Request for Quote
<<insert contract number>> <<insert description of goods/services>>

FMPM711.04 REQUEST FOR QUOTE (RFQ) TEMPLATE The purpose of this template is to invite quotations for goods or services (including consultancy services). It is to be used where the value of the services is likely to be more than $100,000 (ex GST) but less than $200,000 (ex GST). For more information refer to FMPM711 Procurement Procedure How do I complete the RFQ Template? Complete or delete the yellow highlighted text fields. Delete all guidance notes highlighted blue. Send RFQ to correct number of suppliers: For purchases up to $200,000 – a minimum of 3 suppliers must be invited Delete this instruction page. Update the table of contents Save this RFQ template along with submissions and recommendation report to your requisition or contract. Responsible Procurement JCU has a vested interest in Responsible Procurement and have established a panel of pre-qualified Social Enterprises and First Nation Suppliers. The panel of providers offer many services to JCU such as Catering, Legal Services and more. Therefore, please ensure you are checking the pre-qualified panel which can be found on the Strategic Procurement Group Intranet Page before commencing your RFQ. For any assistance, please contact the Strategic Procurement Group.

ADDITIONAL DOCUMENTATION REQUIREMENTS The following documents must be completed as part of this RFQ Process: Evaluation Template (select one) FMPM711.05 - Lowest Price Conforming FMPM711.06 - 3 Stage Method FMPM711.07 - Value for Money FMPM711.08 - RFQ Recommendation Report FMPM711.09 - RFQ Formal Successful Notification FMPM711.10 - RFQ Formal Unsuccessful Notification All completed documents, including supplier responses must be attached to the requisition or contract.

Table of Contents

Section 1 – JCU Buyer to Complete	4

1.	Customer Details	4

2.	Request Details	4

3.	Conditions	4

4.	Insurances	4

5.	Evaluation Criteria	5

6.	Specifications	6

Section 2 – Supplier Response	7

7.	Supplier Information	7

8.	Mandatory Requirements	7

9.	Conditions	7

10.	Conflict of interest	7

11.	Requirements	8

12.	Pricing	10

13.	Supplier Authorisation	10

Section 3 – Request for Quote (RFQ) Conditions	11

UPDATE TABLE OF CONTENTS Before finalising this RFQ template ensure you update the table of contents. Click anywhere in the table of contents Press F9 on your keyboard Select Update Entire Table Select OK Delete this text box before finalising RFQ

Section 1 – JCU Buyer to Complete

Customer Details

JCU Division/College	<<Insert Division/College>>
Contact Officer Name	<<Insert Contact Officer Name>>
Position	<<Insert Position of Contact Officer>>
Phone	<<Insert Contact Officers Phone Number>>
Email	<<insert Contact Officers Email>>

Request Details

Request Issue Date	Click or tap to enter a date.
Closing Date / Time	<<Insert closing time>> on Click or tap to enter a date.
Submissions	Submissions must be received via email to the Contact Officer listed above by the closing Date and Time: <<xxx@jcu.edu.au>>

Conditions

The following conditions apply to this Request for Quote (RFQ) and the resulting purchase of good and services.

Conditions of Offer	For all Goods and Services, the Conditions of Offer attached to this document in Section 3 will apply to the RFQ.
Conditions of Contract	The following Conditions of Contract will apply to the contract formed with the successful Offeror: ☐ For General Goods and Services, JCU’s Purchase Order Terms and Conditions ☐ For purchases from an existing Arrangement, the Conditions applicable to <<Arrangement Number>> ☐ Other, <<Insert Terms and Conditions to apply>>
Additional Contract Conditions	The following will apply in addition to the Contract: The Supplier is required to comply with JCU’s Supplier Code of Conduct and the Queensland Government’s Ethical Supplier Threshold. Any relevant Ethical Supplier Mandates will apply to this RFQ process and any resulting contract/order.

Insurances

Workers Compensation	Choose an item.
Public Liability	Choose an item.
Products Liability	Choose an item.
Professional Indemnity	Choose an item.
Other Insurances	<<Insert other insurances as required>>

Evaluation Criteria

Mandatory	Compliance with Insurance requirements specified in Section 1, Part 4 Compliance with Conditions of Contract specified in Section 1, Part 3 and Compliance with the Ethical Supplier Threshold as specified in Section 1, Part 3
Other Evaluation Criteria	The other evaluation criteria that will be used to evaluate offers are: Responsible Procurement Local Content Compliance to Requirements Capability and Experience Ability to Meet Timeframes Project Methodology Price <<Note: Add or remove evaluation criteria highlighted yellow as required. Ensure that your questions in Section 2, Part 11 and on your Evaluation Template align with this criteria>>.

Specifications

BACKGROUND/SCOPE
<<Provide a description of the goods or services and any background information. Include what is to be achieved, compatibility with other equipment, how the item is to be used and context etc.>>
Start Date	Click or tap to enter a date.
End Date	Click or tap to enter a date.
Extension options	<<Insert options or write ‘Not applicable’>>
TECHNICAL/FUNCTIONAL REQUIREMENTS
Mandatory requirements	<<List any additional "must haves" (if supplier cannot meet, then their offer will be excluded from evaluation. If none enter N/A>>
Delivery address (if applicable)	<<Insert delivery address where goods or services are to be delivered (if applicable)>>
Support Services	<<Insert details of warranty, maintenance or support required>> This is more related to small elements of ICT – speak to the Technology Solutions Division to identify if this is required or delete.
Deliverables/Milestones	<<Insert details of any key deliverables or milestones or write: ‘Not applicable’>> For example, milestones could be: 20% at commencement 30% halfway 50% complete
Health and Safety Requirements	Suppliers are responsible for developing, implementing, and maintaining safe systems of work for all activities performed on behalf of JCU. The Supplier is responsible for compliance with all provisions of the Work Health and Safety Act 2011 (in this Clause the Act) and all subordinate legislation within the area so required for the performance of the Contract.

Section 2 – Supplier Response

Supplier Information

Supplier Name	Insert details
Supplier ABN or ACN	Insert details
Contact Name	Insert details
Position	Insert details
Head Office Address	Insert details
Branch Office Address if within 125km where goods and/or services are to be delivered	Insert details
Phone	Insert details
Email	Insert details

Mandatory Requirements

Does the Supplier agree to comply with the Insurance requirements as specified in Section 1, Part 4?	Yes ☐ No ☐ Please attach copies of insurance documents
Does the Supplier declare that they comply with the Queensland Government’s Ethical Supplier Threshold?	Yes ☐ No ☐ Details: Insert details if 'NO'
Compliance to Additional Mandatory Requirements listed in Section 1, Part 6 (2)	Insert details or insert N/A if not applicable

Conditions

Does the Supplier agree to comply with the Contract Conditions specified in Section 1, Part 3?	Yes ☐ No ☐ Details: Insert details if 'NO'

Conflict of interest

The Supplier is to give details of any possible Conflict of Interest that exists or may arise in relation to the making and/or acceptance of their quote. If there is nothing to declare, please insert “None”.	Insert details

Requirements

The Supplier is to detail how they will meet the requirements specified in Section 1.

<< Note: The below criteria are examples only, you can amend this criteria to suit your requirements. If amendments are made then ensure the criteria listed in Section 1, Part 5 and your evaluation template is also updated>>

Qualitative Criteria
Evaluation Criteria 1: Conformance to Requirements Detail how the Supplier will meet the requirements specified in Section 1, Part 6.	Insert response
Evaluation Criteria 2: Capability and Experience Provide detail of the capability and experience of the Supplier and of any Key Personnel/subcontractors (if applicable) in delivering goods/services of this type?	Insert response
Evaluation Criteria 3: Ability to Meet Timeframes Please confirm that the Supplier has the resources available and capacity to commence on the specified contract start date as per Section 1, Part 6.	Insert response
Evaluation Criteria 4: Project Methodology Please advise of the Suppliers methodology for meeting the timeframes detailed in the Specification?	Insert response
Evaluation Criteria 5: Price Provide pricing in Section 2, Part 12 below. In this section, please provide details of: the warranty provided on the goods and/or services; maintenance and repairs; support or servicing included; and any additional costs or specific exclusions	Insert response

Responsible Procurement Criteria
Classified as a First Nation Business?	Yes ☐ No ☐ Supply Nation Membership: Insert details
Business size?	☐ Small business (less than 20 employees) ☐ Medium Enterprise (20 or more but less than 200 employees) ☐ Large Enterprise (200 or more employees)
Classified as a Social Enterprise?	Yes ☐ No ☐ Insert details

Local Content Criteria – Select One
Is your head office within 125km from where the goods or services are to be supplied	Yes ☐
Is your branch office within 125km where the goods or services are to be supplied. Established for a minimum of 6 months directly employing a minimum of 10 Full Time Equivalents staff (FTEs). A branch office must constitute a physical address, not a post office box	Yes ☐
Is your branch office within 125km where the goods or services are to be supplied. Established for a minimum of 6 months directly employing a less than 10 Full Time Equivalents staff (FTEs). A branch office must constitute a physical address, not a post office box	Yes ☐
Is your business located within Queensland (determined by the head office location of the business)	Yes ☐
Is your business an Interstate business (determined by the head office location of the business)	Yes ☐
Is your business located Overseas (determined by the head office location of the business)	Yes ☐
Number of FTE located in local office (head or branch)	Insert details

Pricing

Ensure not only the upfront purchase price but also ongoing costs, such as length of engagement, maintenance, support, and any hidden fees associated with the product or service.

Goods/Services Offered and Pricing Description	Supplier’s Response
(Attach brochures/attachments or other documentary evidence of compliance with requirement, if necessary)	Quantity	Unit Price (excl. GST)	GST Payable (Per unit)	Total Price (incl. GST)
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
<<Enter description of goods/services>>	$	$	$
Delivery / Other Costs
<<Enter description>>	$	$	$
<<Enter description>>	$	$	$
Settlement Discount (if applicable) ....... % ........Days If no discount is offered, then the JCU’s standard payment terms of 30 days shall apply.	$	$	$
Total Unit Price (excl. GST)	Total GST Payable	Total Price (incl. GST)

Supplier Authorisation

This quote is submitted by the Supplier’s authorised representative. By signing, the Supplier is offering to enter a Contract on the terms set out in this document and the Conditions of Contract listed in Section 1, Part 3.
Signature	Name and Position	......./......./....... Date

Privacy Statement - JCU is collecting information from the Offeror, which may include personal information, for the purpose of administering the quotation process and contract. This information may be shared with Queensland Government departments or agencies, Queensland Government Bodies, Non-Government Organisations and/or Commonwealth, States or Territories for the purpose of administering the quotation process and contract or made publicly available in accordance with the requirements of the Queensland Procurement Policy. Personal Information will not be otherwise disclosed to any other third party without consent of the Offeror, except where authorised or required by Law.

Section 3 – Request for Quote (RFQ) Conditions

Interpretation

These Request for Quote (RFQ) Conditions may be used where JCU is seeking quotes to enter into a Contract.

Invitation Process

Supplier acceptance

By submitting a quote, the Supplier:

accepts these Request for Quote Conditions.

offers to enter into a Contract with JCU to provide the Goods, Services and Deliverables, and JCU may accept the quote during the Offer Validity Period.

JCU’s discretion

JCU may make any changes to the Invitation Process in its absolute discretion by notifying the Supplier in writing. Without limitation, JCU may:

add or change Requirements;

amend dates including extend the Closing date and time;

consider or reject a quote received after the Closing date and time;

accept non-Conforming Offers, alternative or innovative offers, quotes in part, or multiple quotes;

reject any or all quotes;

amend the evaluation criteria stipulated in the Request for Quote;

exercise discretion in evaluating any subjective evaluation criteria;

negotiate with one or more Suppliers and allow any Supplier to vary its quote;

interview, negotiate or hold discussions with any Supplier or prospective Supplier on any matter contained (or proposed to be contained) in a quote to the exclusion of others;

request some or all Suppliers to conduct site visits, provide references and additional information, and/or make themselves available for panel interviews;

change the terms and conditions applicable to the Invitation Process, including terms of the proposed Contract; or

cancel the Invitation Process.

The Supplier will not make any claim in connection with a decision by JCU to exercise or not to exercise any of its rights in relation to the Invitation Process.

Alternative offers

The JCU procurement policy promotes an outcome focused approach, seeking opportunities to innovate and improve value for money. Suppliers are encouraged to submit alternative offers and innovative offers where they believe that the alternative will promote JCU’s objectives.

No reliance on information

The Supplier is responsible for making its own investigation and assessment about all matters relevant to the Request for Quote, the Requirements, the accuracy of all information and documents provided by or on behalf of JCU, and all other matters relevant to the Supplier’s quote.

Supplier cost

Participation in the Invitation Process is at the Supplier’s cost. JCU is not required to pay compensation to the Supplier in relation to the Invitation Process in any circumstances, for any reason.

Subject to contract

No contract will be formed between JCU and the Supplier unless and until JCU accepts the Supplier’s quote in writing or both parties sign a contract document.

Compliance

The Supplier must:

(communication) direct all enquiries relating to the Request for Quote to JCU’s nominated contact person, and not discuss the Request for Quote with any other person except as required to prepare its quote.

(Accuracy) ensure that all information provided as part of its quote is complete, accurate, current, and not misleading.

(Laws) comply with all Laws.

(confidentiality) keep confidential all Confidential Information which it obtains as part of the Invitation Process, not use it except for the purpose of responding to the Request for Quote, and not disclose it except to its Personnel on a need to know basis for the purpose of responding to the Request for Quote, or with JCU’s consent, or to the extent required by Law, or to its professional advisors.

(privacy) if it collects or has access to any Personal Information in connection with the Invitation Process, comply as if it was JCU with the privacy principles in the Information Privacy Act or the Australian Privacy Principles in the Privacy Act, as applicable, in relation to that Personal Information and comply with all reasonable directions of JCU relating to the Personal Information;

(no publicity) not make any public announcements or advertisement relating to the Invitation Process.

(competitive neutrality) if the Supplier is a government owned business, local government, or Commonwealth, State or Territory or authority, price its quote to comply with the competitive neutrality principles of the Supplier’s jurisdiction.

(Personnel) ensure that its Personnel also comply with these requirements.

(accuracy of information) ensure that all representations, warranties, declarations, statements, information and documents (“information”) made or provided by the Supplier in connection with the Invitation Process are complete, accurate, up-to-date and not misleading in any way. The Supplier must immediately tell JCU if any information is or becomes incomplete, inaccurate, out-of-date or misleading in any way.

Anti-competitive conduct, conflict of interest and criminal organisations

Anti-competitive conduct

The Supplier warrants that neither it, nor its Personnel have engaged in any collusive, anti-competitive or similar conduct in connection with the Invitation Process or any actual or potential contract with any entity for goods and services similar to the Goods and Services.

Conflict of Interest

The Supplier warrants that it and its Personnel do not hold any office or possess any property, are not engaged in any business or activity and do not have any obligations whereby a Conflict of Interest is created, or may appear to be created, in conflict with its obligations under these RFQ Conditions or the proposed Contract, except as disclosed in the Supplier’s quote.

The Supplier warrants that it will not, and it will ensure that its Personnel do not, place themselves in a position that may give rise to a Conflict of Interest between the interest of JCU and the Supplier’s interests during the Invitation Process.

The Supplier warrants that it will immediately notify JCU if any Conflict of Interest arises after lodgement of the Supplier’s quote.

Criminal organisation

The Supplier warrants that neither it nor its Personnel:

have been convicted of an offence under the Criminal Code where one of the elements of the offence is that the person is a participant in a criminal organisation within the meaning of section 60A(3) of the Criminal Code; or

are subject to an order under, or have been convicted of an offence under the Criminal Organisation Act 2009 (Qld).

Warranties are ongoing

The warranties in this section are provided as at the date of the Supplier’s response to the Request for Quote and on an ongoing basis until the later of JCU notifying the Supplier that its quote has been rejected and expiry or termination of any Contract entered pursuant to the Invitation Process (“relevant period”).

The Supplier warrants that it will immediately notify JCU if it becomes aware that any warranty made in this section was inaccurate, incomplete, out-of-date or misleading in any way when made, or becomes inaccurate, incomplete, out-of-date or misleading in any way, during the relevant period.

Breach of warranty

In addition to any other remedies available to it under Law or contract, JCU may, in its absolute discretion (but is not required to), immediately disqualify a Supplier that it believes has breached any warranty in this clause.

Supplier Confidential Information

JCU will keep confidential all Confidential Information of the Supplier which it obtains as part of the Invitation Process.

JCU may use Supplier Confidential Information for the purposes of the Invitation Process.

JCU may disclose Supplier Confidential Information:

to its Personnel for the purposes of the Invitation Process;

as required under the Right to Information Act;

as required by Law;

to a Minister, their advisors or Parliament;

to its professional advisors.

JCU may publish information about the Invitation Process and any resulting Contract on the Queensland Contracts Directory, where required or recommended by Queensland Government procurement policy.

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