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EXPRESSION OF INTEREST (EOI) EVALUATION
PLAN
Request for Expression of Interest (EOI):
Project Name:
EOI for Long Term Grazing Permits (LGP) on Northern
Tablelands Local Land Services Travelling Stock Reserves
(TSR) for the period 1 July 2015 to 30 June 2020
Chair of the EOI Evaluation Team:
Name and position:
Mobile:
Email:
EOI Evaluation Plan
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Ross Fuller, Team Leader TSR and Projects
0429 909 827
ross.fuller@lls.nsw.gov.au
Contents
1.
Introduction ...................................................................................................................... 3
2.
Scope of this document ................................................................................................... 3
3.
Objectives ........................................................................................................................ 3
4.
Composition of the EOI document .................................................................................. 3
5.
Timetable for the RFT process ........................................................................................ 4
6.
Roles and responsibilities ................................................................................................ 5
7.
Evaluation process .......................................................................................................... 7
i.
Evaluation criteria ............................................................................................................ 7
8.
Evaluation method ........................................................................................................... 7
9.
Recommendation and acceptance .................................................................................. 8
10.
EOI submission ............................................................................................................... 9
11.
Disclosure of EOI Information ......................................................................................... 9
12.
EOI Opening Committee ................................................................................................. 9
13.
Notification and LGP negotiations ................................................................................... 9
Attachment A – Evaluation Criteria and Weightings ................................................................ 11
Attachment B – Scoring Methodology for Evaluation Criteria ................................................. 12
EOI Evaluation Plan
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1.
Introduction
The Northern Tablelands Local Land Services (LLS) manages Travelling Stock
Reserves (TSR) within its region. Grazing permits for these reserves were previously
issued through the New England, North Coast and North West Livestock Health and
Pest Authorities, but with the formation of LLS all grazing permits will now be issued
through LLS.
As the LLS is a new organisation there is likely to be some further state-wide policy
development of TSR grazing arrangements and these may need to be
accommodated within the permit period.
Expressions Of Interest (EOI) are being sought from eligible applicants for Long
Term Grazing Permits (LGP) for the TSRs listed in Part E – Long Term Grazing
Reserve List.
The LLS wishes to enter into an LGP with the successful applicant. The successful
applicant will enter into an LGP with LLS and provide a single point of contact for LLS
in the management and administration of the proposed permit.
The intention, by the issue of this EOI, is to assess the capability of the applicants in
the marketplace and select the appropriate grazing permit holders that will maximise
LLS return and ensure appropriate management of TSRs in line with the LLS Act
2013.
2.
Scope of this document
The purpose of this document is to detail the methodology that will be used to
evaluate responses to the EOI. This plan identifies the:
•
•
•
•
3.
Management arrangements which will apply to the evaluation
Processes to be used to evaluate applications and to determine
recommended applicants
Processes to be applied to the execution of a LGP
Timing and sequence of the evaluation tasks
Objectives
The primary objective of the plan is to provide a workable framework within which the
EOI Evaluation Team (EET) may determine and recommend for approval the best
value for money solution meeting the needs of the LLS.
The objectives of the evaluation are to:
•
•
4.
select the applicant which satisfies the requirement and represents best
return for the LLS; and
select the applicant in a rational and defensible manner which is fair, and
seems to be fair, to all applicants.
Composition of the EOI document
The Request for EOI document comprises the following parts:
EOI Evaluation Plan
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EOI document name
1. Part A EOI_Information
2. Part B EOI_LGP Terms and Conditions
3. Part C EOI_Response Form
5.
Format
PDF
PDF
MSWord
Timetable for the RFT process
Event
Target Completion Date
5.1
EOI issued
11 May 2015
5.2
EOI closes
29 May 2015
5.3
Evaluation Team reviews tender responses
1 June 2015
5.4
Completion of evaluation report
5 June 2015
5.5
Approval of recommendation sought
8 June 2015
5.6
Successful applicant notified
12 June 2015
5.7
Grazing Permits to be signed and returned
25 June 2015
5.8
Grazing Permits commence
1 July 2015
5.9
2nd Round EOI issued
27 July 2015
EOI Evaluation Plan
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6.
Roles and responsibilities
EOI Evaluation Team (EET)
The EET will be responsible for reviewing the responses to the RFE and
applying the evaluation methodology and evaluation criteria. The EET will:
i.
ii.
iii.
iv.
v.
vi.
Endorse the EOI Evaluation Plan, including weightings given to the
evaluation criteria listed in the Request For EOI document
Conduct a detailed analysis of EOIs in accordance with this plan
Consider rejection of any seriously non-conforming EOIs or acceptance in
extenuating circumstances if appropriate
Arrange for further technical appraisal, when necessary
Consider any other matters relevant to EOI selection
Prepare a formal recommendation for EOI acceptance, to be considered by
Northern Tablelands LLS Executive, documenting the basis for its
recommendations.
Each member of the EET is required to endorse this EOI Evaluation Plan
before they receive copies of the EOIs and commence the EOI evaluation
process.
No member of the EET is permitted to contact an applicant directly. All requests
for clarification are to be made through and by the Contact Officer (Chair).
Opening and registration of EOI’s will be overseen by an independent
scrutineer as per the NSW Trade and Investment EOI Procedure.
EET Chair
The EET Chair, or his nominee, will have the following responsibilities:
i.
ii.
iii.
iv.
Ensure full distribution of EOI responses to all EET members
Review and approve the completeness and accuracy of the EET
evaluations
Schedule meetings of the EET, distribute agenda and relevant material
beforehand and prepare minutes
Prepare the EET's final recommendations for EET’s consideration and
endorsement
EOI Evaluation Plan
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Approval of EOI Evaluation Team
The EOI Evaluation Team will be comprised of suitably qualified professionals
with experience and understanding of Travelling Stock Reserve management.
EET Member
1.
Ross Fuller - Chair
Position Title and Organisation
Team Leader TSR and Projects, Northern
Tablelands LLS
2.
3.
4.
Panel Approval:
------------------------------------------------------Liz Blair Manager, Land Services
Dated ………………….
------------------------------------------------------Melissa McLeod, Manager Biosecurity and Emergency Services
Dated …………………..
------------------------------------------------------Paul Hutchings, General Manager
Dated …………………..
EOI Evaluation Plan
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7.
Evaluation process
In broad terms, the EOI evaluation process involves:
i.
ii.
iii.
iv.
An assessment of compliance with the functional and technical
requirements
An assessment of compliance with the commercial and contractual
requirements outlined in the EOI package
An assessment of each applicants ability to meet all obligations under the
proposed permit
Consideration of the value for money of each EOI response
This process will culminate in the selection of a preferred Respondent with
whom a LGP may be negotiated.
i.
Evaluation criteria
The evaluation criteria, and the criteria weightings to apply, are shown at
Attachment A. The methodology for scoring EOIs against the evaluation criteria
is shown at Attachment B.
8.
Evaluation method
The evaluation of EOIs shall be conducted in the stages outlined below.
Stage 1: Initial review
An initial review will be conducted by the EET to identify any seriously nonconforming EOIs. EOIs that fail to meet mandatory functional/technical
requirements of the EOI will be eliminated from further consideration.
Specifically, EOIs that fail to meet any of the following criteria may not be
considered for further evaluation:
i.
The EOI response does not meet any mandatory/essential requirements
stated in the EOI Package
ii. Was not lodged by the EOI by the Closing Date
The EET may also eliminate EOIs on the basis that the applicant price is very
low or excessive, regardless of the make-up of the short-listed group of EOIs
and the scores which may be allocated to these EOIs in terms of satisfying the
technical and commercial criteria.
EOIs that progress to this stage will be short-listed and go on to Stage 2.
EOI Evaluation Plan
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Stage 2: Detailed Evaluation of Remaining EOIs
Tenders that progress through Stage 1 will undergo detailed examination by
the EET. Each of these short-listed EOIs will be scored against the evaluation
criteria, using the weightings shown at Attachment A, to determine their
technical/commercial index i.e. their relative degree of compliance with a set of
technical and commercial requirements.
In order to determine an appropriate set of scores, the EET shall take into
account the applicant’s ability to fully satisfy each criterion, using the
methodology shown at Attachment B.
Each EET member should independently record their preliminary scores for
each of the short-listed EOIs. The EET shall then agree on a single score for
each criterion for each short listed EOI. A single score for each EOI, against
each criterion, will be reached using a collaborative, consensus-reaching
approach amongst the EET members. Scores may not represent an average of
each team member’s individual score.
Each short listed tender shall also be evaluated for satisfactory compliance (or
potential satisfactory compliance) with criteria (iii) Conditions of Grazing Permit.
Short-listed tenderers may also be subject to a check of any outstanding
financial obligations with the LLS.
The EET shall ultimately determine a value for money index for each of the
short-listed tenders.
Stage 3: Establishment of Best Value for Money
The purpose of this phase is to calculate the value-for-money index of all shortlisted EOIs.
The applicants with the highest Value-for-Money Index shall be recommended
for contract award, provided the EET is satisfied that the tender meets all
mandatory functional and technical requirements.
9.
Recommendation and acceptance
Following completion of Stage 3, the EET will prepare and submit a
recommendation.
The best value for money solution shall be recommended, provided the EET is
satisfied that:
i.
ii.
iii.
iv.
the recommended EOI meets all essential requirements; and
financial analysis is satisfactory for the recommended EOI; and
an acceptable level of compliance with contract conditions is achieved for
the recommended tender; and
an acceptable balance is made between quality and economy.
EOI Evaluation Plan
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In making its recommendations the EET shall ensure that justification is
provided for passing over any higher priced EOI and shall demonstrate how
value for money has been achieved.
LLS reserves the right to negotiate directly with applicants on price if the
tendered amount is considered unreasonable / not acceptable. Historical value
and a value assessment based on notional carrying capacity, size of the
paddock and current market agistment rates will be used by the assessment
panel to calculate a reasonable minimum price.
Following completion of the evaluation process, the Chairperson of the EET will
prepare the Evaluation Report for the EET’s signature.
The EET’s signed recommendation will be submitted to Manager Land Services
for approval and acceptance of the recommended EOIs.
Other Administrative Matters
10.
EOI submission
These EOIs will be issued via email on request, available on the NTLLS
website or in hard copy from local LLS offices. Tender submission boxes will be
available via email and in local LLS offices.
11.
Disclosure of EOI Information
Within 45 calendar days or on request after LGPs have been entered into, it is
the EET Chair’s responsibility to ensure that information about the LGPs is
forwarded to the Strategic Procurement Unit in Orange for disclosure. Email the
completed
Contract
Disclosure
Notice
form
to
procurement.unit@industry.nsw.gov.au
No disclosure concerning successful or unsuccessful Respondents is to be
made by EET members, other than by the Chairperson of the EET.
12.
EOI Opening Committee
The Public Sector Management (Goods & Services) Regulation 2010 requires
the LLS to establish a Tender Opening Committee to open the tenders.
The Tender Box will be opened by a minimum of two of the Tender Opening
Committee and will be opened as soon as practicable after the closing of the
tender period.
The NTLLS will utilise an Independent Scrutineer during the opening and
registration of EOI’s to ensure transparency and consistency with the
abovementioned Act.
13.
Notification and LGP negotiations
LLS will notify all applicants of the outcome of the EOI process once
negotiations have been completed with the recommended applicants for the
arrangement of an LGP.
EOI Evaluation Plan
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Unsuccessful applicants may seek a formal debriefing, to discuss the
evaluation of their EOIs. Such debriefings will be arranged by the Chairperson
of the EET and will have at least 2 EET Members present.
No EET member will provide comment to any successful or unsuccessful
applicant outside the formal debriefing sessions.
EOI Evaluation Plan
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Attachment A – Evaluation Criteria and Weightings
Multiplying
factor
Criteria
1. The nominated amount being the annual dollar value for a LGP
over the TSR. A neighbour with a contiguous boundary to a
reserve will receive a 25% weighting advantage over other
Respondents ($400 from neighbour equates to $500 from non-
5
neighbour). Weighting given prior to multiplying factor.
2. Proposed approach to managing the TSR. (previous record of
TSR management will be considered if respondent has
previously held a grazing permit).
1.25
3. Relevant livestock production and land management
experience. (Any records available to LLS on livestock or
land/invasive species management will be considered).
1.25
4. Capacity of the Respondent to manage the TSR (i.e. location,
time available and resources).
TOTAL
EOI Evaluation Plan
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2.5
10
Attachment B – Scoring Methodology for Evaluation Criteria
Criteria 1
10
Highest $ amount offered on TSR.
9-1
Based on the % of the highest $ offered on TSR.
Criteria 2/3/4
0
Non-compliance or poor response. Well short of requirements and
unsubstantiated claims - unacceptable.
1-2
Unsatisfactory response. Does not meet minimum requirements or is
inadequately substantiated - poor.
3-4
Marginal compliance. The EOI contains certain material deficiencies that
prevent full compliance with requirements – below average.
5
Satisfactory compliance. May contain minor deficiencies preventing full
compliance - average.
6
Full
compliance.
Adequate
to
requirements
and
appropriately
substantiated - good.
7-8
Exceeds compliance. Very satisfactory response; more than adequate to
requirements and well substantiated – very good.
9
Significantly exceeds requirements. Excellent response; surpasses all
requirements and is fully substantiated - excellent.
10
Superior
or
outstanding
compliance.
Far
exceeds
specified
requirements, surpasses all requirements and is fully substantiated outstanding.
EOI Evaluation Plan
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