Question:
Please see below questions/clarifications in relation to the Invitation to Supply for the Strategic Review of the Swan Hill Motorsports Complex.

Scope and Deliverables

• Part B: Project Brief references "development" of the complex as part of the strategic review. Is Council seeking indicative capital cost estimates or order-of-magnitude costings for development options, or is the scope limited to strategic direction and governance recommendations?

• Part B: Project Brief Section 3.4 refers to reaching a position on "future ownership" of the Motorplex. Can Council confirm whether divestment or transfer of the freehold to a third party is a genuine option under consideration, or is the ownership question limited to management/lease arrangements?

Consultation

• Part B: Project Brief Section 3.3 identifies several groups for consultation. For the purposes of preparing a fee proposal, can Council quantify the total number of stakeholders to be consulted?

• For the general community consultation component, does Council have a preferred methodology (e.g. online survey, public drop-in sessions, written submissions), or is the consultant expected to propose and deliver the consultation approach?

Site and Documentation

• Does Council expect the strategic review to include a condition assessment of built assets and infrastructure, or will Council provide existing condition/maintenance data for the consultant to reference?

Budget and Program

• Does Council have a budget range or ceiling for this engagement that it is willing to share to assist consultants in scoping their offer appropriately?

• The contract schedule (Schedule 1) nominates a commencement date of 1 May 2026, however the timetable (Section 5) indicates a commencement in July 2026. Can Council confirm the intended commencement date?

Commercial and Contract

• Can Council clarify the following in relation to IP provisions? In Part B Section 5 it states that IP in materials created by the consultant "shall vest in the Service Provider," while Part C Clause 11 states that all IP created by the contractor "irrevocably vest in the Council." Can Council confirm which position applies?

Answered on 12/Apr/2026 09:56 PM:


Responses to your questions are as follows:

Scope and Deliverables

The main focus should be on strategic direction and governance recommendations relating to the complex however it is recognised that to determine if the Council does continue with direct involvement in the operation of the motorsports complex that there will be financial costs involved which could relate to marketing, infrastructure, employees. Indicative costings would assist the process.



Council is of an open mind as to what the future ownership options might be which may include a sale of the site to a third party.



Consultation

Stakeholders that need to be consulted are as follows - Council Officers involved with the motorsports complex (a list will be provided), Councillors, Motorsports Complex Committee of Management, lessees on site x 5, ANDRA and CAMS.



As a result of consultation, it may become clear that additional stakeholders may need to be contacted and this can be discussed during the process.



For the general community Council would expect an online survey and one public drop-in session.



Site and Documentation

Council will be able to provide documentation relating to the site and buildings however the site visit may result in a further discussion about additional information required which the Council may have or the consultant would need to source in consultation with the project manager.



Budget

Council will not disclose the allocated budget for this activity, as a procurement process is being undertaken to establish market pricing for the required works.



Commencement date will be 1 July 2026. The invitation to supply documents will be updated and reissued with the correct date.



Commercial and contract

Part C Clause 11 is correct - i.e. that all IP created by the contractor "irrevocably vest in the Council"

The invitation to supply documents will be updated and reissued with the correct IP provisions.

Question:
Thank you for conducting the supplier briefing this morning; the overview of the drivers of this project was very helpful. Could you please provide responses to the following questions:

- Are you able to disclose a budget for this work?

- What is driving the suggested delivery timeline of July to February? Are you open to faster delivery?

Thank you.

Answered on 15/Apr/2026 04:17 PM:


Council will not disclose the allocated budget for this activity, as a procurement process is being undertaken to establish market pricing for the required works.

The proposed timeline has been developed to allow for the procurement process and to accommodate consultants’ existing workload commitments. That said, Council is open to considering an accelerated delivery timeframe where feasible.

Question:
Hi, can you please supply Part E documentation or clarify what is expected to meet criteria for Part E. Thank you

Answered on 23/Apr/2026 11:18 AM:


Part E is the file titled “Response Forms.”

Completing the questions in these response forms provides the information required to demonstrate how you meet the evaluation criteria.