Answer – Welds are to be to Australian Standards.
Upon further review of AS 1154.6 section 4, the contractor will require a
welding procedure to be established.

Question – Who have MCC used previously for stainless steel pipework?
Answer – Oliver Ivers Engineering have been used for all the stainless in the
borefield. The tenderer does not have to use Oliver but MCC have a great
working history with him.

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 Contract Number: 100912.12

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Pre-Tender Meeting

End.

Meeting Closed: 2:00pm

Distribution: All MidCoast Council attendees and on the Vendor Panel Portal.

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