KDR Infra Table of Contents Table of Contents 2 1.0 Introduction 2 2.0 Project Description 2 3.0 Project Justification and Contract Process 3 4.0 Project Financing 4 5.0 Supply Conditions 5 5.1 Agency Services 5 5.2 Compliance Rules 5 6.0 Project Expectations 5 7.0 Project Change Requirements 6 8.0 Quality Assurance and Control 6 9.0 Records Management 6 10.0 Disputes and Arbitration 7 11.0 Safety Procedures 7 12.0 Tender Details 7 References 8 1. Reflection of AS 4120-1994 2. Financing justification and financial arrangements of the project by the Principal 3. Contractual terms 4. Quality Assurance and Control requirements 5. Safety requirements 1.0 Introduction KDR Infra is an infrastructure development company, predominantly working on public contracts of national highways development. KDR INFRAhas bagged and successfully completed constructions of various road networks in turnaround milestones that tend to be bench marks in the industry. KDR Infra has always been focused on ensuring that the quality of the operations, constructions and the process that is adapted by the organization is of high quality and the ones that could support in developing sustainable business environment. The further sections of this report provide requirements of KDR infra for varied ongoing projects that are currently being processed by the organization. Inputs pertaining to the material requirements that are essential as supplies for the projects at different site locations, quality metrics, eligibility criteria and other such factors are discussed in detail in this tender, that is prepared in compliance to the AS 4120-1994 process. 2.0 Project Description KDR INFRA has successfully bid for the project of infrastructure development in the western region that was Australian, and currently in four locations, the part of highway road extension projects are being handled by the organization. The resource requirements that are depicted in this tender is for multiple site locations, and the suppliers interested in resource supplies have to simultaneously provide resources to various site locations in which the road construction works are going on. (Carbonara & et.al, 2012) Resource requirements annexure that has been provided in the website link for the tender emphasizes more about the specifications, number of people essential and other such related information that shall be significant for the suppliers tendering for the work. (Sidwell, 2001) Outline list of various resources necessary at the site locations are: • Jr. Engineers-Civil • Supervising Staff • Field work labor • Drivers • Helpers 3.0 Project Justification and Contract Process The project detailed above with ongoing projects in multiple locations is assigned to the organization under competitive bidding process that is adapted in tendering the contracts. In due accordance to the labor laws and the contract requirements in the process, KDR Infra is allowed to hire resources from third party agencies to carry out the project operations and complete the projects within schedules. (Carbonara & et.al, 2012) In compliance to the standards of AS 4120-1994, the tendering process has been adapted to call for agencies to support with manpower requirements to conduct the process in various locations. It is of paramount importance that the agencies keen on tendering for the proposed contract, should be fitting to the eligible criteria detailed in the annexure. Contract Process • The annexure provided with links to the tender reflect upon the eligible criteria and the varied levels of manpower requirements for different site locations. • Though the inputs in the tender depict the requirement for various locations, still the tenders have to be submitted by the agencies, for individual locations. • All the agencies that are fulfilling the eligibility criteria are open for submitting tenders for as many locations of tabulated requirement. • However, for every location, a different tender has to be submitted, as review of tenders shall take place for site locations independently. • The tenders has to be submitted in prescribed form and format only and if any deviation or discrepancy identified in the system, shall be rejected and shall not be considered. • It is recommended to the agencies that they evaluate their internal process to ensure that the tendered manpower supply shall be feasible for the company and there shall not be any shortfall in the number of people employed for the job. • Once the tenders are submitted, not kind of modifications in the tender shall be entertained. • The tender quotation figures have to be mentioned with AUD and upon successful awarding of the contract, the payments shall be made to the tendered agency name and not directly to the staff. • All the credentials like the company registration, labor license, and the other related documentation has to be submitted as proof of performance of the agency. • Review committee from the organization shall shortlist the tenders for personal interaction and to verify the compliance documents and processes adapted by the agencies in hiring human resources. • After conducting the due diligence, the site location contract shall be awarded for the companies. • Same agency shall even be awarded the manpower supply contract for multiple site locations (Sidwell, 2001) • However, the performance and the payment conditions for the respective sites are independent and have no binding for the organization. • Tender submission schedule is common for all the locations, and once the tender is submitted, no changes or re-submission process is allowed • No tenders shall be accepted in the provided link or directly or in any form, post the tender submission time. (Carbonara & et.al, 2012) 4.0 Project Financing KDR Infra has bagged the projects in PPP model with the state departments being part of the project and the project investments is backed by leading backing institutions, infrastructure development funds and private stakeholders investing in the project. (Carbonara & et.al, 2012) With the kind of market capitalization and robust financial metrics in place, KDR Infra shall ensure that the project is financed in timely manner. Pertaining to payments to the agency services, the following are some of the key aspects that are significant factors in the payment process Agencies shall have to raise the invoice for the total man-hours of its staff at each level tabulated in single invoice For every site location an independent invoice has to be generated and submitted on the last working day of the month Payments for the invoices will be cleared in one week from the submission date, after due verification of the roster Agencies have to remit the copy of payments to the contracted staff, and in no circumstance KDR infra shall be obligated to make any advance payments or direct payments to staff The payments from the company to the agencies are all inclusive payments and the agencies have to ensure they have right kind compliance system in place to the labor laws. In case of any discrepancy found in the agency payments or the reports of agency not paying the staff, KDR infra shall be liable to escalate the issue to labor department. (Sidwell, 2001) 5.0 Supply Conditions 5.1 Agency Services Tender process is open for all the agencies that fit the eligible criteria Once the tender is awarded to the agency, the manpower has to be supplied for the process within 15 days from the contract awarding time Under no circumstance any kind of violation of labor laws that is in force shall be entertained Agencies shall be paid on the number of man-hours and hence forth the agency should ensure that minimum number of staff essential to attend the daily work as per requirement is mandatory Any kind of shortage in the manpower required at site locations if identified shall be notified to the agency and the replacement has to be in place. (Sidwell, 2001) 5.2 Compliance Rules At KDR Infra, the emphasis is on operational excellence and safety of the staff working on the projects. Agencies have to ensure that the staff is provided with essential safety kits, and the requisite skill training to conduct their job in an effective manner. If any kind of violation in the policies is noted, it could lead to hefty penalties for the agencies All the workers from the contracting agencies working in the site location shall comply with the workplace policies of the company of KDR infra. (Carbonara & et.al, 2012) 6.0 Project Expectations As per the skill set requirements that are expressed in the tender annexures, it is mandatory that every staff service provided by the agencies to KDR Infra site locations should have requisite experience in the domain Due background verification of the work experience of managerial level resources has to be carried out by the agency, before scheduling them to KDR Infra work Under any conditions, if the KDR Infra chose to scrutiny/evaluate or interview the resources before scheduling them to site work, agencies have to adhere to such process. If any of the resources working at site location is found non-competent for the job, within 48 hours from the intimation, agency shall change the staff to the designated positions. Under no circumstance, any of the additional costs in many manners shall be paid to the agency or the company deals directly with the staff. All the staff shall be on the employment rolls of the agency and they shall only be engaged in work at KDR. (Carbonara & et.al, 2012) 7.0 Project Change Requirements As on the date of issuing the tender for the process, the necessary manpower requirements and kind of skill sets and other such essentials are taken in to consideration and the inputs are provided in the tender. (Sidwell, 2001) However, in the case of the project schedule management, if any additional resource requirements are identified in different site locations, such information shall be escalated to the respective agencies and if the agencies shall ensure that that the additional manpower requirements are allowed for the contract period, additional payments for the resources shall be made. (Carbonara & et.al, 2012) In the case of finding any of the resources unable to deliver the job roles in an effective manner, in such conditions, the replacement request shall be placed to the agencies, and they shall ensure that the good resources are occupying the positions as and how required Both the parties, if for some reason is considering the contract termination, shall intimate KDR Infra two months in advance. 8.0 Quality Assurance and Control At KDR Infra every effort essential to ensure that the services are highly qualitative is taken care and due practices towards managing the quality of operations is adapted at site locations. It is very important that the agencies train their staff on quality policies, safety policies and procedures of the organization. A site coordinator from the respective agencies has to be mandatorily appointed for each site location by the agency for monitoring the roster requirements and quality adaptation. (Carbonara & et.al, 2012) 9.0 Records Management Agencies shall manager the personal records of all the staff in their office premises Agencies have to submit the basic profile info of the staff to the KDR human resource manager at the site location Roster management for the time period has to be managed by the site coordinator and has to be duly approved by the HR manager of the site Invoice records generated for the months has to be maintained by the site coordinator till the completion of the contract period Incidents, risk reports pertaining to site locations have to be maintained by the organization. (Carbonara & et.al, 2012) 10.0 Disputes and Arbitration The disputes if any envisaged during the contractual period shall be resolved by mutual consultation. In case of failure to resolve the issues amicably, arbitration process can be called for, by either party (Carbonara & et.al, 2012) Arbitration policies, procedures and other such factors are detailed in the annexure of this tender process and the parties have to adhere to such arbitration process. 11.0 Safety Procedures OHS (Occupational Health and Safety) procedures that are to be adapted in compliance to the regional laws and functions have to be duly followed. At the site location, KDR team shall ensure best of infrastructure is available for safety of staff, however, the respective agencies should ensure that OHS practices are adapted. KDR reserves the right to inspect the site locations for OHS inspection and as per the compliance standards if any deviations found shall be notified to agency for rectification. (Sidwell, 2001) 12.0 Tender Details Tender link provided in the organizational website has the following annexures as part of the process. • Manpower Requirements • OHS Standards • Compliance Standards • Project Financing • Arbitration Procedures • Quality Policies • Tender Submission format References Carbonara, N., & et.al. (2012). Tendering Procedures in PPP: A Literature Review. School of Surveying and Construction Management. Sidwell, A. C. (2001). "The significance of the tendering contract on the opportunities for clients to encourage contractorled innovation. Construction Innovation, Vol. 1 Iss: 2, 107 - 116.