Question:
**TRC000595 – Request for clarification**

Dear Procurement Team,

We are preparing a response to the register of pre-qualified suppliers for onsite crushing, screening and production of gravel. Could Council please clarify the following matters?

**1. Annual rate reviews**

Section 6 of the specifications allows suppliers to review and update their indicative rates at twelve-month intervals, while the special conditions exclude the general CPI adjustment clause. Please confirm the process, notice period and approval requirements for annual rate updates, and whether the updated approved rates become the ceilings for subsequent project quotations.

**2. Pricing inclusions and additional charges**

Please confirm whether the per-tonne rates must include ripping and excavation, feed loading, blending, moisture conditioning, finished stockpiling, supervision and site facilities.

Can mobilisation, demobilisation, transport between pits, standby and minimum campaign charges be quoted separately? Please also confirm whether each tonnage band applies to the entire campaign or only the tonnes within that band, including the treatment of quantities at the band boundaries.

**3. Material quality, testing and production delays**

Where Council-supplied source material or a Council-directed blend cannot achieve the required specification, how will trial processing, reblending, reprocessing and associated costs be managed?

Please confirm the payment arrangements for production delays caused by laboratory testing, unavailable water, restricted site access or Council-directed stoppages. How will payable production tonnes be determined where calibrated loader records differ from Council’s stockpile survey?

**4. Project availability, site access and environmental approvals**

What notice will suppliers normally receive before a required commencement date? Can a panel supplier decline an individual RFQ where its plant or personnel are unavailable, without affecting its panel status?

Will each RFQ identify the applicable environmental approvals, permitted activities and operating hours? Please confirm whether Council’s approvals authorise the proposed crushing activities at each site, including roadside borrow pits, and identify any separate approvals Council expects the contractor to hold.

**5. Supervisor qualifications, inductions and plant inspections**

Will Council accept recognised equivalent or superseded versions of RIIRIS301E, RIIWHS301E and RIICOM301E? Please advise how these qualifications should be submitted for acceptance.

Please confirm the arrangements and available dates for quarry inductions and Council VOCC assessments. Could Council also provide complete current minimum safety hardware checklists for the applicable plant, including excavators and any continuation pages not included in the specifications?

**6. Insurance and WHS submission requirements**

The special conditions specify workers compensation, public liability and product liability insurance, while the WHS questionnaire also requests professional indemnity insurance. Please confirm whether professional indemnity insurance is required for this arrangement.

The specifications require a completed WHS systems questionnaire, while the offer response refers to an alternative for contractors already compliant in Council’s contractor management system. Please confirm whether all offerors must submit the questionnaire and supporting evidence regardless of their existing registration status.

Thank you for your assistance.

Kind regards,

Murray Payne

Principal Consultant

Muzza Resource Services

On behalf of Renn Contracting

Answered on 02/Nov/2026 12:02 PM:


1. Council will make contact with successful offerors approximately one month prior to the contract anniversary date, to provide the opportunity for updated indicative rates which will then be reviewed and approved. Any approved updated indicative rates will then become the ceilings for subsequent project quotations.

2. Confirmed, must include all of the above. If a site requires blasting, it will be done in advance and all offerors will be notified in the request for quote document.

No. There are no mobilisation rates, no standby payments, no campaign rates. Each site crushing activity will be quoted individually during the life of the contract.

3. All costs will be carried by the crushing contractor. Council has extensive quality and testing results for each location. Ad-mixture percentages will be included in the request for quotes. Negotiation of production methodology or alternative blends is not permitted. Each quotation will specify minimum equipment requirements, e.g. Jaw/Impactor, Jaw only will not be permitted.

Each contractor has been made aware of “hold points” for quality testing in the tender documents and can price accordingly. Council uses accredited software to survey finished stockpiles. Should a dispute arise, Council will engage an independent certified surveyor to carry out a field measurement, density testing will be carried out by an independent NATA approved laboratory. Should there still be a discrepancy, Council shall withhold payment and an internal contractual non-conformance will be raised against the crushing contractor. At each individual crushing quotation request, each offeror will be given an opportunity to view the site location and discuss the upcoming job. No payment shall be made for operational stoppages. Council reserves the right to stop crushing activities at any time.

4. Council endeavours to give as much notice as possible for each crushing activity (approx. 6 weeks), however due to the nature of some works, including emergency repairs, this is not always possible. There is no consequence for not quoting on an individual crushing activity.

All crushing activities currently take place on Council’s ERA locations; the contractor does not require any further environmental licences or to make any notifications to the regulator.

5. Council will accept superseded versions as per RSHQ’s table of acceptable qualifications for an appointed site supervisor.

Induction dates will be announced following the completion of the panel selection process and the makeup of the panel is known.

6. Professional indemnity insurance will not be required for pure crushing activities including the supply of the site supervisor and crushing crew as they work under direction and do not advise.

Offerors who have completed the WHS systems questionnaire and provided the supporting documents required and are compliant in Council's contractor management system (Beakon), are not required to provide this again with their submission. However, if unsure if compliant in Beakon or not, it is recommended to provide the completed questionnaire and documents with your submission.