Question:
Good morning,

We note that Clause 4.13 of the draft Agreement requires the Project Manager to provide a bank guarantee (Undertaking) as security for performance. As this requirement is typically associated with construction or delivery contracts rather than professional consultancy roles, we are seeking clarification on the rationale for requiring a financial security from a non-contracting, professional consultancy role?

Kind regards.

Answered on 01/Jul/2025 11:40 AM:


Due to the high value and risk nature of the project itself, Council sees it as an appropriate measure due to significant influence of PM over the project to ensure the best outcome for this Project.

Thanks

Question:
Good morning,

We note that Item 20 of the Agreement Information includes provision for liquidated damages (LDs) for delay in completion of the Services by the Project Manager. Given that the Project Manager is not directly delivering construction or supply outcomes — but rather managing third-party contractors and consultants — we seek clarification on the justification for applying LDs to this role.

Could you please confirm:

1. The rationale for applying LDs to a professional service provider rather than construction contractors?

2. Whether any adjustment or removal of LD liability would be considered for delays resulting from Service Provider or Principal-caused delays outside the Project Manager’s control?

We appreciate your guidance to inform our risk assessment and potential response.

Kind regards.

Answered on 01/Jul/2025 11:41 AM:


1. The rationale for applying LDs to a professional service provider rather than construction contractors?

The PM will be responsible entity to ensure the project gets completed on time and budget, ensuring coordination and management of consultants & Construction Contractors.

2. Whether any adjustment or removal of LD liability would be considered for delays resulting from Service Provider or Principal-caused delays outside the Project Manager’s control?

Yes

Question:
Good morning,

Clause 7 and Item 13 appear to impose unlimited liability on the Project Manager.

Could you confirm whether the Principal would consider limiting liability to align with insurance cover and industry practice for advisory roles?

Kind regards.

Answered on 01/Jul/2025 11:43 AM:


Council will consider all tender submissions and evaluate them based on the weighting criteria and inherent risk.

Question:
Good Day

We wish to confirm or receive clarification otherwise that this RFQ is for the Project Management component ONLY and that Design Engineering Services for this project will be under a different RFQ in the future. As outlined in under item 10 of the scope documentation.

We also request clarification whether the successful Project Management Services Provider as a company or individuals involved in the early stages of the PM scope will be excluded / precluded from tendering for the Design Engineering Services at a later stage - assuming that a direct conflict of interest does NOT exist / is avoided?

Thank you

Christian Uhrig

Answered on 01/Jul/2025 11:44 AM:


We wish to confirm or receive clarification otherwise that this RFQ is for the Project Management component ONLY and that Design Engineering Services for this project will be under a different RFQ in the future. As outlined in under item 10 of the scope documentation.

Yes Correct.

We also request clarification whether the successful Project Management Services Provider as a company or individuals involved in the early stages of the PM scope will be excluded / precluded from tendering for the Design Engineering Services at a later stage - assuming that a direct conflict of interest does NOT exist / is avoided?

Council will manage arising potential conflict of interest on a case-by-case basis in accordance with Council’s policy.

Question:
Could you please review and provide any advice.

1. Clause 13 of the Agreement nominates the Project Manager's liability as limited. Is there any opportunity to cap liability to the level of the insurances?

2. What type of contract will be used for engaging the design consultant how will this relate to the engagement of the Project Manager? Additionally, will the design consultant engagement be direct agreement between Council and the Consultant, resulting in the Project Management being third-party to these agreements / contracts?

3. What type of contract will be used for the engagement of the construction contract and how will it relate to the engagement of the Project Manager? Additionally, will the construction contractor engagement be direct agreement between Council and the Consultant, resulting in the Project Management being third-party to these agreements / contracts?

4. Will the construction contract contain a defects liability period (DLP) and if so, how long will this period be for and what is Council's approach to managing the DLP?

Answered on 01/Jul/2025 11:45 AM:


1. Clause 13 of the Agreement nominates the Project Manager's liability as limited. Is there any opportunity to cap liability to the level of the insurances?

Council will consider all tender submissions and evaluate them based on the criteria and inherent risk.


2. What type of contract will be used for engaging the design consultant how will this relate to the engagement of the Project Manager? Additionally, will the design consultant engagement be direct agreement between Council and the Consultant, resulting in the Project Management being third-party to these agreements / contracts?

Council’s Consultancy Agreement will be used for design consultants. The contract will be between Council and Consultant; however, PM will be the Council’s representative and responsible to ensure the best outcome of the project.

3. What type of contract will be used for the engagement of the construction contract and how will it relate to the engagement of the Project Manager? Additionally, will the construction contractor engagement be direct agreement between Council and the Consultant, resulting in the Project Management being third-party to these agreements / contracts.

Council’s Major Construction Contract will be used. The contract will be between Council and Construction Contractor; however PM will be the Council’s representative and responsible to ensure the best outcome of the project.

4. Will the construction contract contain a defects liability period (DLP) and if so, how long will this period be for and what is Council's approach to managing the DLP?

Yes, more information will be provided to the successful tenderer.

Question:
Good afternoon,

Could each question please be answered in full?

Thank you

1. The tender documents include several references to “DRC’s Project Management Framework”. Please could you provide a copy of this?

2. We assume that DRC has based the proposed scope on its latest ATI report. Please could you issue a copy of this?

3. Has DRC engaged a QS to prepare a cost plan / cost estimate for the project in arriving at the approved budget of $29million? If so, please would you issue a copy of the cost plan / cost estimate?

4. Regarding further cost advice for the project, whilst we RPI has the skills and experience to provide the services set out in section 3, please could you clarify if DRC intends to engage a QS for the successive stages of the project? If so, please would you issue a copy of the QS proposed schedule of services?

5. Please could you clarify the proposed project completion date? (Project Description section 2 states January 2027, section 3 states October 2026; section 7 also states October 2026).

6. Regarding the Scope of Services Appendix 1, please could you issue copies of the proposed Standard Form Documents and Schedules of Contractual Authorities?

Answered on 01/Jul/2025 11:47 AM:
(edited on 01/Jul/2025 01:11 PM)


1. The tender documents include several references to “DRC’s Project Management Framework”. Please could you provide a copy of this?

Council’s Project Management Office will work with the successful tenderer to provide context and knowledge on how to best utilise the framework.

2. We assume that DRC has based the proposed scope on its latest ATI report. Please could you issue a copy of this?

Council will provide these documents to the successful tenderer.

3. Has DRC engaged a QS to prepare a cost plan / cost estimate for the project in arriving at the approved budget of $29million? If so, please would you issue a copy of the cost plan / cost estimate?

Initial project cost advice was provided by an independent consultant with relevant industry experience. The preliminary costing breakdown will be shared with the successful tenderer, and a review of the costs will be undertaken once the design specification is finalised.

4. Regarding further cost advice for the project, whilst we RPI has the skills and experience to provide the services set out in section 3, please could you clarify if DRC intends to engage a QS for the successive stages of the project? If so, please would you issue a copy of the QS proposed schedule of services?

There is currently no intention or scope to engage a Quantity Surveyor for the successive stages of the project.

5. Please could you clarify the proposed project completion date? (Project Description section 2 states January 2027, section 3 states October 2026; section 7 also states October 2026).

The financial completion date for the project is January 2027.

6. Regarding the Scope of Services Appendix 1, please could you issue copies of the proposed Standard Form Documents and Schedules of Contractual Authorities?

These documents will be provided to successful tenderer.

Question:
1. Please advise who will perform the role of Superintendent and Superintendent’s Representative under the Contract

2. Document 4 PM Scope of Services Section 2.1.1.3 Requests that resources requirements are included in the Program. Please advise which resources this requirement refers to and do you require the resources to be loaded into the Program?

3. Document 5 Project Description Section 2 states an assumption that “The necessary funding from state and federal grant programs will be secured within the defined project timelines.” Please advise whether the Federal, State and Council funding required for the project is yet to be secured.

4. Document 5 Section 7 states that Council will tender for and onboard the project designer. Please advise whether this milestone has been completed and if not what the anticipated date for onboarding of the design consultant is.

Answered on 16/Jul/2025 12:15 PM:


1. Please advise who will perform the role of Superintendent and Superintendent’s Representative under the Contract

Manager Airport strategy & Operation will be the Superintendent under this contract and successful Project manager will be Superintendent’s Representative for the project and Design and Construction contracts.

2. Document 4 PM Scope of Services Section 2.1.1.3 Requests that resources requirements are included in the Program. Please advise which resources this requirement refers to and do you require the resources to be loaded into the Program?

Yes resources that are necessary for the project are required to be included in the program.

3. Document 5 Project Description Section 2 states an assumption that “The necessary funding from state and federal grant programs will be secured within the defined project timelines.” Please advise whether the Federal, State and Council funding required for the project is yet to be secured.

The project funds have been secured.

4. Document 5 Section 7 states that Council will tender for and onboard the project designer. Please advise whether this milestone has been completed and if not what the anticipated date for onboarding of the design consultant is.

Indicative Geometric design have been completed during the Grant Application process. The design stage will commence once the Project Management Contract is awarded. Project manager are to provide a revised program to align with the project deadline.

Question:
1. For the Envelope 2 Response, please advise if both the Tender Form - Price (Option 1 Lump sum) and the Schedule of Prices - Lump Sum need to be completed, i.e. can Respondents just provide a lump sum for the Services?

2. For the Schedule of Prices - Lump Sum can the Respondent provide a price for each Stage rather than prices for every deliverable of each Stage?

Answered on 16/Jul/2025 12:16 PM:


1. For the Envelope 2 Response, please advise if both the Tender Form - Price (Option 1 Lump sum) and the Schedule of Prices - Lump Sum need to be completed, i.e. can Respondents just provide a lump sum for the Services?

Yes, both are required to be completed.

2. For the Schedule of Prices - Lump Sum can the Respondent provide a price for each Stage rather than prices for every deliverable of each Stage?

It is preferable that tenderer submits Pricing in the format requested however, the tenderer can choose to submit for stages instead.

Question:
Do you have an indicative budget range for the PM Services being requested as a % to the anticipated construction value?

Answered on 16/Jul/2025 12:17 PM:


At this stage, the Principal has elected not to disclose an indicative budget range or percentage in relation to the anticipated construction value. Respondents are encouraged to propose a fee structure they believe is reflective of the scope, complexity, and value of the services required.

Question:
Can you please confirm if the service delivery options study is specific to the construction delivery procurement strategy?

Answered on 16/Jul/2025 12:17 PM:


The service delivery options study is not limited solely to the construction delivery procurement strategy. It may encompass broader considerations relating to service delivery models, including but not limited to procurement, contractual structures, delivery methodology, and long-term operational arrangements, as deemed appropriate for the project.

Question:
Can you please confirm if the requested financial and economic appraisal is a peer review of an existing or a new appraisal build from first principles?

Answered on 16/Jul/2025 12:18 PM:


The scope will be clarified further during engagement of the successful tenderer.

Question:
Can you Please confirm if the Environmental Impact Statement is something to be procured by the successful project manager on behalf of Dubbo Regional Council or procured / delivered by the Project Manager? (i.e PM procures service providers on behalf of DRC and the contractual relationship is between DRC and the Service Provider OR the PM procures service providers and the contractual relationship is between the PM and the Service Provider)?

Answered on 16/Jul/2025 12:18 PM:


PM procures service providers on behalf of DRC and represents DRC and the contractual relationship is between DRC and the Service Provider.

Question:
Can you Please confirm if the technical specifications set out 5. Specifications are to be procured by the successful project manager on behalf of Dubbo Regional Council or procured / delivered by the Project Manager? (i.e PM procures service providers on behalf of DRC and the contractual relationship is between DRC and the Service Provider OR the PM procures service providers and the contractual relationship is between the PM and the Service Provider)?

Answered on 16/Jul/2025 12:19 PM:


PM procures service providers on behalf of DRC and represents DRC and the contractual relationship is between DRC and the Service Provider

Question:
Question 1 - There are many activities listed in the “Deliverables section that require the Project Manager to provide documentation including:

.3 Environmental Impact study

.26 Geotechnical Report

.27 Contamination Report

.28 Hazardous materials report

.29 Dilapidation Report

.30 Field Survey

.50 Operations Plan

.51 Maintenance Plans

.52 Maintenance Records

Can the Principal please confirm if these items noted above form part of the requirements for the Project Manager to deliver as part of the scope of services, or if these are items that will be undertaken by the Design Consultant or Construction Contractor and managed by the Project Manager.

Question 2 - In Schedule of Prices Lump Sum:

There is a note “This Schedule is for information only and does not form part of the Agreement. Its purpose is to assist in making valuations of services carried out but the Principal is not bound to use it. “

Can the Principal please specify what is meant by the note above, as this is the pricing part of the tender and must be relied on?

Question 3 - In the Schedule of Prices Lump Sum:

There are many items in the provided schedules for reports, records, plans etc, attracting Lump Sum Fees.

There does not seem to be specific items for the Lump Sum of the Project Management required for the construction phase of the works. Should the tenderer include all construction phase activities under No. A in the schedules?

Thank you in advance for your assistance.

Answered on 16/Jul/2025 12:22 PM:


Question 1 - There are many activities listed in the “Deliverables section that require the Project Manager to provide documentation including:

.3 Environmental Impact study

.26 Geotechnical Report

.27 Contamination Report

.28 Hazardous materials report

.29 Dilapidation Report

.30 Field Survey

.50 Operations Plan

.51 Maintenance Plans

.52 Maintenance Records

Can the Principal please confirm if these items noted above form part of the requirements for the Project Manager to deliver as part of the scope of services, or if these are items that will be undertaken by the Design Consultant or Construction Contractor and managed by the Project Manager.

Project Manager are to determine all that are necessary for this project and manage engagement between DRC and the consultants & Contractors.

Question 2 - In Schedule of Prices Lump Sum:

There is a note “This Schedule is for information only and does not form part of the Agreement. Its purpose is to assist in making valuations of services carried out but the Principal is not bound to use it. “

Can the Principal please specify what is meant by the note above, as this is the pricing part of the tender and must be relied on?

The intent of the note is to clarify that while the Schedule of Prices is required to be completed and submitted as part of the tender response - and will inform the evaluation and agreement of the contract sum - it is not a breakdown that forms a binding part of the formal contract documentation.

The Principal may use the Schedule as a tool to assist with progress payment assessments, variation valuations, or internal budgeting, but reserves the right to determine valuations in accordance with the contract terms, rather than being strictly bound to the line items in the Schedule.

The total lump sum submitted in the Tender Form-Price, as accepted by the Principal, will form the basis of the Contract Price.


Question 3 - In the Schedule of Prices Lump Sum:

There are many items in the provided schedules for reports, records, plans etc, attracting Lump Sum Fees.

There does not seem to be specific items for the Lump Sum of the Project Management required for the construction phase of the works. Should the tenderer include all construction phase activities under No. A in the schedules?

This can be included under implementation section in Pricing Schedule. The Services document DeliverablesImplementation outlines this;

Construction Oversight

Contractor Management

Question:
Part 5 - Project Description item 10 identifies that the Project Manager is expected to call for tenders for either Design and separate Construct contracts or a single Design and Construct contract indicating the design itself is not the Project Managers responsibility.

Part 2 - Tender Schedules requests prices for services that would need to be sub-contracted such as Geotechnical report, contamination report, field survey etc.

Is the pricing requested in Part 2 intended to be the Project Managers efforts in procuring, managing, commenting on and coordinating results into designs for these sub-contracted services and contracts will be established with DRC or is the pricing to include the sub-contracted services ie drilling rigs, geotech engineer, surveyor etc

Answered on 16/Jul/2025 12:23 PM:


Part 5 - Project Description item 10 identifies that the Project Manager is expected to call for tenders for either Design and separate Construct contracts or a single Design and Construct contract indicating the design itself is not the Project Managers responsibility.

That is correct.

Part 2 - Tender Schedules requests prices for services that would need to be sub-contracted such as Geotechnical report, contamination report, field survey etc.

Is the pricing requested in Part 2 intended to be the Project Managers efforts in procuring, managing, commenting on and coordinating results into designs for these sub-contracted services and contracts will be established with DRC or is the pricing to include the sub-contracted services ie drilling rigs, geotech engineer, surveyor etc

Part 2 is intended to be the Project Managers efforts in procuring, managing, commenting on and coordinating results into designs for these sub-contracted services and contracts will be established with DRC

Question:
Good Day

Are council able to advise on the status of the concept design and the content of same.

For example, does this include pavement investigations, Geotech, survey etc. OR are those 100% to be done in the DD phase?

Thanks

Christian

Answered on 16/Jul/2025 12:24 PM:


Initial Geometric design is completed as part of the funding application process. Further investigations are to be undertaken in DD phase.

Question:
The table in the Schedule of Prices - Lump Sum section of the document 2_PMS-Tender_Schedules-Dubbo_Regional_Airport_Runway_Sustainability_Project requests prices for a number of activities which are assumed to already have been complete as part of the approval of the project and grant application. This includes 1. Service Delivery Options, 2. Justification of Proposed Option, and 3. Project Definition. Can DRC please confirm if these activities have already been complete and if a price is required for them. Furthermore the Project Program in document 5. PMS Project Description - Project Management Services does not allow time for these activities to be complete and documents to be produced.

Answered on 16/Jul/2025 12:25 PM:


These activities have been completed however, the principal would expect the successful Project manager to review these items.

Question:
the program identified in Document 5 - Project Description appears to have experienced a delay (i.e. Project Manager was to be appointed by May 25) are revised dates available for the key milestones identified? there does not appear to be sufficient time between appointment of the PM to Commencement of Construction to complete the Project inception/initiation activities identified.

Can DRC also identify when assessment of tenders for the PM procurement is expected to be complete and contract commence as this will start the program for delivery of services

Answered on 16/Jul/2025 12:26 PM:


Q: the program identified in Document 5 - Project Description appears to have experienced a delay (i.e. Project Manager was to be appointed by May 25) are revised dates available for the key milestones identified? there does not appear to be sufficient time between appointment of the PM to Commencement of Construction to complete the Project inception/initiation activities identified.

- Project managers are to provide revised program with milestones to align with the project deadline.

Q: Can DRC also identify when assessment of tenders for the PM procurement is expected to be complete and contract commence as this will start the program for delivery of services

- It is expected to be completed within 6 to 8 weeks from close of tender.

Question:
Good morning, could you please review and provide advice on the following:

1. The current timeline outlined in Section 7 of the Project Management Services brief appears to be behind schedule. Could Council please confirm the following:

a) criticality of construction reaching 100% complete in July 2026?

b) has procurement for the design services occurred?

c) who owns the delivery program and any associated float?

2. Section 2 of the Project Management Services brief nominates high-level Risks. Could Council please confirm who the owner for each of these risks and if certain risks have been addressed in either or both of the design and construction contracts?

Answered on 16/Jul/2025 12:27 PM:


1. The current timeline outlined in Section 7 of the Project Management Services brief appears to be behind schedule. Could Council please confirm the following:

a) criticality of construction reaching 100% complete in July 2026?

Yes

b) has procurement for the design services occurred?

No, it will start upon Project Manager’s Commencement.


c) who owns the delivery program and any associated float?

Project Manager (Principal-appointed) will effectively 'own' the master program and manage the contractor.

The Contractor is responsible for delivering the program.

2. Section 2 of the Project Management Services brief nominates high-level Risks. Could Council please confirm who the owner for each of these risks and if certain risks have been addressed in either or both of the design and construction contracts?

Project manager is to assess and provide strategies to mitigate all associated risk including in section 2.