The evaluation of Tenderers health and safety capabilities and systems is an important consideration in the selection process. This stage provides the opportunity to:
- Evaluate and verify the Tenderer’s OH&S management system and performance.
- Determine the Tenderer’s understanding of the OH&S requirements of the specification.
- Review how the Tenderer will manage OH&S issues associated with the contract works and services (ie with particular regard to the Risk Assessment and Health and Safety Plan).
A team comprised of Consultant, Departmental and Agency personnel generally undertakes the Tender Evaluation process. The Tender Evaluation process involves several stages:
- Evaluation and verification of Tenderer’s OH&S System.
- Review of Risk Assessment.
- Review of Health and Safety Plan
Evaluation and Verification of Tenderer’s OH&S System
A systematic approach is required to the evaluation and verification of the Tenderer’s OH&S system. Steps in this process include:
- Review of completed Tenderer OH&S System Questionnaires.
- Examination of Tenderer’s OH&S management system documentation, (manuals, procedures, work methods, training/competency records).
- Verification of the operation of the Tenderer’s OH&S management system.
- Undertaking interviews with Tenderers to clarify particular issues and areas where more information is required.
The Tenderer is to demonstrate the active implementation and operation of their OH&S management system by providing records including:
- Health and safety audits - copies of completed audit reports, details of audits undertaken.
- Hazard inspection records - copies of completed hazard inspection reports showing corrective actions to be undertaken.
- Plant maintenance and inspection records - evidence of completed maintenance logs, pre-start daily safety inspections, risk assessment reports.
- Safety meetings: evidence of minutes of meetings, meeting schedules, personnel involved.
- Accident investigation - evidence of completed accident investigation reports.
- Training and induction: records of health and safety training and induction programs, competency certificates.
Review of Risk Assessment
Important issues to be considered when reviewing the risk assessment include:
- Relevant hazards associated with the contract have been identified.
- Risks have been appropriately assessed in terms of potential for injury and damage.
- Proposed control measures are adequate and can be supported by relevant documentation.
The Risk Assessment completed by the successful Tenderer should be reviewed and approved by the Principal prior to commencement of the contract. (Refer to the ‘Guidelines for Review of Risk Assessment’) Where appropriate, the Contractor should be provided with relevant health and safety procedures.
Where the Risk Assessment is considered unacceptable, the Contractor should be notified and appropriate modifications made to the risk assessment.
Review of Health and Safety Plan
Contractors appointed for major contracts should develop a Health and Safety Plan using the ‘Guidelines for Preparation of Health and Safety Plans.’ This document sets out general requirements for Health and Safety Plans that can be modified for each contract. Refer to ‘Review of Health and Safety Plans’ proforma.
Tender Evaluation Process Flow Chart - Major Contracts
