Conditions of Tender

Westernport Ranges Water | RFT WRW-2026-114
Groundwater & Surface Water Quality Monitoring Services, 2027–2030
Issue 1, released 19 October 2026.

C1. Invitation and contract period

Westernport Ranges Water (WRW), a Victorian water corporation, invites suitably qualified consultants to undertake routine monitoring of groundwater and surface water associated with its treatment, storage and recycled-water assets in south-eastern Victoria. The services support operational decisions, environmental risk management and consistent long-term records. They are not a substitute for WRW's statutory responsibilities or incident response arrangements.

The intended service period is 1 January 2027 to 31 December 2030. Mobilisation meetings commence on 4 January 2027; the first monthly sampling round is due during January. The final annual interpretive report is due on 31 January 2031 and remains an obligation under the contract. No extension option is included. Quantities are described in the Specification. WRW may change individual sites through an agreed written variation; no minimum expenditure is guaranteed beyond the instructed baseline programme.

C2. Procurement timetable

The closing date deliberately falls on a Saturday. The electronic deadline applies regardless of ordinary office hours. Dates after closing are indicative. Tenderers must allow for their own upload and authorisation processes and must not assume a clarification will extend time. Any extension will be made by formal addendum.

C3. Submission and document controls

Submit one searchable, bookmarked PDF containing Schedules A–H and supporting evidence in that order. Maximum upload size is 30 MB. Use the filename WRW-2026-114_LegalEntityName.pdf. Password protection, executable attachments and links used instead of required evidence are not accepted. Certificates and signed declarations must be legible within the PDF. Electronic signatures identifying the authorised signatory and date are acceptable.

Schedule D, Methodology, is limited to six A4 pages, including its cover, diagrams, tables, work programme and any methodology appendices. Use a minimum 11 pt font throughout substantive text and tables, with margins of at least 15 mm. Shrinking figures to make text unreadable is not acceptable. CVs and certificates in their designated schedules do not count towards the methodology limit, but methodology content moved to another schedule will count. WRW may disregard methodology material beyond six pages. There is no overall submission page limit.

Submit through the electronic tender portal at https://tenders.wrw.example/WRW-2026-114. A portal receipt records successful lodgement. Email to the contact officer does not constitute submission. Late tenders may be excluded; tenderers bear the risk of failed uploads. A replacement received before closing supersedes the earlier complete submission.

C4. Mandatory eligibility and evidence

At closing, tenderers must demonstrate certified ISO 9001, ISO 14001 and ISO 45001 systems, or equivalent independently audited systems, covering the bidding legal entity and the proposed activities. An equivalence submission must include an independent audit report, scope, date, findings and closure of material findings. A policy, self-assessment or future audit booking alone is insufficient. Certificates must be current at closing and maintained during performance.

Professional Indemnity insurance must be at least A$10 million for any one claim and in the annual aggregate; Public Liability must be at least A$20 million for any one occurrence. Provide current certificates identifying the insured entity, limits and expiry dates. A proposal to obtain increased cover after award does not establish compliance at closing. Renewal during the service period must maintain the required limits.

Analysis must be performed by a NATA-accredited laboratory, whether owned or subcontracted, for the applicable analytes and matrices. Provide accreditation scope evidence and a signed laboratory letter of commitment identifying this RFT, service period, capacity and reporting turnaround. WRW will check the scope against the proposed analytical schedule. These requirements are pass/fail gates; the detailed evaluation process appears in the Evaluation Criteria.

C5. Probity, declarations and communication

The sole contact officer is Mara Ellison, Procurement Adviser, procurement@wrw.example. Direct all questions through the portal question function. Do not approach operational staff, evaluation panel members or referees to seek inside information. WRW may circulate de-identified questions and answers to all registered tenderers. Only written addenda change the tender requirements.

Schedule A must contain a signed conflict-of-interest declaration covering actual, potential and perceived conflicts involving the tenderer, personnel, subcontractors and WRW's procurement or assets. Explain the circumstances and proposed controls, or expressly declare nil conflicts after reasonable inquiry. Also declare any involvement in preparing this RFT, related-party laboratory arrangements and any gifts or inducements. Update the declaration promptly if circumstances change. A disclosed manageable conflict is not automatically disqualifying; concealment may lead to exclusion.

C6. Commercial basis and reservation of rights

Prices are in Australian dollars, exclusive of GST, with GST separately identified. Tender validity is 90 calendar days from closing. WRW may clarify evidence, check referees, test data imports, negotiate with shortlisted tenderers, accept part of a tender or make no award. Clarification is not an entitlement to remedy a failed mandatory gate. Tender preparation costs remain with the tenderer. No contract arises until both parties execute a written agreement.

The proposed commercial basis is monthly invoicing in arrears against accepted services, payment within 30 days of a valid invoice, and written approval before additional work. WRW owns project data and deliverables; the consultant retains pre-existing methods and grants WRW a continuing licence necessary to use deliverables. Confidential information is restricted to authorised personnel and approved subcontractors. Either party may require rectification of a material breach within 20 business days before termination; immediate suspension may apply to unsafe work. The consultant is responsible for its negligent acts and omissions, with liability capped at A$10 million except fraud or deliberate misconduct. Identify any requested changes in Schedule G; silence means acceptance of this stated basis. Formal execution will record these terms and the accepted schedules.

Tenderers must identify assumptions clearly. Nothing in a marketing statement overrides an express departure or mandatory requirement. WRW may retain submissions for evaluation and audit and handle information in accordance with applicable Victorian public-sector obligations. Mark commercially sensitive information with reasons; confidentiality cannot be guaranteed where disclosure is legally required.