Supply, Deliver, Provision of Planned and Unplanned Maintenance one Material Handler

⁠⁠⁠Maitland City Council (the Principal) is located in the Hunter Valley of New South Wales situated on the Hunter River approximately 166 kilometres northwest of Newcastle.

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

The Principal is seeking supply, delivery, assembly, commission, provision of planned and unplanned maintenance for one (1) material handler (Equipment). The Equipment is to be used for recovering / sorting materials from waste streams destined to landfill, such as timber/ metals and other commodities that can be recycled or reused. The Equipment will also be used for loading recyclable materials into hook lift bins for transporting. Segregation of current waste streams will be improved through the ability to value sort materials for market. In the case of a landfill fire, the Equipment will be used to excavate and expose fire ignition point.

The equipment will be used on sealed and unsealed surfaces on Site including at the tip face and waste cell construction.

Respondents are to note inclusive of the scope of works is a planned and unplanned maintenance service component.

RFT Acknowledgement

Respondents are requested to complete the Tender Acknowledgement Form (refer document titled 02. 2025000430 Project Acknowledgement Form) and return via email to acknowledge you will be submitting an application. Tender Acknowledgement Forms must be submitted no later than 12.00pm (AEST) Thursday 8th January 2026 to leigh.weldon@maitland.nsw.gov.au.

Instructions to Populate Response Documentation

The Respondent must complete the questions contained in Request for Proposal (refer document titled 05. 2025000430 Material Handler Request for Proposal Part 2.docx) provided within the Tender 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. 2025000430 Material Handler Request for Proposal Part 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 documents are clearly identified and numbered numerically in the same order as the questions and included item number in the naming convention of the 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 07.2025000430 Material Handler Price File.xlsx. The pricing file has three tabs which need to be completed by the Respondent.

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

Respondent Questions

Should the Respondent have any questions during the Tender 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 Tender

The Tender will be issued on Thursday 18th December 2025 and close at 3.00pm on Thursday 29th January 2026. Please populate all required information and attach supporting or additional documentation as required.

The Respondents application, including all accompanying documentation, must be submitted via the etender portal.

The Principal may extend the closing date by notice to Respondents.

All Tenders must be signed by and officer or authorised signatory of the company submitting the Tender.

Your Tender is to remain valid and open for acceptance by The Principal for ninety (90) days from the date of submission.

Yours faithfully

Leigh Weldon

Coordinator Resource Recovery & Waste Disposal

City Planning