Question:
Please clarify the following matters relating to Request 27007 – Cleaning of Ablution Facilities, Waterless Restrooms, Carnarvon Highway:

Please clarify the following matters relating to Request 27007 – Cleaning of Ablution Facilities, Waterless Restrooms, Carnarvon Highway. These questions relate to matters affecting tender compliance, service delivery, pricing and the proposed contract.

1. Procurement Policy / Local Business Benefit – Part 1, section 5

Part 1 appears to reproduce the previous Local Business Benefit thresholds, including 10% for values between $15,000 and $200,000 and 5% for values between $200,000 and $1 million. Council's current Procurement Policy P22/16, adopted 11 June 2026, provides a 10% weighting for values between $21,000 and $279,999, a 5% weighting between $280,000 and $1 million, and 2.5% above $1 million.

Please confirm which Procurement Policy version and Local Business Benefit thresholds will be applied in the evaluation of Request 27007.

2. High-level financial information – Part 1, section 3.1 / Part 3, section 6.1(b)

Part 1 requests a current ASIC Company Extract showing directors together with “high-level financial information”, while Part 3 section 6.1(b) identifies the ASIC extract but does not define a separate financial-information attachment.

Please confirm what Council requires as “high-level financial information” and whether financial statements or any other specific financial documents are required with the tender response.

3. Programmed services and Purchase Orders – Part 1, sections 1.1 and 2.2 / Part 4, clause 4

Part 1 describes a two-year service with cleaning at each awarded site twice per week. Clause 4 of the draft Goods and Services Contract provides that Council may issue no Purchase Orders, may procure only some of the Supply, and may procure the same Supply from others.

Please confirm how clause 4 is intended to operate in relation to the stated twice-weekly service program. In particular, are the twice-weekly services for awarded sites intended to constitute the scheduled contract requirement, or will individual services remain subject to Purchase Orders with no minimum service volume?

4. Commencement Date, Contract Term and extensions – Part 1, section 1.1 / Part 4, Schedule 1

Part 1 states a two-year contract period, while the relevant Commencement Date, Contract Term and extension particulars in Schedule 1 of the draft Contract are not completed.

Please confirm the intended Commencement Date, the two-year Contract Term and whether any extension option is intended to apply.

5. Defects Liability Period – Part 4, clause 11 / Schedule 1

Schedule 1 provides that a 12-month Defects Liability Period applies if the relevant field is left blank.

Please confirm the Defects Liability Period intended to apply to this recurring cleaning, inspection and reporting service.

6. Final insurance requirements – Part 3, section 6.1(c) / Part 4, Schedule 1

Part 3 expressly requests Public Liability insurance of $20 million, Queensland WorkCover insurance and comprehensive insurance for vehicles, plant and equipment used in performing the services. The insurance fields in Schedule 1 of the draft Contract also provide for other insurance categories, including Professional Indemnity and goods/transit insurance, but the applicable types and limits have not been completed.

Please confirm the final insurance types and limits that will apply under the Contract, including whether Professional Indemnity, goods/transit or any other additional insurance will be required.

7. Council-supplied products and consumables – Part 1, section 2.2

The specification states that Council will supply cleaning chemicals, deodorisers, handwash, paper towels, toilet paper, graffiti-removal spray and lubricant.

Please confirm where these items are to be collected and replenished and whether the contractor may hold an appropriate quantity of Council-supplied stock between scheduled visits.

8. Rubbish disposal – Part 1, section 2.2

The cleaning scope requires rubbish to be removed from the facilities and immediate surrounding area and appropriately disposed of.

Please confirm the approved disposal arrangements, including whether Council waste facilities may be used and whether any disposal charges will apply to the contractor.

9. Survey123 connectivity – Part 1, section 2.2

The specification requires completion of the Council Survey123 cleaning log together with photographic evidence.

Please confirm whether the Survey123 record can be completed offline at the service locations and synchronised later where mobile/data coverage is unavailable.

10. Twice-weekly service scheduling – Part 1, section 2.2

The specification requires each site to be serviced twice per week but does not appear to prescribe particular days or service windows.

Please confirm whether the contractor may nominate the two weekly service days and service times, whether a minimum interval between the two weekly visits is required, and whether any scheduled weekend or public-holiday servicing is required.

11. Site location / chainage references – Part 1, section 2.2 / Part 3, section 6.4

Please confirm the controlling location references for the following sites:

24D Roma–Injune – Part 1 states 44.6 km from Roma, while the Part 3 pricing schedule states 44.80 km.

24C Surat–Roma – the documents identify a chainage of 14.0 km but do not expressly state the origin from which that distance is measured.

12. LinkSafe and Contractor Safety Induction

Council's contractor information states that suppliers required to work on or enter Council sites must complete the Council Contractor Safety Induction and register the business and relevant personnel in LinkSafe.

Please confirm whether the four roadside waterless-restroom locations under Request 27007 are treated as Council sites for this requirement and, if so, whether LinkSafe registration and the Contractor Safety Induction are required before tender award, before commencement, or at another nominated stage.

13. Payment terms – Part 1, section 4 / Part 4, Schedule 1

Part 1 states that payment will be made monthly based on the rates submitted in Part 3. The draft Contract Schedule 1 does not complete the Invoice Date, payment-schedule timing or payment-period particulars.

Please confirm the intended invoicing and payment terms for the Contract, including the applicable number of days for payment of a compliant invoice.

14. Reactive or unscheduled services – Part 1 scope / Part 4, clause 20

Apart from the specified twice-weekly scheduled services, please confirm whether any unscheduled reactive attendance or call-out service is expected to be included within the tendered rates.

If additional unscheduled attendance is required, please confirm whether it would instead be separately authorised and treated as a variation or other separately instructed service.

Answered on 29/Sep/2026 03:36 PM:


1. This is an error, the Procurement Policy extract in Part 1, section 5 has not been updated in the tender documents.

2. Please provide an ASIC company statement if you are a registered company. Do not provide any high-level financial information.

3. The Goods and Services Contract has been provided in draft form only and will be negotiated with the successful contractor. It is intended that all awarded sites be serviced twice weekly, and this will be reflected in the final contract as the scheduled contract requirement.

4. The contract is a draft contract provided primarily for tenderers to be able to assess the terms and conditions only. A commencement date will be provided once the successful contractor has been awarded the tender. The contract term will be two years, as stated.

5. The contract has been provided in draft format only. Final contract details, including any changes to the Defects Liability Period, will be confirmed once the tender has been awarded.

6. Please provide evidence of the insurance cover requested in the tender documents, including Public Liability insurance of $20 million, Queensland WorkCover insurance, and comprehensive insurance for vehicles, plant and equipment used in performing the services. Any final contract insurance requirements will be confirmed following award of the tender.

7. Council will supply the consumables for these services, and the contractor is to store these consumables between services. Items are to be collected from the Council Stores at the Cartwright Street Depot in Roma.

8. The contractor is to dispose of rubbish in the usual manner using appropriate waste bins. Where an industrial bin is available at the location, the rubbish may be disposed of in that bin. If the contractor chooses to dispose of waste at a Council waste facility, any applicable disposal charges will be at the contractor’s cost. Disposal fees are not expected to apply where only general waste is placed in bins available at the service location.

9. Yes, Survey123 supports completing records offline at service locations where mobile/data coverage is unavailable using the Survey123 field app. Staff or contractors will need to download the survey to their device while connected before heading out.

10. The tenderer is to nominate the two weekly service days and service times and allow for a minimum interval of 2–3 days between visits. Any scheduled weekend or public holiday servicing requirements will be managed as part of the agreed service schedule.

11. Please refer to the attached tender file, Waterless Toilet Locations. While it does not provide exact kilometre points, it gives a good indication of where the locations are situated in conjunction with the information provided in Part 1 of the tender documents.

12. The successful contractor will be required to complete Council’s LinkSafe registration and Contractor Safety Induction. This will be required after tender award and before commencement.

13. Council’s payment terms are 28 days from receipt of a valid, correctly addressed invoice. Payment does not constitute acceptance of the services and does not affect Council’s right to inspect, reject non-conforming services, or recover any overpayment.

14. If unscheduled attendance is required, it must be authorised by Council and should be included in the contractor’s usual invoice.