MEMO . To HNO Staff Cc From Neil Cree Date 01 December 2014 Subject Appointing Accredited ILM Facilitators This memo sets out guidance for appointing accredited ILM facilitators in support of the Business Case process. This is in addition to wider advice on the ILM process which can be found on the HNO Highways Information Portal ( http://hip.nzta.govt.nz ) at: http://hip.nzta.govt.nz/faq/investment-logic-mapping-ilm As at 1 May 2013 the accredited facilitators in New Zealand are: Jenny Coquilhat [email protected] Sylvia Meakin [email protected] Karen Tregaskis [email protected] Stephen Davies Howard [email protected] Jim McMahon [email protected] Erik van den Top [email protected] Linda Mead [email protected] Mark Young [email protected] For the latest list check http://www.ssc.govt.nz/project-delivery-capability The Transport Agency has currently established contracts with four of these Independent Accredited Facilitators: Supplier Key Contact Contract Number Caravel Group Ltd Jim McMahon NZTA 157/12/Caravel Group (NZ) Davies Howard Group Ltd Stephen Davies Howard NZTA 157/12/Davies Howard Group Erik van den Top Erik van den Top NZTA 157/12/Erik van den Top Tregaski Brown Ltd Karen Tregaskis NZTA 157/12/Tregaski Brown To access these contracts you should follow the established procedures for commissioning professional consultants as set out in the Highways Information Portal (http://hip.nzta.govt.nz ): http://hip.nzta.govt.nz/technical-information/procurement#tab2 On approval to appoint, because a contractual relationship has already been established with the above preferred suupliers, there is no need to prepare a separate contract. Instead you will simply need to provide confirmation (via a statement of works (SOW) letter) with the prospective supplier of your desire to procure them under the appropriate contract. Guidance on the preparation of a Statement of Works is included below. Payment of fees will come from your own budgets and you will need to supply your own PID at the time of commissioning. If you wish to appoint other accredited facilitators for which there is not a contract in place you will need to go through the full short form process. Contract Duration and Pricing The term of Preferred Supplier Contract is three (3) years. Commencement Date: End Date: 01 October 2012 30 September 2015 The Pricing Schedule (in NZD) for accredited facilitators is as follows: # Role Description Location ILM Workshop Facilitation NZ As per agreed amount with NZTA Relationship Manager Benefits Workshop Facilitation NZ As per agreed amount with NZTA Relationship Manager Option Workshop Facilitation NZ As per agreed amount with NZTA Relationship Manager SLIP Workshop Facilitation NZ As per agreed amount with NZTA Relationship Manager 1 2 3 4 Maximum Daily Rate Excluding GST The above Pricing Schedule is fixed for the first two (2) years of this Preferred Supplier Contract. Any increases to the Pricing Schedule must be agreed by 30 June each year by Variation to this Preferred Supplier Contract. The increase must be linked to the Labour Cost Index as published by Statistics New Zealand. Each appointment will contain an agreed budget covering all of the work to be undertaken, together with any additional travel, accommodation costs or disbursements. The agreed budget will form the price of the SOW. The Fee element of the price will be either a fixed price or capped price based on time and materials. Disbursements will be refunded at cost, and/or an actual and reasonable basis where applicable. 2 Statement of Works In order to progress a particular commission the NZTA and the supplier must agree on a SOW, which records the agreement reached between the Parties in relation to the provision of a particular assignment based on the NZTA’s written request prepared by the NZTA which is sent to the Supplier which sets out or describes the specified Services, deliverables and Fees for those Services to be provided by the Supplier and the Supplier’s Quote. Each SOW will contain the following information: i ii Standard information (to be included in all Statements of Work): a a scope of Services giving a description of the Services to be provided, the overarching goal and outcomes to be achieved b the proposed methodology c details of all outputs to be achieved by the Supplier, timeframes for their production and completion and any acceptance criteria d the date of commencement of the SOW e the date of completion of the SOW f an agreed budget for the Services (including fixed fee rates as calculated in accordance with the indicative rates specified in this Preferred Supplier Contract and any additional travel, accommodation costs or disbursements) g the nominated personnel who is to undertake the Services under the SOW Additional information to be provided if applicable: a details of any re-imbursable costs recoverable by the Supplier as disbursements b details of any advance payable to the Supplier (which sums will be deducted from the Supplier’s invoice(s)) c details of any reports to be provided by the Supplier d any additional performance standards or service levels applicable to the SOW e details of spheres of responsibility and lines of communication with regard to the SOW g details of any other Suppliers or consultants or specialists (sub-contractors) whom the Supplier is to use in undertaking the Services under the SOW Relationship Manager The NZTA Relationship Manager for the Preferred Supplier Contracts is: the NZTA’s Relationship Manager Name: Matt Barnes Title/position: Transport Planning Manager Physical address: Victoria Arcade 50 Victoria Street Wellington 6141 Postal address: Private Bag 6995 Wellington 6141 3 Phone: 04 894 6439 Fax: Email: [email protected] The NZTA’s Relationship Manager will be responsible for monitoring the overall performance of the Supplier and will be the Supplier’s point of contact for specific queries or concerns relating to the Preferred Supplier Contract. Individual SOW’s will be managed by a Contract Manager appointed in the SOW. Quality Assurance and Commission Monitoring In order to assist the NZTA Relationship Manager to monitor the overall performance of the Preferred Suppliers Contract a contract use and performance spreadsheet has been developed and is available on Kete at: [H:\_Kete Docs\HNO ILM FACILITATORS GUIDE V1-G00170068.xlsx] As part of the SOW and on completion you are required to update the spreadsheet, as required. Further Advice and Guidance For further advice and guidance on the preferred supplier contract please contact the NZTA Relationship Manager. 4
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