[insert your organisation name and logo or branding]
Request for Proposals (RFP)
Metlink CCTV, audio installation &
maintenance services
Part 2 –
Response Form
RFP released: Wednesday 6th March 2024 NZST
Deadline for Questions: 5pm Thursday 21st March 2024 NZST
Deadline for Proposals: 12pm (midday) Friday 5th April 2024 NZST
Greater Wellington Regional Council
100 Cuba Street
Wellington
Page 1 of 25
link to page 3 link to page 4 link to page 6 link to page 22 link to page 23 link to page 24
Contents
SECTION 1: ABOUT THE RESPONDENT ................................................................ 3
SECTION 2: SOLUTION OVERVIEW ...................................................................... 4
SECTION 3: RESPONSE TO NON-PRICE REQUIREMENTS ...................................... 6
SECTION 4: PRICE ............................................................................................. 22
SECTION 5: PROPOSED CONTRACT ................................................................... 23
SECTION 6: OUR DECLARATION ........................................................................ 24
Check list for Respondent to complete for their own benefit:
1 Al sections in this Part 2 Response Form have been completed
Yes / No
2 Al sections in the Part 3 Pricing Template have been completed
Yes / No
3 Response to Proposed Contract has been submitted
Yes / No
4 You have signed the supplier declaration
Yes / No
Page 2 of 25
SECTION 1: About the Respondent
• The section gives the Buyer basic information about your organisation and identifies
your Point of Contact for the duration of the RFP process.
• If an item is not applicable e.g. you do not have a registered office complete the box
Supplier
by stating ‘not applicable’.
tips
• If you are submitting a joint or consortium Proposal complete an ‘Our profile’ table for
each Respondent. Cut and paste the table as appropriate. Provide only one Point of
Contact for your joint/consortium Proposal.
Our Organisation
Choose one of these statements to complete, and delete the others
This is a Proposal by [insert name] (the Respondent) alone to supply the Requirements.
OR This is a [joint/consortium] Proposal, by [insert the name of your organisation] and [insert the name of
the other organisation/s] (together the Respondents) to supply the Requirements.
Name
Detail
Trading name:
[insert the name that you do business under]
Legal name (if different):
[if applicable]
Physical address:
[if more than one office – put the address of your head office]
Postal address:
[e.g. P.O Box address]
Registered office:
[if you have a registered office insert the address here]
Business website:
[url address]
Type of entity (legal
[sole trader / partnership / limited liability co / other please specify]
status):
Registration number:
[if your organisation has a registration number insert it here e.g.
company registration number]
Country of residence:
[insert country where you (if you are a sole trader) or your organisation
is resident for tax purposes]
GST registration number:
[NZ GST number / if overseas please state]
Our Point of Contact
Item
Detail
Contact person:
[name of the person responsible for communicating with the Buyer]
Position:
[job title or position]
Mobile number:
[mobile]
Email address:
[work email]
Page 3 of 25
SECTION 2: Solution overview
• In this section you are asked to provide your response to our Requirements (Part 1
Section 2) by demonstrating your organisation’s ability to meet our criteria (Part 1
Section 3: Our Evaluation Approach). Carefully read Part 1 Sections 2 and 3 before
Supplier
completing this part.
tips
• If there is anything that you do not understand ask our Point of Contact to clarify.
• If any information you provide is commercially sensitive to your business, you must let
the Buyer know. Please mark the information ‘commercially sensitive’ or ‘Confidential
Information’. It is not acceptable to render this whole document confidential unless this
is truly the case. The Buyer has a duty to protect Confidential Information, subject to
the exceptions in the RFP-Terms (Section 6).
• If some of an answer is in another document e.g., a marketing brochure, copy and paste
the relevant extract into this Proposal. Do not submit the whole brochure. Please do not
include any advertising brochures or similar material in your Proposal.
Section 2.1 Pre-conditions
• You must be able to answer ‘yes’ to each of the pre-conditions. Make sure you are able
to verify that this is the case, if asked.
• ‘Yes’, means that you can currently meet the pre-condition. It does not mean that you
Supplier
are planning to, or intend to at some time in the future.
tips
• If you cannot answer ‘yes’ to all, your Proposal will not meet the basic Requirements
and wil be declined.
Precondition / Question to produce evidence
Pass/Fail
PC1
Is a Bosch Security Certified Partner
YES/NO
PC2
The Respondent confirms that al permanent and part time employees within their
YES/NO
organisation (not just for this contract), including sub-contractors, performing
services on behalf of the Respondent is paid, for each hour worked, a rate no less
than the New Zealand Minimum Living Wage Rate applicable at the time.
PC3
Professional Indemnity Insurance (minimum cover of NZ$3m)
YES/NO
PC4
Public Liability Insurance (minimum cover of NZ$20m)
YES/NO
Page 4 of 25
Section 2.2 Business and solution overview
We are interested in understanding a little more about your business, size, structure, ethos, and why you
believe you are best suited to delivering this contract.
Maximum of two pages.
Note: The information you provide here will not be weighted but may be considered when considering
overall value for money for the whole life of the contract.
Your response here
Please provide an overview of your proposed solution.
Maximum of two pages.
Note: The information you provide here will not be weighted but may be considered when considering
overall value for money for the whole life of the contract.
Your response here
Page 5 of 25
SECTION 3: Response to non-price
requirements
Section 3.1 Response to requirements
• Here you are asked to answer questions relating to the evaluation criteria (written).
Your Proposal will be scored against your answers to these criteria. Aim to give answers
that are relevant, concise, and comprehensive.
Supplier • Consider the % weighting for each criterion. The higher the weighting the more
tips
important it is. Take the weightings into account in deciding how much detail to
include.
• If you have made any assumption about the Requirements or delivery, clearly state the
assumption.
3.3.1 Relevant experience and track record
We seek relevant, current evidence that demonstrates your organisation’s ability to meet our CCTV
requirements.
#
Requirement
R-01
ORGANISATIONAL PROFILE
Describe your organisation’s size, structure, location, and annual turnover. Explain why
this is sufficient to successfully deliver the outcomes described in this RFP.
Your response here
R-02
CCTV REFERENCE SITES
Provide three examples of recent or current contracts delivering and managing CCTV (as
defined in the scope of this RFP) or similar. References in the last three years and New
Zealand public sector sites are preferred. For each site, please list:
• contract and client (including contact details for reference purposes)
• location and dates you provided the services
• scope of services
For each one, include referee details. Let us know if you wish to be contacted before we
contact your named referees.
Your response here
R-03
CCTV LESSONS LEARNED
We are interested in learning from your experience working with other clients.
What lessons should we be aware of and how can GW make sure we don’t repeat the
same mistakes?
Your response here
Page 6 of 25
3.3.2 Relevant skills and capability
We seek evidence that showcases your team’s ability to deliver and support our CCTV requirements.
#
Requirement
R-04
YOUR TEAM
Using a one-page CV for each, identify the individuals who will be assigned to the GW
account if you are the chosen supplier. Include relevant qualifications and relevant CCTV
experience (including any biographies) and detail their commitment to the contract and
expected working hours per month. We also need to know where each of your team
members are geographically located.
Please include an organisation chart in your response to this section, to show how your
team, including sub-contractors and suppliers, fits together and will work with GW's
team.
Your response here
R-05
SUBCONTRACTORS’ KEY PERSONNEL
If you are including subcontractors within your Proposal, we want to understand each
subcontractor’s technical and management skills. For each subcontractor organisation,
provide their company details, specific role in the contract, location, key personnel and
their skills and experience. Include how your subcontractors wil engage consistently
through the appropriate channels. Please include a one-page CV of the sub-contractor’s
key personnel including their relevant qualifications and relevant CCTV experience.
Your response here
R-06
TEAM RATIONALE
Why are you proposing your team and subcontractors in the way you have?
Your response here
R-07
KEY PERSONNEL RISK MANAGEMENT
Describe how you manage key personnel (and subcontractors) changes, seamless
transition and continuity of a high skil set throughout the delivery of the contract.
What other contract commitments do they have at the same time as this contract that
could impact their ability deliver on time?
Your response here
Page 7 of 25
R-08
CERTIFICATIONS AND ACCREDITATIONS
It is essential that the supplier is or will be a Bosch Security Certified Partner prior to the
commencement of the contract. This is important for maintaining the Maintained Assets
and is experienced with large scale CCTV and ICT systems including Managed Switches.
Please confirm which team members hold or will hold the required certifications to meet
GW’s requirements:
• For management of existing Bosch assets, Bosch BVMS training and certification
• For accessing on site rail assets, Rail corridor permits, KiwiRail HSE induction and
KiwiRail electrical awareness intermediate.
• For accessing bus assets, experience obtaining traffic management plans.
• Any other accreditations or certifications considered critical for CCTV scope
delivery including but not limited to Allied Telesis AMF and Galagher access
control system.
Your response here
R-09
BUILDING COMPLIANCE
Some of our sites require annual Building Warrant of Fitness recertification annually.
How will you ensure and provide evidence of maintenance and annual certification of the
Gallagher Access System on-time for the BWOF anniversary date annually?
Your response here
R-010
GW CAPACITY AND CAPABILITY
We require a specialist supplier that will undertake maintenance (Maintained Assets),
equipment renewals, system administration and new installation work for CCTV as
required across rail, and bus infrastructure.
To that extent, we require a ful y resourced and competent team to provide us with the
services. How will you provide resources and provide for continuation of services when
key personnel are on leave or resigns?
Your response here
Page 8 of 25
3.3.3 Methodology and requirements
We seek clarity around how you wil deliver on our CCTV requirements in this RFP.
#
General requirements
R-011
TRANSITION METHODOLOGY & TIMELINE
We require a specialist supplier that will undertake maintenance (Maintained Assets),
equipment renewals, system administration and new installation work for CCTV as
required across ferry, rail, and bus infrastructure from the first day of the contract.
Given the short period for contract handover, please describe your contract
implementation/transition methodology and timeline including a detailed Gantt chart to
provide assurance to us that there will be a continuation of services from day one of the
contract. In your methodology, please include a description with any appendices about
how you will engage critical suppliers to ensure your premises have the correct
connectivity. Do not include pricing in your response, as this wil be included in the Price
Response Excel.
Your response here
R-012
YOUR APPROACH TO COLLABORATION
Collaborating with stakeholders will be a critical success factor for this contract.
Throughout the life of the contract, you wil be required to work with other suppliers,
local councils, KiwiRail, Transdev, GW ICT.
What is your approach to collaboration where there is a complex network of inter-
dependent stakeholders, and how do you know your approach wil be successful in the
GW setting?
Your response here
R-013
REPORTING TOOLS AND TEMPLATES
Describe your proposed contract client reporting tools and processes for faults and works
tracking.
How would we as a client use those tools and what are the limitations and/or additional
costs? For example, any unique licenses required, limitations or specific user training that
we would need to incur?
Please do not include actual costs in your response to this question, the Excel Price
Template will have a place for these.
Your response here
R-014
RISK MANAGEMENT
What are the material risks associated with your proposal and service delivery and how
you wil mitigate these (prevent them from happening) and manage them (if they do
happen)?
Your response here
Page 9 of 25
R-015
CLIENT ENGAGEMENT MODEL
What does your client engagement model structure look like? This includes your
approach to governance, sharing product roadmaps, innovations and value add
opportunities.
Your response here:
#
1.Planned maintenance requirements
R-016
ENGAGEMENT WITH KEY STAKEHOLDERS
The chosen supplier must be experienced working in high-risk rail corridor and bus stop
areas.
Both the Rail and Bus CCTV recording infrastructure currently resides in the Revera Data
Centre. How will you actively engage with, KiwiRail, Transdev, Local Councils, and Revera
to ensure access to and work completion at the various sites, including Revera data
centre access, RMC access, traffic management plans, rail permit approvals as and when
required?
Your response here
R-017
MAINTAINED ASSET MAINTENANCE
The supplier will be required to manage a complex set of sites that have a high level of
health and safety management requirements. These are high risk sites and require
specific access permits, training, tools, material, and trained personnel.
Describe your methodology to access the sites, your working hours, equipment used
when providing planned and reactive maintenance to ensure continuation of service at
the specified levels and how you will adhere to all health and safety rules and obligations.
Your response here
R-018
TRAFFIC MANAGEMENT PLANS (TMP)
What experience do you have in successfully applying for Corridor Access Requests and
TMP’s with the local territorial authorities? These plans are mandatory before going onto
the road corridor and all railway station car parks.
Your response here
R-019
ASSET REPLACEMENT - RAIL
What is your process for replacing an asset on our rail corridor?
We would expect you to include process information such as the applicable permits,
team members, their processes, indicative timeframe, working in blocks of line, and
equipment. For more information, refer to KiwiRail’s website.
Your response here
R-020
ASSET REPLACEMENT – BUS
What is your process for replacing an asset at a Metlink bus hub?
We would expect you to include the applicable information such as permits, team
members, their processes, indicative timeframe, and equipment.
Page 10 of 25
Your response here
R-021
UNINTERRUPTED POWER SUPPLIES (UPS) MAINTENANCE AND RENEWALS (INCLUDING BATTERY
REPLACEMENTS):
What experience do you have with UPS management and what is your process to
proactively identify then advise us on which UPS’s requires replacement and optimal
product replacement?
Your response here
#
2.Asset renewal programme requirements
R-022
ASSET MANAGEMENT
We understand that you wil be holding CCTV inventory for us and other clients.
How do you proactively track and monitor our inventory so that it does not get mixed up
with other clients? How do we get visibility of our inventory levels?
Note that we will work with the chosen supplier to articulate inventory levels, SLAs, and
associated metrics.
Your response here
R-023
ASSET CONDITION ASSESSMENTS
We require a condition (visual inspection) assessment, plus a photo, condition rating
(Aligned with NAMS 1-5) and GPS coordinates of all Maintained Assets at least once a
year. The supplier may be asked to tag assets during the exercise.
How will you complete these actions and allocate resources to make sure all Maintained
Assets are assessed and rated on an annual basis? Do not include pricing in your
response, as this will be included in the Price Response Excel.
Your response here
R-024
MAINTAINED ASSETS EXPERT ADVICE
We require a supplier that wil work with us and provide expert advice when we identify
and activate new sites or enhance/re-construct existing sites to provide expert advice on
connectivity and camera placement.
How will you provide advice, identify value-for-money solutions, and guide us to achieve
the desired outcome?
Your response here
R-025
CCTV COVERAGE AND TECHNOLOGY
We require the supplier to provide expert advice on camera placement to achieve the
best possible outcome and coverage.
We also require the supplier to provide expert advice on the
camera set-up, most
appropriate camera selection, and software masking in certain instances. How will you
provide advice and direction to achieve the requirements listed?
Your response here
Page 11 of 25
R-026
ASSET RENEWAL PROGRAMME
CCTV and security assets (hardware) reach end-of-life either by age, condition, or
technological obsolescence, and we require the supplier to provide technical advice to
assist identify assets that are due to become technologically obsolete or may no longer
be fit-for-purpose.
Please tell us how will you keep us appraised on technology changes and asset
obsolescence proactively, so asset planners are fully informed?
Your response here
R-027
PRODUCT ADVICE
During the contract, we may be open to exploring alternative or additional CCTV
hardware and software solutions.
What experience do you have with alternative and additional integrated solutions
including alternative Video Management Systems (VMS) and analytics software?
How wil you proactively advise us on optimal system setup and upcoming technology
advancements? As part of your reply, please tell us how you will keep us appraised on
medium to longer term initiatives and technology roadmaps that could work for us?
Your response here
R-028
CCTV PRODUCT TRANSITION
We seek a Bosch certified supplier to support our current inventory, but we may
transition to a new camera type/brand and VMS software during the life of this contract.
Tell us how you have led other clients through the transition from a single brand camera
setup to a multi brand camera set up. This includes seamless integration between the
two.
Your response here
R-029
FUTURE POSSIBILITIES – PUBLIC ADDRESS SYSTEM
We are considering reviewing our public address system (currently Jacques) (hardware
and software) with a view to improving audible customer information available at railway
stations.
This may involve replacing the Jacques system by procuring a different system that meets
our requirements, or only replacing specific components of the existing system.
If we decide to replace the current system in its entirety, a separate procurement process
will be initiated. In that event, will your current offering be able to manage and maintain
the new system? Please detail any risks and constraints your current offering may
present.
If we decide to replace specific PA components of the existing Jacques system, how will
you work with the chosen supplier?
Your response here
Page 12 of 25
R-030
FUTURE POSSIBILITIES - CCTV OPERATIONAL MONITORING ACROSS THE BUS NETWORK
We are considering options around bus CCTV monitoring. This relates to hardware and
software functioning rather than behavioural monitoring. What capabilities do you offer
in this space and is this a realistic service offering from your company? Please do not
include pricing in your answer, please use the RFP Price Template.
Your response here
#
3.Reactive maintenance including warranty management requirements
R-031
REACTIVE EMERGENCY MANAGEMENT
We seek a hands-on, responsive supplier who will remediate CCTV hardware and
software outages, stolen hardware, and any other unexpected system issues.
How will you triage such issues, perform root cause analysis, establish a time-bound
remediation plan, and engage with us to achieve this? Please see appendix for critical
location SLA times, based on site prioritisation.
Your response here
R-032
OUTSIDE WORK HOURS AND WEEKEND EMERGENCY MANAGEMENT
Historically, CCTV issues and outages typically take place outside work hours, school
holidays and public holidays.
How are your teams set up to remediate issues that happen during these hours? Please
do not include pricing in your response to this question – the pricing Excel response form
will include a rates table for this.
Your response here
R-033
DIAGNOSTICS AND OPERATIONAL SOLUTION MONITORING
We seek diagnostics and monitoring services for the bus and rail CCTV networks. This is
to ensure we have full transparency that everything is working as it should.
What does your monitoring solution look like? Please include details such is who your
subcontractor is for monitoring (if applicable), methodology and reporting that you will
provide to GW.
Your response here
#
4. Software license management requirements
R-034
LICENSE MANAGEMENT EXPERIENCE
We seek a supplier with license management expertise, so that the current software and
hardware continues to successfully operate.
How would you manage our licenses in scope of this procurement?
Your response here
#
5. Security system management requirements
Page 13 of 25
R-035
SECURITY MONITORING
From time to time, NZ Police require GW to upload footage to the Police’s cloud-based
portal. More information is available on request.
How does your process look, to review footage and package up the required footage
then ensure it is uploaded into the Police portal within a pre-agreed timeframe? We also
receive requests under the Local Government Official Information and Meetings Act 1987
(LOGIMA) and the Privacy Act that requires footage.
Please note that monitoring footage for suspicious behaviour is outside scope of this
procurement.
Your response here
R-036
WARRANTY MANAGEMENT SERVICES
The supplier will be required to provide Warranty Management Services.
Please provide your proposed methodology in failure reporting and performing
corrective action services on our behalf.
Your response here
#
Rail network asset management requirements
R-037
RF LINK INSTALLATION REQUIREMENTS
We require the supplier to maintain point-to-point RF links throughout the CCTV network
(both Cambium and Ubiquity). However, the supplier wil be required to instal Cambium
for new installations.
How would you approach this requirement including ensuring reliable connectivity is
maintained and the most appropriate solution is specified for new installations?
Your response here
R-038
MANAGED SWITCHES-RAIL
Rail assets have a large network of Allied Telesis POE Managed switches.
What experience do you have with large scale managed switch system administration?
Your response here
#
Non-functional requirements
R-039
NON-FUNCTIONAL REQUIREMENT: CAPACITY OPTIMISATION
The potential duration of this contract is up to 10 years. New sites and functions could be
deployed during this time. We seek reassurance that the proposed solution is right-
sized/tailored to the task (without over-provisioning and over-spending).
How do you achieve this, and how does your solution link into reporting cycles (including
bandwidth, storage use and data consumption reporting)?
What do your routine reviews of system capacity and capability look like and if any
decisions regarding the upgrades are required (unless there something ad-hoc / urgent
requests, which wil be dealt with as required)?
Your response here
Page 14 of 25
R-040
NON-FUNCTIONAL REQUIREMENT: AUTOMATED OPERATIONAL NOTIFICATIONS
Under the new contract, we seek automated operational monitoring across rail and bus
networks. Because at present, we rely on manual checks of camera operations.
What sort of camera automated system does your solution offer, rather than the current
process which requires manual identification of camera outages?
Your response here
R-041
NON-FUNCTIONAL REQUIREMENT: SECURITY QUESTION
Please describe how you will ensure the following security requirements are met.
• All communication between cameras, storage, and monitoring stations should be
encrypted to prevent unauthorized access. This includes data in transit and at rest,
encrypted end to end using encryption algorithms from the NZISM-approved list.
• Strict access control measures to restrict access to live feeds and recorded footage
based on user roles and permissions and support the GWRC governance policies and
procedures in place.
• Must al ow detection of tampering with cameras or recording devices, with alerts
and logging mechanisms and simple auditing capabilities in place
• Incident management must be aligned between GWRC and the supplier.
Your response here
R-042
NON-FUNCTIONAL REQUIREMENT: PERFORMANCE QUESTION
Please describe how you will maintain the current performance requirements.
• The system should provide real-time monitoring capabilities with minimal latency.
Typically, 25-30 frames per second (FPS) for standard applications. And must be able
to set them to lower or much higher number 60 FPS or even more for specific
applications where fast-moving objects require it.
• The solution should support high-definition video quality for clear image capture.
ranging from standard definition (SD) to high definition (HD) and beyond such as
720p, 1080p, 4K
• The ability to scale the system to accommodate many cameras and users without
significant degradation in performance
• The efficient handling of video storage, retrieval, and archival to ensure smooth
playback and quick access to footage
• Should be able to protect from dust and moisture and other atmospheric or weather
conditions
Your response here
R-043
NON-FUNCTIONAL REQUIREMENT: USABILITY QUESTION
Please describe how you will maintain and manage the following usability requirements.
• Ability to access the system for monitoring and administration functions including
calibration if required
• Configurable alerts and notifications for events such as motion detection, camera
malfunctions, storage capacity thresholds any other critical events to be monitored
Your response here
Page 15 of 25
R-044
NON-FUNCTIONAL REQUIREMENT: RELIABILITY QUESTION
Please describe how you will maintain and manage the following reliability requirements.
• Capability to manage the redundant components and failover mechanisms to ensure
uninterrupted operation across the platform
• Capability to gracefully handle hardware failures, network issues, or power outages
without losing critical footage
• Mechanisms to ensure the integrity of recorded footage, such as checksum
verification and redundant storage
Your response here
R-045
NON-FUNCTIONAL REQUIREMENT: SCALABILITY QUESTION
Please describe how you will ensure the following scalability requirements are met.
• Flexible and modular architecture that allows easy increase or decrease of cameras,
storage devices, monitoring stations or similar components
• Distribute processing such as load balancing for storage load efficiently across
multiple servers or nodes to maintain performance as the system scales and to meet
the growing demands
Your response here
R-046
NON-FUNCTIONAL REQUIREMENT: REGULATORY COMPLIANCE QUESTION
Please describe how you will ensure the following compliance requirements are met.
• Compliance with data protection and privacy regulations and obligations with
regulatory bodies such as the Privacy Act 2020, Biometrics Code 2024, PSR, and
NZISM including features like anonymization of sensitive information and secure data
handling practices. Note: we expect you to be operating as an agent of Greater
Wellington in accordance with S11 of the Privacy Act 2020.
• Certification or attestation in internationally recognised security standards and
frameworks (ISO27001, NIST, CIS Controls, SOC2) will be considered an advantage?
Your response here
R-047
NON-FUNCTIONAL REQUIREMENT: VULNERABILITY MANAGEMENT QUESTION
Please describe how vulnerability management wil be undertaken, and how status and
outcomes wil be assured with GW.
Examples of which may include.
• Cyber Security mitigation and management processes.
• Do you use risk-based approach in prioritisation of the remediation?
• Does your vulnerability management process cover not only software components
but also hardware components of the solution and infrastructure involved? How do
you manage firmware patching and updates?
• Patch management process and practice.
• What patching cycle period do you use?
• What authoritative sources and security intelligence feeds you leverage to identify
and address out-of-band and zero-day vulnerabilities?
Your response here
#
Health, safety, quality, and wel being requirements
Page 16 of 25
link to page 17 link to page 17
R-048
HEALTH, SAFETY, AND WELLBEING - INTRODUCTION
GW are looking to understand your approach to whole of life health, safety, and
wellbeing considerations. The following questions are looking for proof that Health,
Safety, and Wellbeing (HSW) is woven into the fabric of your business operations. Not
just your end products, but also how you deliver services without harm to your staff and
others. The fol owing questions explore your commitment and practices to ensure you
have and maintain effective health, safety, and wellbeing management systems. These
questions also help us understand how you have harnessed the benefits of safety by
design principles, as well as the integration robust health, safety, and wellbeing practices
into past work or contracts.
At a high level, how do you demonstrate that:
1. Effective HSW is an organisational priority?
2. Your senior managers influence HSW outcomes?
3. You empower your workers to actively participate in HSW matters?
Your response here
R-049
HEALTH, SAFETY, AND WELLBEING – INDEPENDENT ASSESSMENT
Has an independent assessment been conducted on your HSW management systems? If
yes, who carried it out, what were the results of the assessment and why did you decided
to invest in an independent assessment?
Your response here
R-050
HEALTH, SAFETY, AND WELLBEING – HEALTH & SAFETY BY DESIGN
In a single page, provide an example from a previous contract where you successful y
incorporated the 'Health and Safety by Design 'principles
1?
In your response to this question, please outline the challenges you faced, the strategies
you used to overcome them, and the impact on service provision, product safety and
user experience.
Your response here
R-051
HEALTH, SAFETY, AND WELLBEING – OVERLAPPING DUTIES
Provide a detailed explanation of how you meet your HSW obligations when your duties
overlap with other parties such as subcontractors? Specifically, we are interested in your
approach, as the main contractor, to ensuing effective consultation, cooperation,
coordination
2 with other parties throughout a contract.
Your response here
1 https://www.worksafe.govt.nz/topic-and-industry/health-and-safety-by-design/health-and-safety-by-design-gpg/
2
PCBU’s working Together: advice when contracting – Worksafe NZ
Page 17 of 25
R-052
HEALTH, SAFETY, AND WELLBEING – PLANNING & RISK MANAGEMENT
Provide a detailed description of how you meet your HSW obligations during contract
planning and risk management. Specifically, we're interested in understanding your
approach to identifying potential hazards, conducting thorough risk assessments,
developing effective strategies to manage these risks, and reviewing control measures to
determine their ongoing effectiveness.
Your response here
R-053
HEALTH, SAFETY, AND WELLBEING - TRAINING
Please provide a short statement explaining how you meet your obligations with respect
to each of the following areas.
1. Health, Safety and Wellbeing
2. Training and competency
3. Incident management
4. Injury management
5. Emergency preparedness
Your response here
R-054
HEALTH, SAFETY, AND WELLBEING – CONTINUOUS IMPROVEMENT
Provide a detailed explanation of how your business fosters continuous improvement in
HS&W.
Specifically, we are interested in the proactive steps and strategies that have been
initiated through the routine review of daily work activities, underscoring your
commitment to ongoing enhancement in safety measures.
Your response here
R-055
QUALITY MANAGEMENT SYSTEMS
We would like to understand what accreditations your organisation holds around Quality
Management Systems. This covers all aspects of the contract to ensure outcomes are
delivered to the highest standards, on time and to budget.
Please provide us with an overview of what your QMS looks like, and how this provides
the assurances we seek.
Your response here
#
Privacy requirements
R-056
PRIVACY: POLICY ALIGNMENT
We have a GW CCTV Privacy Policy included at the RFP appendix. How does your
proposal align to this policy?
Your response here
Page 18 of 25
R-057
PRIVACY: PRIVACY AND SECURITY ACCESS
It is important that recordings are only viewed and used per GW’s Privacy Policy.
How do you ensure that camera footage is only viewed when required, and that any
personnel viewing camera content has their own logins, data access logs and audit trails?
Your response here
R-058
PRIVACY: EMERGENCY PERSONNEL ACCESS
From time to time, emergency situations may mean we need to co-operate with law
enforcement and provide them access to our CCTV solution and security system.
What experience do you have with working alongside emergency response personnel in a
CCTV setting? Specifically, working alongside the Armed Defenders Squad in the event
that they need to access to footage and/or view bus cameras real-time.
Your response here
R-059
PRIVACY: BALANCING INDIVIDUALS’ RIGHT TO PRIVACY WITH GW BUSINESS OUTCOMES
It is important that the privacy of Metlink customers, staff and members of the public is
respected while still delivering on GW’s business outcomes.
How would you preserve the privacy of individuals, whose interest is not of interest to
GW? I.e., they are not committing a crime?
Your response here
R-060
PRIVACY: FACIAL BLURRING
Using your knowledge of the Bosch solution, how would you implement facial blurring
technology?
Your response here
R-061
PRIVACY: PERSONS OF INTEREST
When reviewing footage, how does your approach ensure that only the authorised users
can see the identities of persons of interest rather than everyone present?
Your response here
R-062
FACIAL RECOGNITION (FR) There is no imminent requirement for FR. But in the next 5-10 years, a catastrophic event
could trigger the need for facial recognition technology across Metlink’s CCTV network.
Based on your understanding of our current CCTV setup, how quickly could facial
recognition technology be implemented across the network or at set locations. What
dependencies wil you have to get it live? Feel free to include any other key
considerations.
Your response here
Page 19 of 25
3.3.5 Broader outcomes and public value
We want to understand the social, environmental, cultural, or economic outcomes that your solution
brings. In scoring this section, we place high value on the Broader Outcomes described below. As a
minimum standard and to be considered further, please describe how these are incorporated into your
Proposal. Please provide evidence that demonstrates your claims.
#
Requirement
R-063
KAITIAKITANGA AND SOCIAL WELLBEING:
Please describe how the following are incorporated into your Proposal. Please provide
evidence that demonstrates your claims.
• We encourage initiatives that embrace cultural diversity, inclusivity, and recognition
of our indigenous heritage.
• We want suppliers to show how they support Māori and Pasifika employees to
celebrate their heritage through their work and sharing of Matauranga Māori and
traditional practices.
• We will also encourage suppliers to partner with Māori or Pasifika owned business or
social enterprises where possible. We want contractors to show how they support
social wel being and engagement with the local community, enabling them to be
more connected and involved in the contract.
• We require all suppliers to pay the Living Wage to all staff and support this practice
through the contract supply chain.
Your response here
R-064
ECONOMIC WELLBEING:
Please describe how the following are incorporated into your Proposal. Please provide
evidence that demonstrates your claims.
• We support prosperity through quality employment pathways. We encourage
increased opportunities, upskilling, and innovative supply chain initiatives, that
encourage a more resilient workforce and reduced inequalities.
• We want suppliers to demonstrate how they are helping create employment
opportunities and career pathways for target sectors, partnering with local and
agency organisations to reduce barriers to employment.
• We want suppliers to show how they are adding to a diverse supplier model to
increase resilience and support a robust local economy. We promote and support
partnership applications, local suppliers and subcontractors and innovative solutions.
Your response here
R-065
ENVIRONMENTAL WELLBEING:
Please describe how the following are incorporated into your Proposal. Please provide
evidence that demonstrates your claims.
• We support initiatives that protect and enhance the local environment as well as
considering global environmental challenges like climate change.
• We want suppliers to show how their organisation and operations support a circular
economy in terms of waste minimisation. We want suppliers to show how their
organisation can contribute to Council’s target of being Carbon Zero by 2050 and
support New Zealand’s carbon reduction commitments, through energy efficiency,
use of alternative energy sources and innovative solutions through the supply chain.
Page 20 of 25
Your response here
Section 3.2 Non-price Assumptions
Please state any assumptions you have made in relation to the Requirements (not Pricing).
Assumptions
Your response here
Page 21 of 25
SECTION 4: Price
• In the Part 1 Section 4 we have outlined the pricing information that we are seeking.
This should inform you how to present your proposed price. We have provided a
template you must use this for your pricing information (Part 3 Pricing Template).
Supplier
• In preparing your pricing information you must consider all risks, contingencies and
tips
other circumstances relating to the delivery of our Requirements and include adequate
provision for them. You must also document any assumptions that you have made in
costing the ful delivery of the Requirements within the Part 3 – Pricing Template.
• If we have asked for a two-envelope response you must put all financial and pricing
information in the Part 3 Pricing Template
Section 4.1 Pricing
Please submit your financial information and pricing using Part 3 Pricing Template. This is a separate
spreadsheet.
Section 4.2 Pricing Assumptions
Please state any assumptions you have made in relation to the cost and pricing information within the Part
3 Pricing Template.
Page 22 of 25
SECTION 5: Proposed Contract
• In the Proposed Contract we have detailed the terms and conditions of our Proposed
Contract. We need to know whether or not you are prepared to do business based
on the Proposed Contract.
Supplier
• If you have any points that you wish to make about the Proposed Contract this is
tips
where you tel us. Note below any suggestions or changes you wish to propose.
• It is important that, if asked, you are able to explain why your changes are important
to you.
• In deciding which Respondent/s to shortlist the Buyer wil consider each
Respondent’s wil ingness to meet the Proposed Contract terms and conditions.
This section is not required.
You are not required to review the draft contract or provide any tags or feedback at this stage of the
procurement. We attached the draft contract to the RFP for informational purposes only. This document
is a first cut and will be a basis for discussions with shortlisted suppliers.
For now, no action is required.
Page 23 of 25
SECTION 6: Our declaration
• Here you are asked to answer questions and make a formal declaration.
• Remember to select ‘agree’ or ‘disagree’ at the end of each row. If you don’t you
wil be deemed to have agreed.
Supplier
tips
• Remember to get the declaration signed by someone who is authorised to sign and
able to verify each of the elements of the declaration e.g., chief executive or a senior
manager.
• If you are submitting a joint or consortium Proposal each Respondent (supplier
involved in the joint or consortium Proposal) must complete a separate declaration.
Respondent’s declaration
Topic
Declaration
Respondent’s
declaration
RFP Process,
I/we have read and ful y understand this RFP, including the RFP
[agree /
Terms and
Process, Terms and Conditions (shortened to RFP-Terms
disagree]
Conditions:
detailed in Section 6, as amended by Section 1, paragraph 1.6. if
applicable). I/we confirm that the Respondent/s agree to be
bound by them.
Collection of
The Respondent/s authorises the Buyer to:
[agree /
further
a) col ect any information about the Respondent, except
disagree]
information:
commercially sensitive pricing information, from any
relevant third party, including a referee, or previous or
existing client
b) use such information in the evaluation of this Proposal.
The Respondent/s agrees that al such information wil be
confidential to the Buyer.
Requirements:
I/we have read and ful y understand the nature and extent of
[agree /
the Buyer’s Requirements as described in Section 2. I/we
disagree]
confirm that the Respondent/s has the necessary capacity and
capability to fully meet or exceed the Requirements and will be
available to deliver throughout the relevant Contract period.
Ethics:
In submitting this Proposal, the Respondent/s warrants that it:
[agree /
a) has not entered into any improper, illegal, collusive, or
disagree]
anti-competitive arrangements with any Competitor
b) has not directly or indirectly approached any
representative of the Buyer (other than the Point of
Contact) to lobby or solicit information in relation to the
RFP
Page 24 of 25
c) has not attempted to influence, or provide any form of
personal inducement, reward, or benefit to any
representative of the Buyer.
Offer Validity
I/we confirm that this Proposal, including the price, remains
[agree /
Period:
open for acceptance for the Offer Validity Period stated in
disagree]
Section 1, paragraph 1.6.
Conflict of
The Respondent warrants that it has no actual, potential or
[agree /
Interest
perceived Conflict of Interest in submitting this Proposal, or
disagree]
declaration:
entering into a Contract to deliver the Requirements. Where a
Conflict of Interest arises during the RFP process the
Respondent/s will report it immediately to the Buyer’s Point of
Contact.
Details of conflict of interest: [if you think you may have a conflict of interest briefly describe the
conflict and how you propose to manage it or write ‘not applicable’].
DECLARATION
I/we declare that in submitting the Proposal and this declaration:
a) the information provided is true, accurate and complete and not misleading in any material respect
b) the Proposal does not contain intellectual property that will breach a third party’s rights
c) I/we have secured all appropriate authorisations to submit this Proposal, to make the statements
and to provide the information in the Proposal and I/we am/are not aware of any impediments to
enter into a Contract to deliver the Requirements.
I/we understand that the falsification of information, supplying misleading information or the
suppression of material information in this declaration and the Proposal may result in the Proposal
being eliminated from further participation in the RFP process and may be grounds for termination of
any Contract awarded as a result of the RFP.
By signing this declaration, the signatory below represents, warrants, and agrees that he/she has been
authorised by the Respondent/s to make this declaration on its/their behalf.
Signature:
Full name:
Title / position: Name of
organisation:
Date:
Page 25 of 25
Document Outline
