Maitland City Council (Council) is in the Hunter Valley region of New South Wales situated along the Hunter River approximately 166 kilometers north of Sydney and 35 kilometers northwest of Newcastle.

Council owns and operates the Maitland Resource Recovery Facility (MRRF), which provides waste disposal and resource recovery services to the growing population of the Maitland Local Government Area (LGA).

Council seeks a suitably qualified and experienced supplier to conduct gas and water monitoring at the Maitland Resource Recovery Facility (MRRF) and water monitoring at the East Maitland Gasworks site.

The Quotation pack consists of the following documentation:

• 20242411 Invitation to RfQ Letter
• 20242411 Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site Acknowledgment Form
• 20242411 Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site Conditions of Tender
• Responding to an ERFx Notice
• 20242411 Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site Specification
• 20242411 Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site Request for Proposal Part 2
• 20242411 Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site Price File
• 20242411 Register of Contract Deviations
• 20242411 MCC Major Services Agreement Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site

RFQ Acknowledgement

Respondents are requested to complete the RFQ Acknowledgement Form (refer document titled 02. 20242411 Gas Surface Water and Groundwater Monitoring at MRRF and East Maitland Gasworks Site Acknowledgment Form.docx) and return via email to acknowledge your company will be submitting an RfQ submitted no later than 12.00 noon (EST) Monday 7th April 2025 to Christian.Winkler@maitland.nsw.gov.au

A site visit is a condition of the RfQ

Respondents should note that the Site Visit will take place at both the Maitland Resource Recovery Facility and Gasworks Sites commencing at Gasworks Site Melbourne Street East Maitland NSW.

Site Visit 1: Wednesday 9th April 2025

Gasworks Site Time: 10.00am DEST

Gasworks Site Location: Maitland Gasworks

Melbourne Street

East Maitland NSW 2323

Please note respondents are to park on Melbourne Street and enter the Site from Melbourne Street. Tenderer personnel are requested to meet Christian Winker at the front of the Maitland Gasworks at 9.45am.

PPE: Respondents attending the site visit must comply with site specific PPE requirements of high visibility long clothing or high visibility vest long clothing safety glasses and enclosed footwear.

Site Visit 2: Wednesday 9th April 2025

MRRF Site Time: 11.00am DEST

MRRF Site Location: Maitland Resource Recovery Facility

109 Mount Vincent Road

East Maitland NSW 2323

PPE: Respondents attending the site visit must comply with site specific PPE requirements of high visibility long clothing or high visibility vest long clothing safety glasses and enclosed footwear.

Attendance Site Visit 1 and 2:Respondents must send an email attaching RfQ Acknowledgement Form (refer document titled 02.Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site Acknowledgement Form) to christian.winkler@maitland.nsw.gov.au acknowledging that a representative or representatives of the Respondent will attend the Sites for the inspection and details of such attendees (i.e. number and names). This must be advised by 12.00pm (EST) Monday 7th April 2025.

Instructions to Populate Response Documentation

The Respondent must complete the questions outlined in Request for Proposal Part 2 (refer to the document titled 06.20242411 Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site Request for Proposal Part 2.docx), included in the RfQ pack.

Responses must be provided in the designated boxes, expanded as necessary. Council prefers that responses in each section remain under 500 words. However, if additional supporting documents are required, respondents should reference these attachments within the relevant section. The responses provided will form part of the evaluation process alongside the submitted pricing file.

All responses must be submitted in an electronic version of the original native file do not submit as a PDF. All questions must be completed.

The Respondent's application, including all accompanying documentation, must be submitted via the Tenderlink Portal (refer document titled 04. Responding to an ERFx Notice.pdf).

Council may extend the closing date by notice to candidates.

All quotations must be signed by an authorised officer or signatory of the company submitting the quotation.

Contract terms and conditions will be based on the form of contract attached. Please refer to document 09.20242411 MCC Major Services Agreement Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site.pdf.

Please carefully read the draft Contract document (09.20242411 MCC Major Services Agreement Gas Surface Water and Groundwater Monitoring at the Maitland Resource Recovery Facility and East Maitland Gasworks Site.pdf) and review all the required information.

Should your company have any concerns regarding the Terms and Conditions of the draft contract, please complete the departure table in the document titled 08.Register of Contract Deviations. In the table, clearly specify the relevant page number, clause, description, and clarification for Council's consideration.

Yours faithfully

Christian Winkler

Waste Facility Environment Officer City Planning