Question:
Hi Procurement

Can you please advise:

- If there is a mandatory site briefing?

- What the validity period of our submission is?

We also note: The Contractor shall have an electronic waste tracking system in place that provides a detailed record of the collection of the of feminine hygiene and nappy bins. Details in the system should show the date and time of collection, and scheduled date of the next service.

We are unable to provide a client facing electronic system to track waste management, however we have automated service reports that are sent to our clients post service (detailing all the requested information mentioned) and cutting-edge internal workflow management systems with a supporting customer service team, GPS tracked fleet, etc.

Can you please let me know if this is acceptable to the TRC or whether this would make our submission non-conforming?

Can you also please advise if there are any costs associated with the CMS system and what it is for/ what managing it would look like for the winning bidder?

Thank you.

Answered on 18/Sep/2026 11:42 AM:


There is no mandatory site inspection as part of this tender process.

Validity period of submission is 3 months.

Council's requirement is that the Contractor has a waste management tracking system in place that provides a detailed record of the collection of feminine hygiene and nappy bins, including the date and time of collection and the scheduled date of the next service. Based on the information provided, Council does not require a client-facing CMS or waste tracking portal, provided you can demonstrate that an alternative management system is in place that captures and provides the required service information. Automated service reports issued following each service, supported by an internal workflow management system, GPS-tracked fleet, and customer service support team, may satisfy this requirement if they provide the level of detail specified in the contract.

Please ensure your submission clearly outlines how your proposed system meets the contract requirements and provides evidence of the reporting and tracking capabilities available.

In relation to the CMS system, Council does not provide additional funding or budget for contractors to establish or maintain their own management or tracking systems.

Accordingly, the absence of a client-facing CMS alone would not necessarily make a submission non-conforming; however, Council will assess whether the proposed alternative arrangements adequately meet the specification requirements.

Question:
Good afternoon

Can you please advise if there is a compulsory site inspection scheduled?

Answered on 18/Sep/2026 11:40 AM:


There is no mandatory site inspection as part of this tender process.

Question:
Hi Procurement,

Our team would like to know, regarding your bio bins:

a.) Is pricing to service AND provide refill cartridges for the existing bins.

b.) Are the bases currently fixed to the wall by a bracket?

c.) I see they require pricing for a refill box of 10 units; we can only provide pricing per 24 refills.

d.) Would they like us to provide pricing for fully serviced, 26l manual units as well/ instead?

Answered on 24/Sep/2026 04:03 PM:


a) Existing bins are owned by the current incumbent and will be removed if a change in provider is awarded. Tender responses should allow for provision of bins along with servicing and all consumables.

b) All current are free-standing.

c) Please ensure pricing quoted details any difference in size/quantity.

d) All pricing provided should be fully serviced, regardless of item i.e. Should your company use a different size unit to that mentioned it should be detailed and priced accordingly.

Question:
Hi,

We are preparing a response for TRC000553 – Hygiene Services and are seeking clarification regarding the workers’ compensation insurance requirement.

Our proposed delivery model includes the engagement of dedicated personnel specifically for this contract. As those personnel would be engaged upon contract award, the relevant workers’ compensation policy would be put in place prior to commencement of employment and before any services commence.

Can Council please confirm whether this is acceptable for tender submission purposes, with evidence of the workers’ compensation policy to be provided prior to commencement of the contract?

Could Council also please provide any further guidance on the anticipated contract commencement date, or the expected timeframe between contract award and service commencement?

Thank you.

Answered on 29/Sep/2026 09:46 AM:


The current contract arrangement is scheduled to conclude on 30 December 2026, with commencement of the new contract anticipated from 1 January 2027 - Please note that public holidays during this period, along with any unforeseen delays in the tender process, may result in an amended commencement date.

Workcover insurance would need to be current for a submission to be deemed compliant. Failure to provide this would not meet the insurance requirements and submission would be considered non-conforming with likely exclusion from evaluation.

Question:
Good Afternoon Procurement

Can you please advise if there are any portal integration reqiurements for the winning contractor? / are there fees for this? A Council CMS system is mentioned in the tender docs.

Can you also please advise when the TRC's sharp bins management/ services will come to market for tender? Many thanks

Answered on 29/Sep/2026 09:41 AM:


Council's requirement is that the Contractor has a waste management tracking system in place that provides a detailed record of the collection of feminine hygiene and nappy bins, including the date and time of collection and the scheduled date of the next service. Council does not require a client-facing waste tracking portal provided you can demonstrate that an alternative management system is in place that captures and provides the required service information. Automated service reports issued following each service supported by an internal workflow management system, GPS-tracked fleet, and customer service support team may satisfy this requirement if they provide the level of detail specified in the contract.

Please ensure your submission clearly outlines how your proposed system meets the contract requirements and provides evidence of the reporting and tracking capabilities available.

In relation to the waste management system, Council does not provide additional funding or budget for contractors to establish or maintain their own management or tracking systems.

The Council CMS system referenced in the documents is utilised for insurances, licencing and statutory requirement purposes. It is not in any way related to the waste management tracking system requested.


Sharps bins management / services will not be tendered as these items are handled in-house.