Invitation to respondents

1.1 PURPOSE OF THE REQUEST FOR QUOTATION(RFQ)

The purpose of this Request for Quotation (RFQ) is to identify a group of suitably qualified service providers to undertake consultant services to produce a Development Application and Detailed Design Package suitable for the remediation of soil contamination at the Walka Recreation and Wildlife Reserve in Oakhampton Heights, NSW.

The project description and the required submission requirements are described in the Principal's Project Requirements (PPR) document.

1.2 INVITATION

Responsibility for lodgement of completed RFQ documents by the deadline lies solely with the Respondent. Lodgement information is provided in parts 1.6 and 1.7 of this document.

Council is not bound to accept any RFQ submitted.

1.3 BRIEFING

A non-mandatory briefing will be conducted via teams on Tuesday 30 September 2025.

Registration is requested via this registration form link:

The meeting information is as follows:

Meeting ID: 428 683 170 974 0

Passcode: Da37iS3K

Dial in by phone: +61 2 9161 1238

Phone conference ID: 936 938 101#

1.4 DOCUMENTS

'RFQ Information' refers to the documents and conditions that outline the requirements for the RFQ and associated contract.

"Returnable" refers to the documents that must be completed and returned to Maitland City Council as outlined in the Instructions for Respondent Submissions below.

1.5 INFORMATION

All enquiries relating to the RFQ must be directed to the nominated Project Officer via the Forum on the Portal:

Name: Isaac Conway

Role: Operations Manager - Capital Works Delivery (Community and Recreation)

1.6 INSTRUCTIONS FOR RESPONDENT SUBMISSIONS:

In the preparation and submission of the proposal and without limiting the Respondent's obligations, the Respondent must:

• submit a response which includes all completed Schedules including the Respondent's Declaration Schedule, and any other required declarations. All forms must be completely filled in and signed, and all required supporting evidence, information and details be included to make the RFQ complete;
• upload electronic copies of all completed schedules and supporting evidence
• not submit a proposal without a firm intention to proceed;
• not engage in any form of collusive practice;
• not directly or indirectly canvass support from an elected member or employee of Council at any time.

1.7 LODGEMENT METHOD

(Refer to the detailed requirements of Clause 5 of the Conditions of Tendering)

Responsibility for lodgement of completed RFQ documents by the deadline lies solely with the Tenderer.

NOTE: Hard copy submissions are not required.

1.8 EVALUATION CRITERIA

Note: Council is not bound to accept any quotations submitted. Council, in its discretion, will accept a submission that it determines is likely to provide the most advantageous result. Submission will be assessed on "conformity to the documentation" and the assessment criteria detailed below.

Value of proposal.

Relevant technical experience and capability.

Understanding of project scope and design brief.

Proposed methodology and approach to collaboration.

Capacity to deliver on time and to a high standard.

Location of consultant team

Council is committed to fostering increased local economic capacity through its procurement processes, ensuring local small to medium size enterprises are provided with opportunities within Council's procurement processes. In line with Council's Procurement Policy, criteria are included within this tender to account for local economic benefit.

1.9 PRIVACY & PERSONAL INFORMATION PROTECTION NOTICE

Respondents are advised that all (if any) personal information required to be provided with their submission is intended only for use by Council staff. The purpose being for the assessment of submissions (in accordance with the Local Government (General Regulation 2021 Part 7 Tendering).

The information will be stored at Council's Administration Centre in accordance with the requirements of the State Records Act 1998.