Doc Number: VMG230

Invitation to Tender Project No: 614

Electrical Revision: A

Invitation to Tender and Scope of Works

Contents
1. Invitation to Tender (ITT) Introduction .................... 1 9. Project Documentation & Specifications That Form
Part of The Scope of Works: ............................................ 8
2. Tender Invitation Details ......................................... 1
10. Site Specific Requirements – Deliveries, Material
3. Brief Project Description ......................................... 2 Handling, Site Access ...................................................... 9
4. Commercial Terms ................................................. 2 11. Licences Required .................................................. 9
5. Conditions & Rules of Tendering ............................ 3 12. Design Verification & Compliance, Certifications &
6. Is this a Design and Construct Package: ................ 3 Handover Documents .................................................... 10

7. Trade Scope of Works ............................................ 4 13. Safety, Environmental & Quality ........................... 11

8. Detailed Scope of Works: ....................................... 5 14. Proposed Price Breakdown:.................................. 14

1. Invitation to Tender (ITT) Introduction

Van Mal Group Construction Pty Ltd (VMG) is pleased to invite your organisation to this selective Tender.

This Invitation to Tender (ITT) document outlines VMGs requirements for your organisation’s participation in this tender. The
document has been designed so that the all aspect of the works are clearly defined, risk has been apportioned clearly and
the expectations and contractual requirements have been provided upfront. Feel free to email the project estimator should
you have any queries.

2. Tender Invitation Details

Van Mal Group Construction Pty Ltd (VMG) is the Principal Contractor of this Project.

VMG Job No 614

Project Name Coffs Harbour Northern Amenities Building
Site Name As above
Site Address Coffs Coast Leisure Park Field 2 (Stadium Drive – Coffs Harbour)
Client Name Coffs Harbour City Council
Quote Required by 6th April 5pm
estimating@vanmalgroup.com.au and Nathan@vanmalgroup.com.au
Email for enquiries

VMG contact person Nathan Johns mob 0488 115 313

Site available for inspection Y N  By Appointment
On Estimate One Y N
Project commencement date
13/04/2021
(estimated)
Estimated duration of whole project Friday 29th October

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

3. Brief Project Description

The Project involves the construction of a new amenity building (which forms just 1 component of the overall Coffs Coast
Regional Sports Hub Stage 2 Project).

The new amenity building scope includes ground floor change rooms, storage rooms, toilets and provision for officials.

A second storey (First Floor) provides administration and meeting space

This is the final component of the total Coffs Coast Regional Sports Hub Stage 2 Project to be delivered.

Council and Van Mal Group are is seeking to achieve a quality build with a striking presence, however using traditional
materials and construction methods to ensure cost effective delivery to meet budget.

Excluded form Scope - Two synthetic turf fields, One turf field, Field and car park lighting and electrical works, Network
pathway construction, Southern amenity building extensions

4. Commercial Terms
Proposed Form of Contract
Payment Terms • Progress Claims and all supporting documentation are to be submitted to
accounts@vanmalgroup.com.au on the 25th of each month for works
completed.
• Payment will be made 30 days from end of month, provided that all Supporting
documentation has been provided (Subcontractor Statement, Insurances,
Certifications, Testing & Commissioning documentation).

Bank Guarantee/Retention • Retention will be held at 10% of progress claims until a maximum of 5% of the
contract total is reached including variations.
• Upon practical completion 2.5% will released and the remaining 2.5% to be
retained by VMG for the defect liability period.
• During this period, the subcontract will be required to repair any defects at no
extra charge to VMG.
• Bank Guarantees may be accepted instead of retention.

Defect Liability Period 52 Weeks, commencing from project completion/handover

Liquidated Damages TBC
Warranty Period • 2-year Commercial Warranty
• 6-year Residential Warranty, commencing from project completion/handover

Minimum Insurance Requirement • Public Liability Insurance to the minimum value of $20 million.
• Workers Compensation Insurance
• Contract Works insurance for 150% of the value of the works and variations,
including coverage for Plant and Equipment, Materials and Tools
• Vehicle Insurance for vehicles involved with the works
• Professional Indemnity Insurance when undertaking Design works

Licensing Requirements Provide evidence of current licences for all Trade related works, High Risk Works
and as required.

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

5. Conditions & Rules of Tendering

5.1.1. This Invitation to Tender (ITT) is no more than an ‘invitation to treat’, it is not an ‘offer’. The submission of a
tender or a quotation in response to this ITT by a tenderer amounts to an ‘offer’ by that tenderer.
5.1.2. No binding contract arises between the parties until the party requesting tenders accepts a contract in writing
in the form of a written VMG Subcontractor Agreement or VMG Purchase Order.
5.1.3. Tenderers are to follow the guidelines and principles set out in the NSW Government Code of Practice for
Procurement. Tenderers will conduct all procurement and business relations with fairness and honesty and
shall not engage in anti-competitive behaviour. Tenderers shall declare any potential conflicts of interest as
they arise.
5.1.4. Tenderers will comply with all legal obligations.
5.1.5. Tenderers shall protect and maintain confidentiality of the tender process and ensure that any information
that is provided to the Tenderer remains confidential and that data is stored in accordance with client
requirements (e.g., Department of Defence/NSW Police confidentiality requirements).
5.1.6. Tenderers are not permitted to contact the client, designers or project stakeholders – all RFIs to be directed
to the VMG representative.
5.1.7. Tenderers must be identified by their correct legal entity name, such as a registered company name (Pty
Ltd), ABN number and signed off by the Tenderers authorised representative/Director.
5.1.8. The Tenderer warrants that it will maintain the validity of its tender for a period of 120 days from date of
submission of tender.
5.1.9. The Tenderer must bear its costs and expenses arising out of or in connection with the preparation of a
Tender, complying with the requirements of this ITT and any negotiations relating to a Tender.
5.1.10. Lodgement of a Tender or a Quotation will itself be an acknowledgement and representation that the
Tenderer is aware of, understands and is in full compliance with the NSW Code of Practice for Procurement
and these Conditions & Rules of Tendering.

6. Is this a Design and Construct Package:

6.1.1. The Scope of Works requires the Subcontractor is to provide a comprehensive and all inclusive Design and
Construction package –  Yes /  No

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

7. Trade Scope of Works

7.1. General Scope Items:
7.1.1. The Subcontractor/Supplier is to provide an itemised, all-inclusive quotation to undertake the complete
trade package of works, which includes but is not limited to the following:

a) This Scope of Works document.

b) All Project Documentation including but not limited to the documents referenced in Part 7.
c) Australian Standards, Building Code of Australia, National Construction Code, WHS Legislation, Codes of
Practice, Industry Best Practice, Manufacturers Guidelines
7.1.2. The Subcontractor is to:

a) provide all required Labour and Supervision required to undertake the works (all workers to be English
speaking, licenced and qualified)
b) attend meetings both on site and via video conferencing.
c) supply all plant and equipment to undertake the Scope of Works
d) supply all deliveries, material handling, site access to undertake the Scope of Works
e) undertake and verify all set outs, levels, heights, falls, dimensions, spacings, measurements, calculations,
quantities required to undertake the works. NOTE: Any dimensions, quantities & BOQs provided by VMG to
the Subcontractor are approximates only and must not be relied upon.
f) allow for the staging of works and coordination with other Trades associated with the Project.
g) allow to maintain the project programme and to accelerate programme where required
h) allow for daily site clean and removal of trade waste and spoil generated
i) allow for undertaking Design verification works and Certification of Works
j) provide evidence of all required insurances
k) provide a standard of work that is defect free and fit for handover (final handover that matches the head
contract).
l) sign off on each area after agreement from VMG that the works in the area are complete and defect free
7.1.3. The Subcontractor is to advise the VMG project manager in writing if the proposed works are not full
compliance with relevant Standards and Codes.
7.1.4. Please notify the VMG representative via email if any:

a) referenced documentation is missing form your drawing package.

b) discrepancies or errors are discovered between the Scope of Works document, Standards, and Project
Documentation.
7.1.5. Should there be a discrepancy between the Scope of Works and the documentation or specifications
provided, please notify the VMG Estimator via email. If still in doubt, make allowance for the more expensive
option and detail this in your quotation.
7.1.6. Any notes or annotations within the documentation that states “by Builder” or “by Contractor” (or similar) is
deemed to form part of the Subcontractor’s Scope of works for the corresponding Trade. If in doubt, please
notify the VMG Estimator via email. (eg. Typically on Services consultants drawings, notes refer to “by
Builder” or “by Contractor”)

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

8. Detailed Scope of Works:

The Electrical Scope of works includes but is not limited to the following:
1. General:
a. Make sufficient allowances to supply and install all electrical works as required to undertake
and certify the works.
b. Allow to supply and install all electrical works as documented within the Architectural and
Electrical design documentation and specifications and all other documentation provided.
c. Allowance to coordinate works with other trades onsite.
d. Conduits to be cast into slabs and walls where specified.
e. Supply and install all cable trays, conduits, enclosures, stainless steel boxes, penetrations,
fire seals, waterproofing, vermin proofing to all penetrations etc as documented.
f. Allow for all ground works, trenching, compaction, backfilling as required.
g. Supply and install all labelling as documented.

2. Temporary Works / Temporary Services:

a. Supply and install temporary power during the construction phase. Allow to relocate and
adjust the boards as construction progresses.
b. Allow to connect site offices to temporary power.

3. External Works
a. Allow for external service connection from the underground main (by client) to the main
distribution board.

4. Power
a. Allow to supply and install all cables, conduits, cable trays from the main distribution board
to all switch boards, panel boards, mechanical switchboards, etc as documented.
b. Supply and install all switchboards, distribution boards, circuits and wiring as documented
and as required to provide a fully functional electrical package.
c. Allowance to supply and install power to hydraulic pumps and hot water units.
d. Supply and install all GPOs and writing as documented.
e. Supply and install power to all electrical kitchen/amenities appliances as required.
f. Allow for isolation switches where required.

5. Lighting, Fixtures & Fixings

a. Supply and install all lighting, cabling, switching, luminaires, conduits including but not
limited to the following:
i. Lighting fixtures
ii. Pendant lights
iii. Flood lighting
iv. Stair tread lights
v. Motion sensors, PE cells, dimmers, switching override switching.
b. Supply and install all electrical fixtures, cabling, switching, conduits including but not limited
to the following:
i. Ceiling fan
ii. Hand driers
c. Supply and install floor boxes, enclosures, stainless steel boxes as specified.

6. Induction Loops
a. Supply and install induction loops as documented (assume wire cast in slabs), client to
supply amplifiers, electrician to install, test and commission.

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

7. Security and Access Control:

a. Supply and install all access control as documented.
b. Allowance to run power and data to electronic locks / maglocks.
c. Allowance for 12 months security monitoring.

8. Data and Comms:

a. Supply and install all comms cabinets and associated wiring (Cat 6A, etc) as documented.
b. Allow to supply and install patch panels (assume that client supplies the Rack)
c. Allow to supply and install incoming Data Connections, NBN conduits
d. Allow to supply and install fibre optic cabling as documented.
e. Allowance for data points as documented, specifically the mechanical AC controller and lift
controllers.
f. Supply patch leads as documented.
g. Supply and install microphone input sockets.
h. Supply and install all conduits, drawstrings, including conduits for PA system.
i. Supply and install HDMI cabling and conduits where specified.

9. MATV
a. Supply MATV as documented.
b. Apply to Foxtel and pay all fees and make provisions for any dish or other cabling required,
plus supply head end equipment.

10. Fire Services:

a. Supply and install a smoke detection and alarm system as documented.
b. Supply and installation of an EWS system as documented.
c. Supply and install fire rated communication lines as documented.
d. Supply and install a multi core interface cable between the FIP and mechanical system.
e. Allow to supply and install the Fire trip signal wiring from the building FIP to the MSSB.
f. Supply and Install all Emergency Lighting and Evacuation lighting as documented.
g. Allow for servicing at 3 monthly intervals for 12 months period after practical completion.

11. Solar Power System

a. Allow item for future solar panel connection input.
b. Allowance to supply and install wiring and switching for Solar Hot Water System.

12. Design and Documentation

a. Electrician is to undertake any required “minor design” works to make the systems
operational and compliant.
b. Provision of as built drawings in CAD and PDF format.
c. Operations and maintenance manuals.
d. Testing, commissioning, configuration of sensors, certification of all works.
e. Provide training for site staff at completion of works.

13. Additional Works

a. Allow to supply and install all cables, conduits, switch boards, etc to make the lift
operational.
b. Make allowance to supply and install conduits for future systems and future works ie.
Security, PA, CCTV and head end in cupboard

14. Notes

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

a. Drawings have been provided for the Lift, Mechanical and Hydraulic to allow you to
coordinate works and identify electrical requirements for those trades.
b. Make sufficient allowance for Notes 1 through to 15 of Electrical Dwg. # E02.
c. Allow for fire rated cabling where specified.
d. All materials should be as per project material schedule & specifications.

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

9. Project Documentation & Specifications That Form Part of The Scope

of Works:
Drawing Sets
Architectural Drawing Set
Energy Efficiency Evaluation
Structural Engineering
Feature Lighting Mark Up
Feature Lighting Schedule
Exterior Schedule
Ceramic Tile Specification
Floor Coverings Schedule A
Hardware Schedule
Plumbing Fixtures
Wall finishes mark-up
Window Treatment
Door and Door Furniture Schedule
Stormwater Connection Disposal Pit
Hydraulic Engineering
Electrical Engineering
Mechanic Engineering
Joinery Design

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

10. Site Specific Requirements – Deliveries, Material Handling, Site

Access
The nominated party listed below is responsible for making allowances to arrange, pay for, coordinate and carry out the
following:
Sub-
Item VMG Not applicable
contractor
a) Delivery of materials to site   
b) Unloading of materials and equipment   
c) Traffic control   
d) Materials handling/relocation to work area   
e) Lifting into place   
f) Fixed Scaffold   
g) Access equipment required for trade Scope of Works   
h) Mobile scaffold required for trade Scope of Works   
i) Temporary anchor points   
j) Edge protection   
k) Provision of storage onsite   
l) Protection of stored materials and equipment   

11. Licences Required

Licensing required for the Works Yes No

a) Working with Children Check  

b) Rail Industry Worker cards  
c) NSW Police Check  
d) Department of Defence Security Clearance  
e) High Risk Work Licences  

f) Trade licences & valid trade registration  

g) Trade qualification for the works & full-time supervision of apprentices  

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

12. Design Verification & Compliance, Certifications & Handover

Documents
12.1.1. During both the Pre Construction and Construction Phase of the Project, the Subcontractor is to
undertake the following:

a) Allow for all necessary design verification, calculations & measurements to confirm that the provided design
is, error free, fit for purpose and compliant with the design intent, BCA / NCC / Australian Standards.
b) Allow for minor design amendments, updates, modifications and coordination and communication of any
Subcontractor identified design shortcomings and or proposed Subcontractor design changes
c) undertake minor design and verification works Drawings
d) Provision of workshop drawings, and required updates in a timely manner, prior to fabrication, for client
review and approval.

12.1.2. The Subcontractor is to provide the following Documents when requested and at Handover Stage:

a) As built drawings in (CAD and PDF)

b) Manufacturers warranties for all proprietary supplied items, including all fixtures and fittings, fixings,
materials, plant and equipment, etc.
c) Care and maintenance requirements that the building users must follow to ensure that the manufacturer’s
warranty remains valid during the warranty period.
d) Signed Inspection Test Plans (ITPs).
e) Signed Safe Work Method Statements (SWMS).
f) Signed Test and commissioning results.
g) Waste tracking (if applicable) and all tipping dockets.
h) Certification of works (to be issued monthly with each progress claim), confirming that the completed works
meet all required standards and project specifications. Note: All Certifications to be signed by the Qualified
and Licenced tradesperson, typically the Director of the Subcontracting Organisation with their current
Licence and qualification details provided. Licence details nominated on the certification are to match the
Licences of the Subcontracting organisation.

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

13. Safety, Environmental & Quality

The following requirements form part of the Subcontractor’s Scope of Works

13.1. General
13.1.1. Common compliance documents that the works will be managed under:

a) VMG Safety, Environmental and Quality Policy

b) VMG220 Site Safety, Environmental and Quality Plan
c) Site Rules and Conditions of Entry
d) Client Site Safety Plan (if present)
e) Client Site Environmental Management Plan (if present)
f) Client Site Quality Management Plan (if present)
g) AS/NZS4801:2001, ISO45001:2018, ISO9001:2015, ISO14001:2015, NSW Government’s 5thEdition
Guidelines for OH&S Management Systems.
h) State and Federal Government Health Guidelines – specifically COVID or Pandemic related requirements
i) VMG COVID / Pandemic response plans

All documents are available upon request and within the Subcontractor Pack.

13.2. Safety
13.2.1. All works are to be carried out safely, in full compliance with current Work Health and Safety Act and
Regulation, Safe Work NSW Codes of Practice, Client and VMG requirements.
13.2.2. All Subcontractor workers must have:

a) “white card” (general construction induction card) with them when onsite.
b) all licences, training and qualifications for the works they are undertaking
c) completed both the Client and VMG site specific site induction prior to commencing works on site
13.2.3. The Subcontractor is to

a) carry out a documented Risk Assessment prior to commencing works onsite

b) develop a site-specific Safe Work Method Statement (SWMS) and submit to VMG management for review
and approval SEVEN (7) DAYS PRIOR TO STARTING WORKS ON SITE. (see SWMS requirements below)

13.3. SWMS
13.3.1. The SWMS will:

a) address all site risks, hazards, work procedures

b) be developed in consultation with their workers
c) be updated when required to address changing site conditions and work methodologies
d) be signed by all workers undertaking the works to confirm that they understand the SWMS and that they will
follow the SWMS.
13.3.2. The Subcontractor is to train their workers so that they can undertake the works safely and in full
compliance of the SWMS.

13.4. Personal Protective Equipment (PPE)

13.4.1. The Subcontractor is to supply its workers – AND ENSURE THEY USE – all necessary PPE and
equipment to carry out the works safely in compliance with:

a) Codes of Practice
b) Safety Legislation
c) Client requirements
d) As stated in your approved Safe Work Method Statement (SWMS)
13.4.2. VMG sites have the following minimum mandatory requirements:

a) Hard hat (in date, no stickers, good condition)

b) Steel capped boots
c) Hi visibility shirt/vest

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

13.4.3. The Subcontractor agrees that should its workers not adhere to the PPE requirements, VMG will
implement a “reminder” campaign that may involve:

a) the worker asked to leave site.

b) back charge penalty of $50 per incident.
• At our discretion VMG may loan an item of PPE to the worker so that works can continue.
13.4.4. The Subcontractor is to provide all Safety Data Sheets for any chemicals, paints, adhesives, cleaning
agents or other materials brought onto site
13.4.5. The Subcontractor is to Test and Tag all equipment and provide a Test and Tag register for all electrical
equipment brought to site.

13.5. Project Specific Hazards & Risks

Examples of risks that may apply on site:

a) likelihood of asbestos, lead and other HAZMAT within the building fabric and within the ground
b) slips trips and falls
c) plant and equipment
d) working at heights
e) chemicals on site
f) dust
g) live electrical services overhead, within building fabric and underground
h) underground services – water, gas and communications
i) pedestrians and general public nearby

13.6. Environmental requirements

13.6.1. All works are to be carried out without damaging the surrounding environment, in full compliance with
current:

a) Environmental legislation
b) EPA requirements
c) Local Council requirements
d) Client requirements
e) VMG requirements
f) Waste Transport, Waste Tracking requirements and the Heavy Vehicle National Law
13.6.2. The Subcontractor is to retain all tipping dockets and submit to VMG with their monthly progress claim
for:

a) evidence of environmentally compliant waste disposal.

b) verification and waste tracking purposes.

13.7. Quality requirements

13.7.1. All works are to be to completed to a very high standard of workmanship, be defect free and in accordance
with:

a) Scope of Works
b) Project documentation
c) Manufacturers’ guidelines
d) Australian Standards
e) Industry best practice
f) Client requirements
g) VMG requirements.
13.7.2. The Subcontractor is to follow Inspection Test Plans (ITPs) and observe all Hold and Witness Points –
such points are to be factored into the overall programme for the subcontractor package.
13.7.3. The Subcontractor is to conduct material testing, if required, to confirm that any installed materials:

a) meet Australian Standards

b) meet project specifications
c) are fit for purpose

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

13.8. Cultural Heritage

13.8.1. The Subcontractor is to respect, protect and preserve any Heritage items and structures on site and
notify immediately should cultural heritage be found on site.

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 Doc Number: VMG230
Invitation to Tender Project No: 614
Electrical Revision: A

14. Proposed Price Breakdown:

Please provide your pricing for all Scope of works items, in a format that will enable VMG to assess and review.

Below is a suggested price breakdown format that we prefer for you to follow. This will assist in the evaluation of your
quotation and may reflect the format in which VMG will provide pricing to the Client.

1. Temporary Works / Temporary Services: $..........

2. External Works: $..........

3. Power: $..........

4. Lighting, Fixtures & Fixings: $..........

5. Induction Loops: $..........

6. Security and Access Control: $..........

7. Data and Comms: $..........

8. MATV: $..........

9. Fire Services: $..........

10. Solar Power System: $..........

11. Design and Compliance Verification, Documentation, Certification: $..........

12. Additional items in Scope of Works: $..........

13. Additional items as Documented: $..........

14. Additional items required to handover a fully complete and certified trade package: $..........

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