We were invited at short notice to manage the entire tender process to procure a security fence for the Asia Pacific Economic Cooperation (APEC). The actual requirements for the fence were very specific in nature and had to meet special prerequisites as requested by the various security agencies involved in APEC. Considerations in the development of the documents included:
Unable to specify the actual location of the fence for national security reasons during the APEC meeting
Varying sub-surfaces and prevention of damage to sub-surface
Timeframe for installation and removal
Ability to withstand civil unrest situations
Availability of the fence for the period of the contract
The particular documents that we developed included the following:
Request For Tender (RFT) Conditions Of Tender
Draft RFT Conditions Of Contract
Evaluation plan and methodology
Evaluation code of conduct
Submission and reports for approval
Part of the brief for managing this tender was to train the procurement team at the client organisation on how to run a procurement process in the future, therefore skills in ensuring knowledge was imparted and transferred were particularly important.
Interestingly, although the contract was specifically for APEC, we ran the process taking into account the long term needs of the NSW Government and put together a NSW State Contracts Control Board contract so that the fence could be used at other state significant events such as New Year’s Eve in Sydney and World Youth Day.