Special Event Tenders

Tenders must be received before the closing time and date of: 2pm Tuesday 30th June 2026.

The council will pay the tenderer a monthly fee following its receipt of a valid tax invoice and otherwise in accordance with clause 13 detailed in annexure part a. The fee is inclusive of all goods and service tax and all other taxes, duties and charges.

Tenders will be assessed against the criteria: Price (60%), Benefit to local community (10%), Track record (10%), Availability of skills resources (10%), Compliance with specifications (10%).

The tenderer will ensure that any personnel it engages in the performance of the service will have all required qualifications, skills and training to perform the services and act professionally. The tenderer must provide evidence to council prior to engaging any personnel that they have passed a police check and working with children check.

Failure to perform the program of cleaning or properly complete the required cleaning may result in contract nonconformance and a default notice being issued. Failure to perform the programmed services on three occasions without reporting the reason will represent a breach of contract.

Tenderers are encouraged to arrange site inspections. Inspections for council buildings and some changerooms are available by prior arrangement for Thursday 11 or Friday 12 of June 2026. Public toilets can be inspected during opening times at the tenderer's convenience.

Any tenderer who directly or indirectly canvasses support from an elected member or employee of the council will be disqualified. Any tender which does not comply in every respect with any requirements of the tender documents may be rejected.

Tenders close on Friday, 19 June 2026, at 01:00 am E. South America Standard Time.

The evaluation of tenders will be based on criteria set out in clause 1. 11 of the RFT, which are not explicitly detailed in the provided text.

Tenderers must be suitably qualified and experienced.

Supplier queries must be submitted by Friday, 12 June 2026, at 01:00 am E. South America Standard Time.

Tenders may be rejected if they are late, incomplete, corrupted, or contain viruses. Departures from the draft contract that substantially alter its character may also lead to rejection.

The bid notice states that pre-event track preparation is to be undertaken on Friday, 28 August 2026, and raceday surface maintenance on Saturday, 29 August 2026.

Contractors must be suitably qualified and experienced contractors to undertake racecourse track preparation and raceday surface management services and must have demonstrated experience in similar racecourse or largescale sporting surface preparation works.

The supplier query cutoff is Thursday, 21 May 2026, 04:00 am E. South America Standard Time.

The request for quotation closes at 2:30 pm AEST on Wednesday 10 June 2026, and submissions must be received in full prior to this time. Late submissions may not be accepted.

The bid seeks organisations that can deliver the best value for money.

Organisations must have appropriate certifications, qualifications, capacity, experience, and a high standard of capability.

The tenderer shall not submit a response without a firm intention to proceed nor engage in any form of collusive practice nor directly or indirectly canvass support from an elected member or employee of council at any time.

The closing time for tender lodgement is 2:00 PM on 12 June 2026.

Tenders will be evaluated based on capability, experience, reference contracts, service delivery, responsiveness, environmental sustainability, social impact, risk management, WHS, and governance, with an overall assessment of value for money considering both price and non-price factors.

Respondents must be a legal entity at the closing time, have an ABN, and accept the RFQ conditions. They must also declare any conflicts of interest and have no judicial decisions against them relating to employee entitlements or workplace health and safety, nor any findings of dishonest, unethical, or unsafe practices.

A mandatory briefing will be held on Thursday, 28 May 2026, at 10:00 AM. Attendees must meet at the Woolwich Dock Barge Ramp at 9:00 AM.

The bid notice does not mention the submission of samples.

The deadline for respondent questions is 5:00 PM on Friday, 5 June 2026.

The bid notice does not specify an estimated total value.