WSROC / Open Space Maintenance - C4-2023

Blacktown City Council (BCC) is seeking proposals from suitably qualified and experienced person(s), firms or entities for open space maintenance. The initial period of the Contract will be for 3 year with options in favour of Council for a further period of 2 x 1-year extensions subject to satisfactory performance and Council requirements.

This is a performance-based contract

During the contract period, the successful tenderer(s) will manage the maintenance of Open Space Assets in the Assigned Area(s) (see the next section below) as described in the Part D of this Tender document to meet the required Service Levels. 

Monthly Performance Payment will be made according to the Performance Level which will associate with a corresponding Payment Adjustment Factor to the Base Monthly Value and will be further adjusted by the Default Notices as in the Sections D.7 and D.8.

In addition, the contractor may also be required, by separate work orders, to perform any open space maintenance within the scope of this contract.

The proposed contract will be in the form of lump sum (for the Monthly Performance Payment) and schedule of rates (for other ordered work), subject to rise and fall in accordance with the contract condition clause C.3.7.

Areas to be assigned to the successful tenderer(s)

We separate this contract into 3 Areas generally which form 3 different parts of this contract.  Open Space Assets will be allocated to the Contract Inventory List for each Area.  The title of the Areas, their corresponding contract parts and the current status are provided below.

We intend to assign each area to 1 contractor, but reserve our rights otherwise subject to the tender evaluation in which we may identify some preferred tenderer(s) with substantial capacity and capability to perform in multiple Areas.  Council reserves the right to select a panel of contractors or a single contractor. Council may accept any tender in part or whole as mentioned.

Part A – Eastern Area

The approximate total area of grounds requiring grass cutting is 224 hectares.  The approximate total area of gardens requiring maintenance is 6 hectares. The amount of litter, broken glass and dumped rubbish requiring removal over the course of a year has often exceeded 75 tonnes over 310 hectares.

Part B – Western Area

The approximate total area of grounds requiring grass cutting is 200 hectares.  The approximate total area of gardens requiring maintenance is 1 hectare. The amount of litter, broken glass and dumped rubbish requiring removal over the course of a year has often exceeded 75 tonnes over 264 hectares.

Part C – Roadside Area

The approximate total area of grounds requiring grass cutting is 143 hectares.  The approximate total area of gardens requiring maintenance is 8 hectares. The amount of litter, broken glass and dumped rubbish requiring removal over the course of a year has often exceeded 75 tonnes over 154 hectares.

Please note that the Areas mentioned in the Contract are just an indication of their relative locations in Blacktown Local Government Area.  They shall not be considered as physical zoning or do not contain definite boundaries.

Assigned Areas, Contract Inventory List are subject to update during the contract

Please note that the above parameters represent the current situation only and may subject to change during the course of the contract.  The Contract Inventory List and/or the Assigned Areas maybe adjusted (Open Space Assets to be added / removed) according to council’s need and the further development in Blacktown Local Government Area.  If so, the Base Monthly Value will also be adjusted according to the Section D.6.2. 

Open Space Assets to be managed in this contract and their Service Levels

We define our Open Space Assets by Types and they are given to different sets of Service Levels (see the Section D.4.3 for detail):

• Premium and High-Profile Reserves

• Community Buildings

• High Standard Cemeteries

• Passive Reserves

• Medians & high use footways

The contractor shall meet the Service Levels of the defined Type of Open Space Assets.

Maintenance tasks to be performed

The successful tenderer(s) have to regularly monitor and take appropriate maintenance actions to upkeep the Open Space Assets to the required Service Levels at all time.  You can determine the resource level, equipment, methodology and maintenance frequencies for each Open Space Asset to meet the seasonal fluctuation, unexpected weather conditions and technology available during the contract period.

The works under this contract will generally include:

Inspection and reporting:

• site inspection

• servicing log reporting

• monthly performance indicators

Grass cutting services:

• grass cutting

• edging

Litter and refuse services:

• removal and disposal of litter, broken glass and dumped rubbish

Garden services:

• gardening maintenance

• weed removal

The details of the services required are more fully described in Part D of this Tender document.

Contractor’s service management system with mobile technology and geotagging capability

The Contractor shall establish and maintain web-based or cloud-based service management application for this contract as specified in the Section D.5.1.  They shall be capable for use on-site through mobile technology and be able to map the location by geotagging.  The metadata format shall be compatible to council’s corporate business system, i.e. TechnologyOne. 

The tender submission shall provide full details of the proposed system, samples of reports, forms and monthly statistics with trial link to demonstrate the required functions, and supplementary information on the compatibility to and the Contractor’s experience in TechnologyOne.

This is one of the major criteria in tender evaluation.

Anticipated increasing new assets from the North West Growth Centres

We anticipate that over 300 hectares of Open Space Assets will be taken over from the new development areas in Blacktown LGA.  They are mainly coming from, but not limited to, Schofield, Marsden Park, Riverstone and other Northwest suburbs.  For more information, please visit our Local strategic Planning Statement 2020 https://www.blacktown.nsw.gov.au/files/assets/public/bcc-local-strategic-planning-statement-2020_web-accessible.pdf.

This contract will formulate mechanism to review and adjust the Contract Inventory List and the Base Monthly Value regularly to cover the change to the service scope.

The scope of the contract

Although the successful tenderer(s) maybe assigned to only part(s) of the contract initially, the contract agreement shall cover any contract works in other Areas under this contract if council so ordered to perform.  Hence, Tenderer must submit a tender in either of the following options:

• Parts A and B together

• Part C only

• All Parts

The tender submission shall indicate clearly the submitted option in the returnable schedule.

NSW Regions: Cumberland/Prospect, Nepean, Northern Sydney, Inner West, South East Sydney, South West Sydney

Open Tenders - An invitation to tender by public advertisement with no restriction placed on who may tender. Tenderers will normally be required to demonstrate in their tender that they have the necessary skills, resources, experience, financial capacity, and in some cases licences, accreditations, etc., to fulfil the tender requirements.

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