New England Highway Vegetation and Traffic Services

Maitland City Council (the Principal) is located at Maitland in the Hunter Valley of New South Wales situated on the Hunter River approximately 166 kilometres by road north of Sydney and 35 kilometres north west of Newcastle.

The section of road passing through the Maitland LGA is owned and managed by Transport for NSW. The Principal has a contractual agreement with Transport for NSW to complete the vegetation maintenance within medians, verges and nature strips, garden beds, and roundabouts along the entire length of the highway and extending into other roadways at major intersections.

The Principal is seeking to engage with an experienced and qualified Service Provider to undertake vegetation maintenance on the New England Highway within Maitland LGA boundaries, specifically between Weakleys drive overpass bridge Thornton and Kyle Street Rutherford.

Additional Services will include traffic control management as directed by the Principal Representative.

The Services are to include all grounds maintenance tasks, including mowing, whipper snipping, litter collection, blowing, general garden weeding and minor pruning, and non-selective weed control.

The proposed contract is for a period of three (3) years.

RFT Acknowledgement

Respondents are requested to complete the RfT Acknowledgement Form (refer document titled 02. 2025000398 New England Highway Vegetation Services Acknowledgement Form.docx) and return via email to acknowledge you will be submitting an application. RfT Acknowledgement Forms must be submitted no later than 12.00pm (AEST) Thursday 23rd October 2025 to mathew.dorney@maitland.nsw.gov.au.

Instructions to Populate Response Documentation

The Respondent must complete the questions contained in Request for Proposal Part 2 (refer document titled 05.20252453 Maitland Animal Management Facility Project Request for Proposal Part 2.docx) provided within the RfT pack.

The Respondent must respond in the boxes provided and expand the space as necessary. The Principal prefers responses in each section be limited to less than 500 words. However, where a Respondent wants to attach additional relevant documents, ensure you include a reference to the attachment in the relevant section. The responses from your company to these questions will be used within the evaluation process in conjunction with the submitted pricing file.

Respondents must provide a response to all questions set out in 05. 2025000398 New England Highway Vegetation Services Specification 2.docx. Any question left blank will receive an evaluation rating of 0 for that question. Respondents must not alter the content or the format of the document. Attachments must only contain relevant information and be provided as supporting material and not a substitute for a response to a particular question.

Respondents are to ensure that all attachments are clearly identified and numbered numerically in the same order as the questions and included item number in the naming convention of the attached file.

Respondents may state Not applicable for any items that do not apply.

You must submit using an electronic copy of this document in its original native file please do not pdf this document. Respondents must note that all questions MUST be completed.

Respondents are requested to submit pricing using the pricing file within the RfT pack refer document 07. 2025000398 New England Highway Vegetation Services Price File.xlsx. If the Respondent wishes to add additional tasks that have not been considered by The Principal please populate the spreadsheet under Other using the same methodology.

Respondents must note that there are two pricing options for each scenario. The first price option is excluding supply of traffic control (Column E) and the second price option is including traffic control (Column F).

You must submit using an electronic copy of this document in its original native file please do not pdf this document.

RFT Timing

The RFT will be issued on Friday 17th October 2025 via the etender Portal.

Respondent Questions

Should the Respondent have any questions during the RfT process, these must be submitted in writing via the "etender portal - Online Forum". The Principal will respond to the question(s) through the same channel to ensure each party receives the same information.

Verbal communications, including modifications to applications before closing time, will not be recognised unless reproduced and communicated through the forum.

Lodgement of RFT

The RfT will be issued on Friday 17th October 2025 via the etender Portal. Please populate all required information and attach supporting or additional documentation as required.

Yours faithfully

Mathew Dorney

Team Leader Assets City Services