Service, Maintenance and Repairs of Council's Airconditioning ...

BURDEKIN SHIRE COUNCIL
PART 1
REQUEST FOR QUOTATION
Request for Quotation (RFQ)
Service, Maintenance and Repairs of
Council’s Airconditioning Systems – 1July
2013 to 30 June 2015
Closing Time: 12 Noon – 7 May, 2013
RFQ Number:
QBSC/13/001
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Request for Quotation
CRITERIA
The Criteria listed below must be addressed and detailed information provided as part of your written
Quotation:
Item
Criteria Description
1 Completion of the attached Form of Quotation and Price Schedule (refer to Items
1 & 2)
2 Compliance with Special Conditions (refer to Item 3)
3 Compliance with Specification (refer to Item 4)
4 Respondents must carry out an on-site inspection of the airconditioning
installations in order to submit a quotation.
5 Respondents shall submit with their quotation a statement with supporting
information indicating the permanent staffing levels for technical, trade and
support staff in the Respondent’s office servicing the local area.
6 Demonstrated experience in completing similar projects. Respondents are to list
three reference sites currently maintained by the respondent.
7 Insurance
The successful Respondent and any subcontractor(s) will be required to effect
and maintain insurance policies in the following sums:
(a)
(b)
(c)
Public liability insurance in the sum of at least $20,000,000 in respect of
any one occurrence and for an unlimited number of claims.
Workers Compensation or Personal Accident Insurance cover as required
by law (whichever may apply).
Professional indemnity insurance in the sum of at least $1,000,000 in
respect of any one occurrence and for an unlimited number of claims.
The following attached documents will apply to this Quotation:
Appendix I
Appendix II
Appendix III
Appendix IV
Appendix V
Appendix VI
Airconditioning Installation Details
Maintenance Schedule
General Conditions of Contract
Workplace Health and Safety Information
Risk Assessment Form
Electronic Funds Transfer Request
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Request for Quotation
1. FORM OF QUOTATION
To:
The Chief Executive Officer
Burdekin Shire Council
P.O. Box 974
AYR. Qld 4807
Attention: Vicki Walker
I/We the undersigned hereby provide a Quotation for the goods and/or services requested. The quoted
consideration is as provided in the Price Schedule submitted with this Quotation.
DATED this day of 20____
Name of Respondent:
Full Name of Company:
Address of Company:
Contact Details
- Phone Number
Facsimile Number:
Mobile Phone Number:
E-mail:
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Request for Quotation
2. PRICE SCHEDULE
Contract Price Basis – The Contract price is fixed
2.1 Price Schedule
FIRM TOTAL PRICE FOR TWO YEAR PERIOD – 1/7/2013 TO 30/06/2015
SERVICE MAINTENANCE CONTRACT COVERED BY THIS QUOTE
AND APPENDICES I AND II.
$ ................................................ (Burdekin Memorial Hall)
$ ............................................... (Burdekin Theatre)
$ ............................................... (Burdekin Library)
$ ............................................... (Burdekin Shire Chambers)
$ ............................................... (Council Depot Buildings)
$ ………………………………… (Ayr Sewerage Treatment Works)
$ ……………………………… … (Community Information Centre)
$ ............................................... (The Support Centre)
$ ............................................... (Home Hill Railway Station)
$ ………………………………… (Home Hill Museum)
$................................................ (Home Hill Cemetery Workshop)
$................................................ (Home Hill Sewerage Treatment Works)
$................................................ (Home Hill Transfer Station)
$................................................ (Ayr Transfer Station)
$................................................ (Burdekin SES Headquarters)
$................................................ (Burdekin PCYC/Basketball Stadium)
$................................................ (Home Hill Court House Building/Sweet FM 97.1)
$................................................. TOTAL (Incl. GST)
Monthly Payment - Net GST Gross Net GST Gross
(if Applicable)
(if Applicable)
_________ __________ _________ x 24 = ________ _________ ________
Total Contract Amount $ _____________________________________ (Inc.GST)
(To match the total contract amount shown above)
2.2 Labour Rates associated with repairs, non-routine replacement, call outs and work requested by
the COUNCIL OFFICER.
Contractor shall nominate the normal working hours during which normal rate charges apply:
.....................................................................................................................................
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Request for Quotation
On Site Charge Rate
a) During Normal Working Hours Rate $........................ /hour
b) After Hours Rate $ ....................... /hour
c) Minimum Chargeable Time: Normal Hours .................................. hours
d) Minimum Chargeable Time: After Hours .................................. hours
e) Travelling time and vehicle charges per callout $ ...............................
2.3 Warranty on Breakdowns and Replacement Equipment
(Workmanship) Labour: ............................... days/months} from practical completion
Materials: .............................days/months} of installation date.
2.4 Service Phone Numbers
Normal Hours Phone No ....................... Mobile Phone No .........................
After Hours Phone No ....................... Mobile Phone No .........................
2.5 Subcontracted Work
List any Sub-Contractors used and Sub-Contractor ......................................
give full details of works Work ......................................................
(Attach separate page if necessary)
2.6 Materials and Parts Costs
The maximum mark up on recognised trade price is recognised trade price plus ......................%
2.7 Specialist Subcontractor Costs
Where a specialist subcontractor is used, the maximum mark up shall be .....................% on the
subcontractor’s invoiced price.
Signature:
Full Name:
Date:
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Request for Quotation
3. SPECIAL CONDITIONS
3.1. Quoted prices
All prices for goods and/or services offered are to be fixed for the term of the Contract. Quoted prices
must include Goods and Services Tax (GST).
3.2. Lodgement of Quotations
The Respondent must submit:
(a)
(b)
the original of the Form of Quotation and Price Schedule;
documentation demonstrating experience in the provision of services required by this
quotation. (refer criteria descriptions 5 & 6)
Quotations must be submitted duly signed and in a sealed package clearly endorsed with the Quotation
Title and Reference Number and must be addressed to:
To:
The Chief Executive Officer
Burdekin Shire Council
P.O. Box 974
AYR. Qld 4807
Attention: Vicki Walker
or hand delivered to:
Customer Services Section
Burdekin Shire Council
145 Young Street, Ayr.
(for placement in the locked Tender Box located in Customer Services)
3.3. Quotation Closing Time
Quotations close at 12 noon on Tuesday 7 May, 2013.
Only those Quotations received by the Closing Time will be considered.
Quotations that are mailed will be placed in the locked Tender Box.
The Local Government will accept no responsibility in the event that a Quotation is not received by the
closing time.
Any quotation not received before the specified closing time will not be considered unless there is
satisfactory evidence provided that the quotation:
(a)
(b)
was delivered before the specified closing time; or
was either posted or dispatched by a recognised carrier providing direct delivery service
to the Council Administration Building in sufficient time for delivery before the specified
closing time under normal circumstances, but was still in course of delivery by post or by
the recognised carrier at the specified closing time due to circumstances outside the
control of the Respondent.
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Request for Quotation
Quotations received by telephone will not be considered.
Offers will be opened after the closing time.
Offers will not be opened publicly.
3.4. Informal Quotation
Any Quotation may be rejected if it:
(a)
(b)
does not comply with the requirements of the Specification or this Request for Quotation;
or
contains any provisions not required by this Request for Quotation.
3.5. Acceptance of Quotations
The Local Government is not bound to accept the lowest or any Quotation.
The Local Government may accept part of a Quotation.
This Request for Quotation, the Respondent’s completed Form of Quotation and Price Schedule,
together with the Local Government’s written acceptance of the Quotation, shall constitute the Contract
between the Local Government and the successful Respondent.
The Respondent agrees that the Quotation will remain open for acceptance for a minimum period of 60
days after the Closing Time, notwithstanding that there may have been negotiations in respect of any
Quotation in the meantime.
A Respondent may withdraw its Quotation at any time after the expiration of 60days from the Closing
Time, but must not withdraw their Quotation prior to the expiration of 60 days from the Closing Time.
After the closing time, the Principal may (without limiting its options):
(a)
(b)
(c)
request clarification or further information from any Respondent; and
invite all Respondents to change their offers in response to an alteration to the Specification
or any of the terms and conditions of the Contract; and
negotiate with one or more Respondents upon any aspect of their offers.
3.6. Contract Duration
The Contract will be in force for the period of 24 months commencing on the date specified in the Local
Government’s written acceptance of the Quotation.
Subject to the satisfactory performance of the Respondent and the receipt of an acceptable quotation,
the Burdekin Shire Council may exercise the option to extend the Contract for a further 12 months after
the expiration of the original Contract.
However, in the event of the successful Respondent failing in any manner to carry out the Contract to the
Local Government’s satisfaction, the Local Government may forthwith determine the Contract by written
notice to the successful Respondent.
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Request for Quotation
3.7. Canvassing of Elected Members and Council Officers
Canvassing of elected members or Council officers will automatically lead to disqualification.
A Respondent’s offer will not be considered if the Respondent or anybody on its behalf offers or gives
anything to:
(a) any Councillor of the Principal; or
(b) any officer or agent of the Principal,
as an inducement or reward that could influence the actions of the person in relation to the offer.
3.8. Indemnity
The successful Respondent must indemnify and keep indemnified the Local Government against:
(a)
(b)
any liability under the Workers’ Compensation and Rehabilitation Act 2003 as amended
from time to time; and
any other law in force or which during the term of this Contract may come into force,
under which any person is entitled to claim or sue for compensation or recover any
damages from the Local Government.
4. SPECIFICATION
4.1. Introduction
This Contract is for the service, maintenance and repairs to Council’s airconditioning installations.
4.2. Particulars of Services
Council building locations and associated airconditioning installation details are detailed in Appendix I
attached.
Details of the preventative maintenance schedules are provided in Appendix II attached.
Respondents are advised that where the Council ceases to be the owner of any of the aforementioned
locations, the tender for service and maintenance of the air conditioning system at that location will
become null and void.
The Contractor shall provide regular visits as specified and a twenty four (24) hour/day, seven (7)
days/week breakdown call out and/or repair service to be answered within the time nominated (see
Quotation Form).
Upon acceptance of the tender, the successful Contractor shall supply on site one (1) bound “PLANT
LOG BOOK” per Operative Installation which shall remain the property of the Council.
The log book cover shall show the name of the site, and shall be left preferably in the plant room or
otherwise with the Council’s nominated officer.
The plant log book shall show an historical record of all service inspection and repairs undertaken on
each visit.
The Contractor shall, on arrival at the site, report to the Council’s nominated officer and advise as to
whether the visit is for routine service or repairs.
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Request for Quotation
It is the Contractor’s responsibility to maintain quality control of its staff, and to provide on site
supervision when required
All enquires regarding the submission of claims for payment, or general procedures relating to
maintenance, breakdown, or repair work shall be directed to the Council’s officer nominated on the
Official Order.
4.3 Service Work
a) All work carried out during each service visit shall include all performance checks, adjustments and
routine work to the installation as required to keep the installation in good condition and sound
working order.
b) The Contractor is to establish a Service Check List for each location, which shall cover items as set
down in Appendix II that is applicable to each installation.
c) A legible copy of the completed Service Check List shall be left with the client’s nominated officer
on completion of the service visits.
d) All service visits shall be carried out during normal office hours, at a time arranged between the
Council’s nominated officer and the Contractor.
e) At the beginning of the Contract, the client shall be advised of the name of the Contractor along
with telephone numbers for normal hours and after hours contact.
4.4 Maintenance/Repair Work
a) As well as routine servicing, the Contractor may be required to undertake maintenance/repair work,
in response to breakdown call out, or as a result of an inspection during routine service visits, or
upon request from the Council’s nominated officer.
b) The Contractor shall minimise the need for call outs by inspecting the installation during routine
service visits with the view to effecting any repairs or maintenance during these visits. The
Council’s nominated officer shall be informed of any defects that are apparent while he/she is at
the site.
c) Replacement components shall be genuine replacement parts to match existing equipment and
shall carry the full supplier’s warranty, documents of which shall be left in the plant log book.
d) Charge out rates for maintenance and repair work shall be nominated in the Quotation Form of the
Contract.
e) Materials and Parts Costs shall be charged at rates as stated in the Quotation Form and shall be
substantiated upon request by forwarding a copy of the materials and parts supplier’s invoice,
together with the Contractor’s invoice.
f) Where a specialist sub-contractor is engaged by the Contractor, the Contractor shall only be
permitted to mark up the sub-contractor’s price at the rate specified in the Quotation Form. A copy
of the sub-contractor’s invoice shall be supplied upon request by the Council’s nominated officer.
g) Response time for breakdown call outs is to be within four (4) hours.
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Request for Quotation
4.5 Administrative Requirements
Before any maintenance or repairs are proceeded with, permission and order number must be obtained
from the Council’s nominated officer.
Charge out rates for labour for after hours call outs shall be as nominated in the Quotation Form.
The Council reserves the right to obtain competitive quotations for any work which is not of a routine
service nature.
4.6 Specific Requirements – Burdekin Shire Chambers Controls
Respondents shall note that the Burdekin Shire Chambers air conditioning system is controlled and
monitored by a direct digital control (DDC) system manufactured by Johnson Controls. The system may
be accessed remotely via a dedicated modem connected to the system. Respondents shall allow to
either manually or electronically be able to access the system for calibration and adjustment of setpoints
and time schedules in order to fulfil the maintenance tasks scheduled in the Appendices to this
document. Any cost associated with this item shall be included under the Maintenance Costs element of
the Quotation Form.
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BURDEKIN SHIRE COUNCIL
APPENDIX I
AIR CONDITIONING INSTALLATION DETAILS
PLACE:
BUILDINGS:
WORK:
Burdekin Shire Council
Various Council Buildings (Ayr and Home Hill)
Two year maintenance/service of air conditioning installations
In relation to the above, the contractor is required to carry out maintenance/service
visits as per the attached Specification and Maintenance Schedule to air conditioning
installations as listed below.
1. Burdekin Memorial Hall - Air Conditioning Installation (Home Hill)
TRANE ERTAB-211 CHILLER PLANT
KIRBY NRC383VS AIR COOLED CONDENSER AND RECEIVERS
G.J. WALKER ASV080 AIR HANDLING UNIT
CHILLED WATER PUMP, ASSOCIATED CONTROLS AND SWITCH BOARD
CARRIER 38ABO16 DX CONDENSING UNIT
CARRIER 39BA070 DX FAN COIL UNIT
2 X 14KW EMAIL UNDER CEILING SPLIT SYSTEMS IN HOME HILL LIBRARY
ROOM AIR CONDITIONER (MANAGERS OFFICE) FUJITSU
2 DAIKIN SPLIT SYSTEMS IN DRESSING ROOMS
1 X FUJITSU AKT7 7,000 BTU RAC – LADIES TOILET
2. Burdekin Theatre - Air Conditioning Installation (Ayr)
1 TRANE RTWD-110-HE CHILLER PLANT
1 EVAPCO MSS 061-LS3 COOLING TOWER
2 WILO NL65-315 CHILLED WATER PUMPS
2 WILO NL80-315 CONDENSER WATER PUMPS
1 G.J. WALKER ASV-66 AIR HANDLING UNIT – FOYER
1 G.J. WALKER ASV-80 AIR HANDLING UNIT – AUDITORIUM
ASSOCIATED CONTROLS AND SWITCHBOARDS (2)
ROOM AIR CONDITIONERS (13) & SPLIT SYSTEMS (6)
4 RAC’S – REHEARSAL ROOM (3 X KELVINATOR + 1 X NEC)
4 AIRTEMP RAC’S - DRESSING ROOMS
1 FUJITSU RAC - GENTS TOILET
1 KELVINATOR RAC - LADIES TOILET
1 DAIKIN FTXS35 3.5KW REVERSE CYCLE SPLIT SYSTEM - PIANO ROOM
1 MITSUBISHI ELECTRIC 3.5 KW INVERTER SPLIT SYSTEM – GREEN ROOM
1 FUJITSU RAC - FRIENDS ROOM
1 FUJITSU RAC - GARDEN ROOM
1 DAIKIN FTXS90/RXS90 INVERTER REVERSE CYCLE SPLIT SYSTEM -
KITCHEN
1 MITSUBISHI ELECTRIC 3.5KW INVERTER SPLIT SYSTEM – MANAGER’S
OFFICE
1 MITSUBISHI ELECTRIC 35KW SPLIT SYSTEM – TICKET OFFICE
1

1 PANASONIC RAC - TECHNICAL MANAGER’S OFFICE
1 DAIKIN FT35CVIA SPLIT UNIT - CONTROL ROOM
5 VENTILATION FANS
BURDEKIN THEATRE – REFRIGERATION UNITS (6 MONTHLY)
3 ORFORD REFRIGERATION UNITS IN BAR
1 ICE MACHINE IN BAR
1 SKOPE REFRIGERATION UNIT IN KITCHEN
1 ORFORD REFRIGERATION UNIT IN KITCHEN
3. Burdekin Library - Air Conditioning Installation (Ayr)
CARRIER 5H40 COMPRESSOR WITH 30KW DRIVE
MULLER KC50B2 EVAPORATIVE CONDENSER
CARRIER 39BA105 DX AIR HANDLING UNIT
TEMPERZONE DSER3301-S-433 AIR HANDLING UNIT
ASSOCIATED CONTROLS AND SWITCH BOARD
TWO (2) CARRIER 50RQ ROOF TOP PACKAGED UNITS (MUSIC LOFT)
1 SPLIT SYSTEM (DATA ROOM)
4. Burdekin Shire Chambers - Air Conditioning Installation (Ayr)
SYSTEM A/C 1 (MAIN ADMIN. OFFICES – 2/3 OF BLD.)
UNIT - BUILT UP FACE & BYPASS SYSTEM
GRAND TOTAL HEAT
GRAND SENSIBLE HEAT
SUPPLY AIR
OUTSIDE AIR
153.8KW
111.2KW
8200 L/S
1020 L/S
COMPRESSOR x 2 DWM COPELAND
MODEL D6DH350X-AWM
AIR COOLED CONDENSER KIRBY
MODEL KNRC1990V
EVAPORATOR COILS
KIRBY
COIL TYPE 4DEF16B 26T 2300
SUPPLY FAN BLOWER CO OF AUSTRALIA
MODEL SIZE 33 D.W.D.I.
EXPANSION VALVES DANFOSS
MODEL AKV 24
1 DAIKIN FT35G/R35G WALL MOUNT SPLIT SYSTEM – ADMIN. SUPPORT
OFFICER’S OFFICE
SYSTEM A/C 2 (COMPUTER ROOM)
UNIT - APAC
MODEL S25 CEV
S25 CCHB AIR COOLED CONDENSING UNIT
2

GRAND TOTAL HEAT 21.7KW
GRAND SENSIBLE HEAT 16.7KW
SUPPLY AIR
1235 L/S
OUTSIDE AIR
125 L/S
1 MITSUBISHI ELECTRIC 8.0KW WALL MOUNT SPLIT SYSTEM
SYSTEM A/C 3 (LUNCH/TRAINING ROOM)
UNIT - APAC
MODEL S25 CEV
S33 CCHB AIR COOLED CONDENSING UNIT
GRAND TOTAL HEAT
GRAND SENSIBLE HEAT
SUPPLY AIR
OUTSIDE AIR
28.2KW
16.3KW
1000 L/S
300 L/S
SYSTEM A/C 4 (HERITAGE/FUNCTION ROOMS)
UNIT - APAC
MODEL S16 CEL-04
S14CCHB-05 AIR COOLED CONDENSING UNIT
GRAND TOTAL HEAT
GRAND SENSIBLE HEAT
SUPPLY AIR
OUTSIDE AIR
14.8KW
10.4KW
835 L/S
120 L/S
SYSTEM A/C 5 (ERNIE FORD BOARD ROOM)
UNIT - APAC
MODEL S18 CEL-03
S18CCHB-05 AIR COOLED CONDENSING UNIT
GRAND TOTAL HEAT
GRAND SENSIBLE HEAT
SUPPLY AIR
OUTSIDE AIR
18.2KW
10 KW
620 L/S
215 L/S
SYSTEM A/C 6 (JOHN DRYSDALE CHAMBER – NEW MEETING ROOM)
UNIT - APAC
MODEL S33 CEL
S33 CCHB-05 AIR COOLED CONDENSING UNIT
GRAND TOTAL HEAT
GRAND SENSIBLE HEAT
SUPPLY AIR
OUTSIDE AIR
31.2KW
18.4KW
1210L/S
325 L/S
TOILET EXHAUST SYSTEM
FANTECH
MODEL CE406V
3

EXHAUST AIR QUANTITY
FANTECH
EXHAUST AIR QUANTITY
495 L/S
MODEL CE224V
90 L/S
Engineering Department
SYSTEM A/C 7 ENVIRONMENT AND HEALTH SECTION AND HUMAN RESOURCES
OFFICE
UNIT – APAC
MODEL S16 CEL – 03
S16CCHB-05 AIR COOLED CONDENSING UNIT
5 DAIKIN SYSTEMS (DUCTED)
ZONE 1 PLAN PRINTING AND FILING - 1 DAIKIN FDY08J & RY8L (DUCTED)
ZONE 2 CONFERENCE ROOM - 1 DAIKIN FHC71B/R7IB CASSETTE SYTEM
ZONE 3
(a) ENGINEERS’ OFFICES, SECRETARIES’ OFFICE AND HALLWAY - 1 DAIKIN
DDY08J AND RY8L
(b) MANAGER ENVIRONMENT AND HEALTH AND ENVIRONMENT & HEALTH
OFFICE - 1 DAIKIN FDY100J AND RY100
(c) EHO OFFICES - 1 DAIKIN FDY08J & RY8L
Human Resources Office
1 MITSUBISHI ELECTRIC 8.0KW INVERTER SPLIT SYSTEM
Vector Control Office
1 MITSUBISHI ELECTRIC 2.5KW INVERTER SPLIT SYSTEM
1 MITSUBISHI ELECTRIC 6.0KW INVERTER SPLIT SYSTEM
5. Council Depot Buildings – Jones Street, Ayr
FOREMEN’S OFFICE
26kw TEMPERZONE SPLIT DUCTED A/C WITH CUSHION HEAD BOXES
MANUAL BALANCED DAMPERS AND FRESH AIR
1 TOSHIBA RAC (OFFICE - SENIOR WORKS ADMIN OFFICER)
STORE’S OFFICE
1 DAIKIN FTKS71 7.1KW SPLIT SYSTEM
MECHANICAL WORKSHOP OFFICE
1 MITSUBISHI ELECTRIC 6.0KW INVERTER SPLIT SYSTEM
1 DAIKIN FTKS50 5.0KW SPLIT SYSTEM - DIESEL ROOM)
WATER & WASTE WATER OFFICE
1 x 18000 BTU FUJITSU SPLIT SYSTEM (EX HEALTH DEPT.)
1 x DAIKIN FTKS25 2.5KW SPLIT SYSTEM
4

PARKS FOREMAN OFFICE
1 MITSUBISHI G-INVERTER 3.5 KW SPLIT SYSTEM
TRAINING ROOM (DEMOUNTABLE BLD)
1 DAIKIN FTKS50 5.0KW SPLIT SYSTEM
STORAGE DONGA (DEMOUNTABLE BLD)
1 MITSUBISHI ELECTRIC SPLIT SYSTEM
1 TECO RAC
WORKFORCE LUNCH ROOM (DEMOUNTABLE BLD)
2 LG RACs
6. Ayr Sewerage Treatment Works
OFFICE
1 DAIKIN FTKS25 2.5KW SPLIT SYSTEM
SMOKO ROOM
1 MITSUBISHI ELECTRIC MSZ-GB50 SPLIT SYSTEM
LABORATORY
1 MITSUBISHI ELECTRIC MSZ-GE35VA SPLIT SYSTEM
1 DAIKIN 3.5KW SPLIT SYSTEM
7. The Support Centre, (Former National Bank)
Downstairs
TEMPERZONE OPA530RKTBH – 50 KW
1 MITSUBISHI ELECTRIC 3.5KW SPLIT SYSTEM
Upstairs
1 PANASONIC RAC
1 DAIKIN 2KW SPLIT SYSTEM
1 LG 2.5 KW RAC
1 DAIKIN 2.5KW INVERTER SPLIT SYSTEM
1 MITSUBISHI ELECTRIC 3.5KW INVERTER SPLIT SYSTEM
8. Community Information Centre (119 Queen Street, Ayr)
1 FT25JV1A DAIKIN WALL MOUNT SPLIT SYSTEM (INDOOR)
5

9. Home Hill Railway Station (Eighth Avenue, Home Hill)
1 MITSUBISHI ELECTRIC 6.3 KW REVERSE CYCLE INVERTER SPLIT
SYSTEM
1 MITSUBISHI ELECTRIC 5.0 KW REVERSE CYCLE INVERTER SPLIT
SYSTEM
1 DAIKIN FTKS60 6.0 KW INVERTER COOL ONLY SPLIT SYSTEM
10. Home Hill Museum (127 Eighth Avenue, Home Hill)
(Silver Link Interpretive Centre)
1 DAIKIN WALL MOUNTED A/C FVY125FVI
11. Home Hill Cemetery Workshop
1 LG 24000 BTU SPLIT SYSTEM
12. Home Hill Sewerage Treatment Works
1 MITSUBISHI ELECTRIC SPLIT SYSTEM AIR CONDITIONER
1 DAIKIN FTKS25 INVERTER COOL ONLY SPLIT SYSTEM
13. Home Hill Transfer Station
1 DAIKIN FTKS25 2.5KW SPLIT SYSTEM
14. Ayr Transfer Station
1 DAIKIN FTKS25 2.5 KW SPLIT SYSTEM
15. Burdekin SES Headquarters
4 MITSUBISHI ELECTRIC 3.5KW INVERTER SPLIT SYSTEMS
3 MITSUBISHI ELECTRIC 8.0KW INVERTER SPLIT SYSTEMS
16. PCYC/Basketball Stadium
4 Packaged Units
17. Home Hill Court House Building/Sweet FM 97.1
2 DUCTED 13.4 KW AIRCONDITIONING UNITS – AIRTEMP, MODEL NO. 3215
6

BURDEKIN SHIRE COUNCIL
APPENDIX II
MAINTENANCE SCHEDULE
Details of extent of preventative maintenance work as set out hereunder shall be read and carried out in
conjunction with the Equipment Details in Appendix I and covers all aspects of maintenance associated
with the components used in the system as follows:
a) Reciprocating chiller
b) Water Cooled Condensers
c) Packaged Air Conditioning Units
d) Built up Air Handling Units and Filter Mixing Boxes
e) Split packaged Air Conditioning Units
f) Room Air Conditioner
g) Open Compressor Assembly
h) Ventilation Fans
i) Air Cooled Condensers
j) Electrical Controls and Switchboards
Tenderers are reminded that the service visits are to commence on or about 01/07/2013 and be
staged at monthly intervals thereafter. Accordingly, the 12 month service visits should be
undertaken on or about 31/07/2014 and on or just prior to 30/06/2015. The work required to be
performed on each visit is to comply with the relevant Codes and Australian Standards and is
detailed below.
1

Air Distribution
Action
Interval
(Months)
Carry out random air flow check. Where air flow quantities are found to be out by more than the tolerance of 12
+/- 10% adjust the relevant items or systems and record the final result. (i.e. filters, coils, mixing boxes
branch ducts etc.)
1. Check total air flow to each system and record results. 12
2. Confirm that there have been no amendments to the use of the areas supplied. 12
3. Check exhaust air flows for each system and record results. 12
4. Check minimum outdoor air quantities and record results. 12
5. Check return air flows for each system and record results. 12
Air Handling Plants
Action
Interval
(Months)
1. Check coils clean out algae and slime as required. 1
2. Inspect drain trays, ensure drains are clear, trays are clean and drains have a water trap. 1
3. Check panels, doors and fastenings for security. Repair leaks. 6
4. Remove rubbish from conditioner housing. 6
5. Ensure insulation is secure, repair as necessary. 6
6. Replace defective lights. 6
7. Inspect flexible connections and repair as necessary. 6
8. Check for leaks in coils and piping connections and repair as necessary. 6
9. Lubricate damper linkages with recommended lubricant. 6
10. Inspect the casing for corrosion and leaks, repair as necessary. 12
Automatic & Safety Controls
Electric and Electronic Controls
Action
Interval
(Months)
1. Check temperatures on floors, in rooms or in any areas requiring special conditions. 1
2. Attend to any reported problems, check and adjust as necessary. 1
3. Check location of thermostats; ensure correct location relative to controlled area. 3
4. Check controls for physical damage. 3
5. Check operation of control linkages. 3
6. Check, clean and lubricate with approved lubricant, spindles & linkages. 6
7. Check & adjust, as necessary, the calibration of control sensors. 6
8. Check action and settings of time switches. 12
9. Inspect all controls for operation & cleanliness. 12
10. Check operation of each thermostat for response. 12
11. Check drive motor mountings for security. 12
12. Check linkages for tightness. 12
13. Check that step controllers function correctly and plant items respond as called. 12
14. Prove correct operation of any safety controls. 12
15. Check, clean and lubricate with approved lubricant, spindles & linkages. 12
16. Inspect all DDC systems and data gathering panels. 12
2

Chillers
Action
Interval
(Months)
1. Check action of chilled water and condenser water flow switches. 1
2. Check TX valve and superheat. 6
3. Check operation and calibration of chilled water temperature controller to maintain the designed
12
temperature.
4. Check setting and operation of chilled water, low temperature safety thermostat, record trip temperature. 12
5. Check pressure drop (water side) in both chiller and condenser and compare with data plate. 12
6. Clean in-line strainers, replace or repair thermal insulation. Re-establish vapour seal around equipment. 12
7. Clean chiller tubes and slug dose after refilling. 24
8. Non-demountable chillers shall be cleaned with chemical cleaner and the system refilled and slug dosed. 24
9. Isolate chiller vessel from chilled water piping, drain. After service refill system. 24
10. Remove insulation and water boxes, clean. Fit new gaskets. 24
Coils
Condensers
Coils – cooling
Action
Interval
(Months)
1. Check coils, clean algae and slime as required. 1
2. Inspect drain trays and test drains. Clean as required. 1
3. Check for leaks on coils and connections and repair as required. 6
4. Vent water coils. 6
5. Inspect coils for dirt build up and clean as necessary. 6
6. Inspect coils for fin damage and comb if necessary. 12
7. Examine coil to ensure internal sections are not blocked. 12
8. Check temperatures across coil, adjust as necessary. Record result. 12
9. Inspect feed and expansion tank and piping. 12
Condensers - Air Cooled
Action
Interval
(Months)
1. Check and service fans, motors, drives and controls as per appropriate instruction sheet. 1
2. Adjust belts. 1
3. Remove dirt and debris from fan inlet screen. 1
4. Inspect coils for build up of dirt and clean out as necessary. Clean by hosing. 1
5. Inspect protective finish, repair as necessary. 12
6. Check operation and settings of any control dampers. 12
7. Inspect fan drives for correct rotation. 12
8. Inspect propeller fans for correct position in cone and check that the retaining screw is tight. 12
9. Inspect installation to ensure free air flow. 12
3

Condensers - Evaporative
Water Cooling Towers
Action
Interval
(Months)
1. Check and service fans, motors, pumps, belts and drives as per appropriate instruction sheet. Maintain to Australian
Standard AS3666. 2. Also refer to DA17 for further detail.
2. Subject tower to a general inspection for any faults or damage, inspect fill. 1
3. Check condition and operation of ball valve. 1
4. Check fan thermostat settings and the sensor bulb, capillary and bulb mounting. 1
5 Check and clean sprays and distribution deck. 1
6. Clean line strainer. 1
7. Check bleed rate. 1
8. Lubricate all gears and bearings. 3
9. Check rotation of fan and clean inlet. 3
10. Check for corrosion and apply treatment as necessary. 3
11. Prior to cleaning the water cooling system, take water sample and have analysed. Note this item is to be 3
performed by the Water Treatment Contractor.
12. Drain basin and clean distribution deck, fill & basin. Note this item is to be performed by the Water 3
Treatment Contractor.
13. Check security of all bolts and fittings. 3
14. Check security of drive and assemblies. 3
15. Clean fan blades. 6
16. Clean down all metal components and paint as required. 12
Condensing Units
Action
1. Check and service compressors, fans, motors, drives and controls as per appropriate instruction sheet.
Interval
(Months)
2. Adjust belts and check condition. 1
3. Remove dirt and debris from fan inlet screen. 1
4. Inspect coils for build up of dirt and clean out as necessary. 3
5. Check operation and settings of any control dampers, lubricate. 12
6. Inspect protective finish, repair as necessary. 12
7. Check condition of all pipe work and tubing. Report on same. 3
8. Check pipe supports, receiver and suction line accumulator for corrosion, and repair as necessary. 3
9. Check operation of oil pressure switch. 3
10. Check oil level in sump and direction of rotation of the compressor. 3
11. Leak test the installation and inspect visually for signs of leakage. 3
12. Check operating pressures and liquid line sight glass. 3
13. Check set points of high and low pressure cut-outs, also condenser fan cycling controls and lubrication 3
protection switches.
4

Dampers
Drives
Dampers – Automatic
Action
Interval
(Months)
1. Check and service all controls, motors etc. as per appropriate instruction sheet.
2. Check all dampers for freedom of operation. 6
3. Check all damper linkages. 6
4. Check that dampers are sealing tight when closed. 6
5. Check damper linkages, lubricate as required. 12
6. Check for undue noise or vibration. 12
Dampers - Manual
Action
Interval
(Months)
1. Inspect and clean dampers. 12
2. Check position of dampers. Check air flow at 33% of dampers in the system and record results. 12
Dampers - Fire
Action
Interval
(Months)
1. Inspect fire damper packing on 20% of dampers. 12
2. Inspect 20% of fire dampers for obstructions. 12
3. Confirm fire damper position is correct. 12
4. Check fire damper for corrosion. 12
5. Check fire damper mounting is sound. 12
6. Check integrity of fire wall. 12
7. Check correct operation of fire damper. 12
8. Restore fire damper to correct position. 12
Drives - Belt
Action
Interval
(Months)
1. Check Belt Tension. 1
2. On multi-belt drives check belts have same tension. 1
3. Check belts and pulleys for wear or damage, replace as necessary. 1
4. Ensure belt guards are firmly in place. 1
5. Units with ball bearings. Check bearings. 6
6. Replace belts with matched belts having the same section as the pulley. 24
7. Check pulley alignment. 24
Drives - Direct
Action
Interval
(Months)
1. Check coupling for alignment. 3
2. Check coupling bolts for tightness. 3
3. Inspect buffer material and replace as necessary. 3
4. Ensure coupling guards are firmly in place. 3
5

Ductwork
Action
Interval
(Months)
1. Check for air leaks [audible or observed]. observe
2. Inspect all flexible connections for tears, delamination or loose connections. observe
3. Inspect for physical damage. observe
4. Observe for undue noise, whistling or rattles. observe
5. Inspect outdoor ducts for rain ponding. observe
6. Inspect for any electrolysis or corrosion. observe
7. Observe for drumming on fan start up, particularly High Pressure/High Velocity observe
systems.
8. Inspect components for UV damage. observe
9. Inspect insulation and examine for loss of vapour seal and deterioration. observe
10. Where ductwork is associated with kitchen exhaust, clean down the hood and observe
ensure that the filters are clean and that no grease has entered the ducts.
11. Inspect adjacent to wet equipment (humidifiers) and selected access points
12
[AS3666].
12. Inspect and clean registers, grilles and dampers. 12
14. Inspect duct hangers for support and security. 12
15. Inspect and test flashing at external penetrations. 12
Electrical Components.
Electric Duct Heaters
Action
Interval
(Months)
1. Check to ensure no heaters have cut out on high limit. Rectify as required. 1
2. Test high limit thermostat and pressure switch to ensure heaters turn off. Check settings. 1
3. Check all electrical connections for tightness. Rectify as required. 1
4. Switch off fan, ensure elements switch off. 6
5. Inspect electric heating elements for combustible rubbish, dust, and electrical operation. 6
6. Test individual elements and record current draw. 12
Electrical Switchboard and Wiring
6

Electric Motors
Action
Interval
(Months)
1. Check for signs of burnt, hot connections and burnt contacts on starters and relays. Clean tighten and
1
rectify.
2. Replace any faulty indicator lights. 1
3. Examine general condition of conduits, connectors’ switches and wiring, especially in damp and outdoor 1
areas. Report on defects.
4. Check operation of each item of equipment. 1
5. Check and inspect for faulty meters. 3
6. Inspect and clean or replace contacts or faulty relays. 12
7. Check overload ratings against motor nameplate. 12
8. Check connections to (a) motors, (b) switchboards, or (c) equipment subject to vibration. 12
9. Examine external switches for damage to seals. Report on defects. 12
10. Test operation of all time switches. 12
11. Check all time delays. Correct as necessary. 12
12. Check all fuses for correct rating. 12
13. Replace any labels that have fallen off or been removed. 12
14. Check, and rectify where necessary, condition of exposed cable insulation. 12
15. Vacuum clean interior of all switchboards. 12
16. Check that conduits are securely fixed. Report on defects. 12
17. Examine and rectify panel seals. 12
18. Check for existence of Switch Board card. Report on missing cards. 12
19. Check and report where wiring diagrams are considered to be incorrect. 12
20. Lubricate all pivot points (use pure petroleum jelly). 12
Action
Interval
(Months)
1. Check motor bearings for noise and temperature. Run all motors. 1
2. Lightly lubricate motor bearings to manufacturer’s recommendations. 3
3. Check all connections and associated wiring. 3
4. Check maximum duty amps against nameplate, report any overload. 6
5. Megger test all motors over 1 kW, preferably when cold. 12
6. Remove bottom bearing plugs and pump until fresh grease evident. 24
7. Remove strip and clean motor, clean bearings and repack or replace as necessary. 60
Reassemble. This item is outside of the maintenance contract period, therefore
keep track of the intervals in the log book and report when this item is due to be
carried out.
Fans
Action
Interval
(Months)
1. Check fan operates. 1
7

2. Check for vibration, bearing noise or overheating. Report same. 1
3. Adjust belt tension as necessary, check for wear. 1
4. Check mounts and holding down bolts for security. Report on defects. 1
5. Check drive and drive shaft guard firmly in place. Report on defects. 1
6. Lightly lubricate bearings to manufacturer’s recommendation. 6
7. Spray or coat belts, where fitted, with commercial compound to reduce pulley slip. 6
8. Check that impeller and drive are tight on shafts. Rectify as required. 12
9. Check drive alignment. Rectify as required. 12
10. Remove corrosion, repair paintwork and lightly grease bright steelwork. 12
11. If accessible, clean fan blades and scroll or casing. 12
12. Check access panels for air leakage and seal. 12
13. Replace flexible drive components. 36
Dry Media and Panel Filters
Insulation
Action
Interval
(Months)
1. Clean washable filters when resistance exceeds 125 Pa. 1
2. Clean dry media regenerable filters when resistance exceeds 125 Pa. 1
3. Replace flat disposable panel filters when resistance exceeds 125 Pa. or as recommended by manufacturer. 1
4. Advance roll filters when resistance exceeds 125 Pa.
5. Replace extended surface panel filters, sock or deep bed filters when resistance is more than 125 Pa above initial
resistance.
6. Replace High Efficiency and Absolute filters when resistance is more than 250 Pa above initial resistance. 1
7. Check roll filters have adequate media. 1
8. Order new filters or filter media if required for next service. 1
9. On units less than 500 l/s, visually inspect filters. Clean as specified and as necessary (at least every three 3
months).
10. On plants over 500 l/s take pressure reading across filter 3
11. Check for air leakage around media; ensure that media edge is in the channel provided. 3
12. Vacuum filter chamber and inlet screens after each filter change.
13. Ensure that media is not disintegrating or delaminating. 3
14. Lightly lubricate filter drives and check operation. 6
15. Check zero setting on manometer. 6
16. Inspect HEPA filters (after any maintenance) and test for media or gasket leaks. 12
Insulation - Duct
Action
Interval
(Months)
1. Visually inspect ducts for areas where external insulation has fallen away or is obviously damaged. 1
2. Check for condensation on ducts; ensure continuity of insulation over cold ducts. 1
3. As for 2 above, where internally insulated, ensure that insulation is not saturated. 1
4. Ensure that all cover strips and peripheral bands are in place and that duct tape is not peeling off. 12
Insulation - Pipes & Pressure Vessel
Action
Interval
(Months)
1. Visually inspect all insulation for areas where insulation is obviously damaged. 1
2. Inspect and make good to metal sheathing on all pipes and pressure vessels. 1
3. Inspect all insulation for condensation. Replace all wet insulation and repair damaged vapour seals. 6
8

4. Check isolation at pipe hangers, repair as necessary. 12
Packaged A/C Plant
Pipe work
Action
Interval
(Months)
1. Inspect plant for physical damage and make good. 1
2. Check all components are secure. Rectify as required. 1
3. Check operation through heating and cooling sequence. Report on defects. 1
4. Check insulation is secure. Report on defects. 1
5. Check drains and drip tray are clear. Clean as required. 1
6. Check refrigerant charge through site glass where fitted. 1
7. Lubricate in accordance with Manufacturer’s recommendation. 1
8. Record on/off coil temperatures. 6
9. Fit set of gauges to refrigerant circuit, record readings. 12
10. Check and adjust refrigerant charge, record readings. 12
11. Clean air cooled condenser coils, examine for damage, comb as necessary. 12
12. Simulate loading of compressor. Check operation of control stages. 12
13. Clean inlet side of evaporator coil. 12
14. Remove equipment where maintenance is not possible in situ, replace after
12
maintenance.
15. Clean water cooled condensers, check for corrosion. 12
16. Check casing for corrosion, clean dry and make good. 12
17. Check for broken frame supports or missing or loose bolts. Report on defects. 12
18. Check for icing on coil and investigate if necessary. Report on defects. 12
19. Check operation of defrost systems and devices. 12
Pipe work - Refrigeration
Action
Interval
(Months)
1. Check for frosting; adjust gas charge or TX control valve setting if necessary. 1
2. Check temperature (and pressure drop where possible) across refrigerant drier. 1
3. Check operation of solenoid valves and TX valves. 1
4. Check all pipes and valves for leaks using a detector. Rectify as necessary. 6
5. Check that pipes and gauges are securely fixed. Report on defects. 6
6. Check operation of all manual valves. Ensure that all valve caps have copper seal 12
rings fitted.
7. Test and reset TX valve superheat settings. 12
8. Check operation of solenoid valves. 12
9. Clean all strainers. 12
Plant Rooms
Action
Interval
(Months)
1. Remove all waste materials, rags, old media and the like. 1
2. All machinery to be wiped down and left in clean and tidy condition. 1
3. Maintain floors in clean state by occasional mopping with detergent. 1
4. Replace lamps as necessary and maintain fittings in clean condition. 1
5. Ensure all drains are clear. 1
6. Check that fresh air inlets are not blocked with stored materials and that cleaning 1
equipment, and other odorous materials are not stored in fresh air plenums.
7. Advise on remedial painting or other building work required. 12
9

Pumps
Action
Interval
(Months)
1. Check pump and motor for vibration and bearings for noise or overheating. Repair as 1
necessary.
2. Change over duty pump, where fitted. 1
3. Adjust belt tension as necessary, check for wear. 1
4. Inspect pump gland and adjust if necessary. 1
5. Operate pump suction and discharge valves, stop any gland leaks. 1
6. Check that gland well and drains are clear. 1
7. If pressure gauges fitted, check operating pressures to ensure strainer is clear and 1
pump vented.
8. Check guards are securely in place. 1
9. Vent Pump. 1
10. Visually inspect pump coupling. 1
11. Where fitted, check operation of automatic float switch, adjust as necessary. 1
12. With pump running lightly lubricate bearings of pump and motor. 3
13. Lightly grease bright steel. 3
14. Clean and, as necessary, reseat check valves. 6
15. Clean pump strainer. 12
16. Check coupling bushes for wear, if worn replace. Check motor for alignment. 12
17. Inspect exposed surfaces for corrosion, repair paintwork as necessary. 12
18. Replace packing or mechanical seal to manufacturer’s recommendation. 12
19. Replace belts and check motor alignment and couplings as applicable. 24
20. Disassemble and inspect pumps internally. This item is outside the maintenance 60
contract period, therefore keep track of the intervals in the log book and report
when this item is due to be carried out.
Refrigeration Controls
Action
Interval
(Months)
1. Check crank case heaters are operating. Report on defects. 1
2. Check operation of high, low pressure and oil failure switches. Report on defects. 1
3. Check operation of pump down controller. Report on defects. 1
4. Confirm that expansion valve bulbs are correctly located. 6
5. Check operation of chilled water flow switches. Report on defects. 6
6. Check temperature drop across coil or cooler, adjust as necessary. 6
7. Operate unloading device, check operation of compressor at various settings. 6
8. Check superheat settings, adjust as necessary. 12
Refrigeration Compressors
Action
Interval
(Months)
10

1. Check and record, as applicable:-
a. Discharge temperatures. 1
b. Discharge pressures. 1
c. Refrigerant flow temperatures. 1
d. Refrigerant return temperatures. 1
2. Check sump heater operation when unit is off. Report on defects. 1
3. Check oil level. Report on defects. 1
4. Check for undue vibration of unit or pipes. Rectify as required. 1
5. Check oil pressure. Report on defects. 1
6. Check liquid refrigerant charge flow in sight glass (where fitted) for moisture or
1
shortage of gas. Report on defects.
7. Check motor and drive. Report on defects. 1
8. Check vibration mountings. Report on defects. 1
9. Check operation of recycle and between stage timers. 1
10. Check switchboard to ensure tight terminals and correct operation. 1
11. Check for refrigerant leaks. Rectify as required. 1
12. Change oil and flush crankcase sump. 12
13. Change driers. 12
14. Clean strainers and scale trap. 12
15. Change filters. 12
16. Check solenoids electrically. Report on defects. 12
17. Check alignment of coupling and check rubbers for wear. Replace as necessary. 12
18. Remove heads of water cooled condensers and oil coolers and clean tubes. Check 12
and report on corrosion.
19. Have necessary inspections carried out on condensers and evaporators. 12
20. Set unit to work and prove correct operation. 12
21. Prove correct operation of all safety controls. 12
22. Lubricate and grease all points and linkages. 12
23. Replace cathodic protection in condenser (if fitted). 12
Storage Vessels
Daily Service Feed and Expansion Tanks
Action
Interval
(Months)
1. Check operation of float valve or other controls. 1
2. Repair any leaks in tank or at pipe fittings. 1
3. Clean out drip trays, and ensure drains are clear. 6
4. Clean water and sludge from daily service tanks for fuel oil. 12
Vibration Isolation
Action
Interval
(Months)
1. Inspect vibration isolators. 3
2. Check for damaged isolators and incorrect settings on jacking bolts. 3
3. Check that machine isolators are not short-circuited by electrical conduits, guards, 3
debris etc.
4. Ensure mounts are clear of oil or water. 3
5. Check that flexible connections are installed correctly. 3
11

6. Check that pipe flexible connections are not short-circuited by other pipes, electrical 3
trays, debris, etc.
7. Check pipe flexibles for damage. Report on defects. 3
Water Treatment
Note this work shall be carried out by the Water Treatment Contractor under a separate contract.
Room Air Conditioners and Non Ducted Air Conditioners
Action
Interval
(Months)
1. Check filters, clean coils, clean algae and slime as required. 1
2. Inspect drain trays and test drains. Clean as required. 1
3. Check for undue noise, operation and vibration. Report on same. 1
4. Remove room air conditioner and fan coil units. Thoroughly clean and repair
12
corrosion. Check electrical and insulation. Check operation and performance.
(Note performance of fan coil units to be checked when reconnected. Report on
defects.
12

BURDEKIN SHIRE COUNCIL
APPENDIX III
GENERAL CONDITIONS OF CONTRACT
For the Supply of Services by Request for Quotation

TABLE OF CONTENTS
1. CONSTRUCTION OF CONTRACT .................................................................................... 1
2. DEFINITIONS ..................................................................................................................... 1
3. TERM .................................................................................................................................. 3
4. EVIDENCE OF CONTRACT ............................................................................................... 3
5. SUPPLY OF SERVICES BY ORDER ................................................................................. 3
6. QUALITY OF SERVICES ................................................................................................... 3
7. SUPPLY OF SERVICES ..................................................................................................... 4
8. INSURANCE ....................................................................................................................... 4
9. DEFECTIVE SERVICES ..................................................................................................... 5
10. OBLIGATIONS OF CONTRACTOR ................................................................................... 5
11. VARIATION OF SERVICES ............................................................................................... 6
12. INVOICING ......................................................................................................................... 6
13. PAYMENT .......................................................................................................................... 7
14. TEMPORARY SUSPENSION OF SERVICES .................................................................... 7
15. VARIATION OF PRICE ...................................................................................................... 7
16. DUTY .................................................................................................................................. 8
17. GOODS AND SERVICES TAX ........................................................................................... 8
18. TERMINATION ................................................................................................................... 8
19. DISPUTE RESOLUTION .................................................................................................... 8
20. CLAUSES TO SURVIVE EXPIRATION OR TERMINATION ............................................. 9
21. INTELLECTUAL PROPERTY RIGHTS .............................................................................. 9
22. RELEASE AND INDEMNITY ............................................................................................ 10

23. CONFLICT OF INTEREST ............................................................................................... 10
24. CONFIDENTIALITY .......................................................................................................... 10
25. ASSIGNMENT .................................................................................................................. 11
26. NEGATION OF EMPLOYMENT AGENCY ETC............................................................... 11
27. NOTICES .......................................................................................................................... 11
28. FORCE MAJEURE ........................................................................................................... 11
29. AUTHORISED OFFICER .................................................................................................. 11
30. SECURITY AND ACCESS ............................................................................................... 12
31. INDUSTRIAL DISPUTES ................................................................................................. 12
32. MISCELLANEOUS ........................................................................................................... 12

General Conditions of Contract for the Supply of Services by Request for Quotation
1. CONSTRUCTION OF CONTRACT
1.1 A reference to a party to the Contract includes:
(a)
(b)
in the case of a natural person, that person and his/her personal representatives and assigns
(transferees); and
in the case of a corporation, the corporation, its successors and assigns (transferees).
1.2 Where a party is composed of 2 or more persons, each item of agreement by the party binds:
(a)
(b)
1.3 A reference to:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
all of those persons collectively; and
each of them as an individual.
the singular includes the plural, and vice versa;
a gender includes each other gender;
a person includes a corporation, a firm, and a voluntary association;
an Act includes an Act that amends, consolidates or replaces the Act;
a section or other provision of an Act includes a section or provision that amends, consolidates or
replaces the section or provision;
money is a reference to Australian dollars and cents;
a time of day is a reference to Australian Eastern Standard Time;
a document includes, but is not limited to, any drawing, specification, material, record or other
means by which information can be stored or reproduced.
1.4 Clause headings exist for convenience only and are to be disregarded when interpreting the Contract.
1.5 All information delivered as part of the Services supplied under the Contract must be written in English.
Where any document is a translation into English, the translation must be accurate.
1.6 If a provision of the Contract is void, voidable, illegal or unenforceable, the provision will be deemed deleted
from the Contract.
2. DEFINITIONS
2.1 In the Contract, except where the context otherwise requires:
‘Act’ means an Act passed by the Commonwealth Parliament or the Queensland Parliament and includes
subordinate legislation under an Act.
‘Authorised Officer’ see Clause 29.1.
‘Clause’ means a clause of the Contract.
‘Contract’ means the document which constitutes or evidences or, as the case may be, all the documents
which constitute or evidence the final and concluded agreement between the Principal and the Contractor.
‘Contract Commencement Date’ means the date specified in the Local Government’s written acceptance
of the Quotation.
‘Contract Expiry Date’ means 24 months after Contract Commencement Date.
‘Contract Material’ means New Contract Material and Existing Contract Material.
‘Contract Price’ means:
(a)
(b)
where payment is to be made on a lump sum basis, the sum which is stated in the Contract
to be payable to the Contractor for the supply of the Services by the Contractor and the
performance of the obligations of the Contractor under the Contract; and
where payment is to be made on a schedule of rates basis, the sum ascertained by
calculating the product of the rates and the corresponding quantities set out in the schedule
of rates and adding to the sum thereof the total of any lump sums, provisional sums,
contingency sums or other sums included in the schedule of rates; and
- 1 -

General Conditions of Contract for the Supply of Services by Request for Quotation
(c)
where payment is to be made on a lump sum and a schedule of rates basis, the aggregate
of the sums referred to in paragraphs (a) and (b),
but excluding any additions or deductions, which may be required to be made pursuant to the Contract.
‘Contractor’ means the party whose Offer to supply the Services is accepted by the Principal (by Letter of
Acceptance).
‘Defective Services’ see Clause 9.1.
‘Dispute Notice’ see Clause 19.2.
‘Existing Contract Material’ means any material that exists at the commencement of the Contract and
which is provided in connection with the Contract.
‘Extension Period’ means the period from the Contract Expiry Date to the date 12 months after the
Contract Expiry Date.
‘Force Majeure’ means anything outside the control of a party, including but not limited to, acts of God,
fire, storm, flood, earthquake, explosion, accident, acts of the public enemy, war, rebellion, insurrection,
sabotage, epidemic, quarantine restriction, and acts (including laws, regulations, disapprovals or failures to
approve) of any statutory authority.
‘General Conditions of Contract’ means these General Conditions of Contract.
‘GST’ means the goods and services tax under the GST Act.
‘GST Act’ means A New Tax System (Goods and Services Tax) Act 1999 and includes other GST related
legislation.
‘Intellectual Property Rights’ means all copyright, patents and all rights in relation to inventions,
trademarks and designs or any rights to registration of such rights, whether created before, on or after the
date of the Contract.
‘Letter of Acceptance’ means a letter from the Principal to the Contractor advising the Contractor of the
Principal’s acceptance of the Offer.
‘Local Government’ means a local government for a local government area declared by regulation under
the Local Government Act 1993.
‘Moral Rights’ means the right of integrity of authorship, the right of attribution of authorship and the right
not to have authorship falsely attributed, more particularly as conferred by the Copyright Act 1968, and
rights of a similar nature anywhere in the world whether existing before commencement of the Term or
which may come into existence on or after the date of the Contract.
‘New Contract Material’ means any material provided in connection with the Contract that is created,
written or otherwise brought into existence by or on behalf of the Contractor in the course of performing the
Contract.
‘Offer’ means the written offer (in the form of the Respondent’s Offer) submitted to the Principal by the
Contractor to provide the Services and, if applicable, as amended in writing by any post offer negotiations.
‘Order’ means an order for Services placed by the Principal with the Contractor under the terms of the
Contract and ‘Ordered’ has a corresponding meaning.
‘Principal’ means Burdekin Shire Council.
‘Request for Quotation’ means the Request for Quotation given to prospective respondents inviting
respondents to offer to supply the Services of which these General Conditions of Contract form part.
‘Services” means the services, tasks, work and requisites the subject of the Contract which are more
particularly described in the Specification including all variations to the services, tasks, work and requisites
provided for by the Contract or such of them as shall be described in an Order.
‘Special Conditions of Contract’ means the Special Conditions of Contract included in the Request for
Quotation.
'Specification' includes any specification included in the Request for Quotation.
‘Term’ means the period for which the Contract will be in effect as specified in Clause 3, including any
period of extension under Clause 3.
- 2 -

General Conditions of Contract for the Supply of Services by Request for Quotation
3. TERM
3.1 The Term of the Contract shall begin on the Contract Commencement Date and expire on the Contract
Expiry Date unless:
(a)
(b)
terminated earlier in accordance with the terms and conditions of the Contract; or
extended by the Principal for the Extension Period.
3.2 The Principal may, in its sole discretion, by written notice (an “Extension Notice”) to the Contractor given not
less than 1 month prior to the Contract Expiry Date extend the Term by the Extension Period.
4. EVIDENCE OF CONTRACT
4.1 The Contract between the Principal and the Contractor is constituted by the following documents:
(a)
(b)
(c)
(d)
(e)
(f)
Form of Quotation and Price Schedule;
Letter of Acceptance;
Specification;
Special Conditions of Contract;
General Conditions of Contract;
correspondence passing between the Principal and the Contractor clarifying any aspect of the
Request for Quotation.
4.2 Where there arises any inconsistency or ambiguity between provisions in the different documents which
constitute the Contract, the order of precedence to resolve the inconsistency or ambiguity shall be from
document (a) to (g) in Clause 4.1.
4.3 After formation of the Contract, the Principal may deliver a completed Contract to the Contractor. Within
14 days after the date of delivery of the completed Contract to the Contractor, the Contractor must execute
and return the completed Contract to the Principal for execution by the Principal. The Principal may extend
the period for execution of the completed Contract by giving written notice to the Contractor.
5. SUPPLY OF SERVICES BY ORDER
5.1 Where an Order is placed with the Contractor, the Contractor must supply Services:
(a)
(b)
in accordance with the terms and conditions of the Order; and
that comply with the Specification.
5.2 The Contractor must supply all Orders for Services placed by the Principal during the Term.
5.3 The Principal may Order:
(a)
(b)
any 1 type or item of the Services; and
Services in 1 lot or instalments or in such quantities as may be required from time to time.
5.4 Where the Contractor receives an Order from a person other than the Authorised Officer the Contractor
must:
(a)
(b)
not supply the Services identified in the Order; and
refer the Order to the Authorised Officer.
5.5 The Contract does not confer on the Contractor an exclusive right to supply the Services to the Principal.
5.6 The Principal may obtain the Services or any part of the Services from an alternate supplier at any time
during the Term.
6. QUALITY OF SERVICES
6.1 Unless the Specification states otherwise, all Services supplied must be in accordance with Australian
Standards where such exist. Where an Australian Standard does not exist the relevant ISO Standard shall
apply.
6.2 If no sample or standard is stated in the Specification, the Services must be of the highest standard and
carried out promptly with all due skill, care and diligence.
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General Conditions of Contract for the Supply of Services by Request for Quotation
6.3 The Contractor must:
(a)
(b)
(c)
engage and retain personnel who are able to competently provide the Services; and
ensure that all personnel engaged in the supply of the Services have all skills and qualifications
necessary to perform the Services; and
consult regularly during the Term with the Principal (through the Authorised Officer and the
Contractor’s representative).
6.4 The Contractor shall allow access to the Contractor’s Quality Assured System by the Principal to enable
effective monitoring of the Contractor’s compliance in the supply of the Services under the Contract.
7. SUPPLY OF SERVICES
7.1 The Contractor must supply the Services punctually. However, if a time for supply of the Services is stated
in an Order or the Contract, the Services must be supplied within the time stated in the Order or the
Contract, as the case may be.
7.2 Time shall be of the essence in all cases.
7.3 Upon it becoming evident to the Contractor that supply of the Services is likely to be delayed, the
Contractor must promptly notify the Principal in writing. Such notification shall not release the Contractor
from its obligation to supply the Services by the due date or from any other obligation under the Contract,
unless the Principal agrees in writing. The Contractor shall not be entitled to any increase in the Contract
Price or damages, costs or expenses in connection with any delay.
7.4 The Contractor shall not be entitled to any extension of time for supply of the Services except with the prior
written consent of the Principal. The Principal may in its sole discretion:
(a)
(b)
8. INSURANCE
grant its consent; or
refuse its consent.
8.1 The Contractor must have and maintain:
(a)
(b)
(c)
insurance under the Workers Compensation and Rehabilitation Act 2003 to cover workers, eligible
persons, self employed contractors, directors, trustees and partners; and
public liability insurance in an amount not less than $10,000,000.00 in respect of any one
occurrence and for an unlimited number of claims; and
professional indemnity insurance in an amount not less than $10,000,000.00 in respect of any one
occurrence and for an unlimited number of claims.
8.2 The Contractor must, upon receipt of a written request at any time from the Principal, produce evidence that
the insurances required by this Clause 8 have been effected and maintained.
8.3 Each public liability insurance policy must either insure the Principal and the Contractor severally, for their
respective entitlements and interests under the Contract, and for this purpose accept that the insured
comprises at least the Principal and the Contractor as if a separate insurance policy were issued to each of
them (but not so as thereby to increase the sum insured) or be endorsed to note the interest of the Principal
under the Contract.
8.4 Each public liability insurance policy must contain a cross liability provision waiving the insurer's right of
subrogation at least against the Principal save in relation to damage intentionally caused by the Principal.
8.5 Each insurance policy must:
(a)
(b)
(c)
limit the insurer's entitlement to avoid the policy to be available only against whichever of the
insured has actually breached its obligation of disclosure or an obligation under the policy; and
cover the Contractor's liability upon the obligations it has assumed and the indemnities it has given
in the Contract; and
contain no exclusions, endorsements or alterations not approved in writing by the Principal (that
approval not to be unreasonably withheld); and
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General Conditions of Contract for the Supply of Services by Request for Quotation
(d)
(e)
(f)
contain an undertaking by the insurer to notify the Principal in writing not later than 30 days before
it terminates or materially alters the policy; and
otherwise contain provisions acceptable to, or required by the Principal (but the Principal may not
require unreasonably the inclusion, retention, modification or exclusion of a provision); and
remain current at all times during the Term.
8.6 If the Contractor is obliged to have and maintain professional indemnity insurance, the policy of insurance
must cover the Contractor and its servants and agents for liability under the Contract for the amount
specified in Clause 8.1. The Contractor must maintain the professional indemnity insurance on terms and
conditions no less favourable to the Principal than those approved under this Clause 8, for the Term and,
after expiry or termination of the Contract upon request in writing.
8.7 If an insurance policy obtained by the Contractor provides for a deductible, the Contractor indemnifies the
Principal against any cost attributable to the deductible.
8.8 The Contractor must promptly pay all premiums, stamp duty, GST and other money entailed in maintaining
any insurance required under this Clause 8.
8.9 The Contractor must give the Principal upon request a copy of the relevant policy document and the
insurer's receipt for the last premium paid or a certificate of currency with respect to each of the insurance
policies the Contractor is required to maintain under this Clause 8.
8.10 The Contractor must inform the Principal in writing of any claim or of the occurrence of any event that may
give rise to a claim under any policy of insurance effected pursuant to this Clause 8 within 7 days thereof
and must ensure that the Principal is kept fully informed of subsequent actions and developments
concerning the event or claim.
8.11 This Clause 8 shall survive termination or expiration of the Contract.
9. DEFECTIVE SERVICES
9.1 Where, at any time during the supply of the Services or any part of the Services pursuant to an Order, or
after the supply of the Services pursuant to an Order, an Authorised Officer determines, acting reasonably,
that the Services or a part of the Services do not comply with the Specification, the Order or the Contract
("Defective Services"), the Principal may give written notice to the Contractor of the lack of compliance, and
require the Contractor to promptly perform or perform again the Services or such part of the Services as do
not comply.
9.2 The Principal may, without derogating from any other right it may have on account of such unsatisfactory or
defective performance, defer payment of that part of an invoice as relates to the Defective Services until the
Authorised Officer has certified that the reperformed Services comply with the Specification, the Order or
the Contract, as the case may be.
9.3 If the Contractor fails to comply a requirement of a notice given under Clause 9.1, the Principal reserves the
right to arrange for the supply of the Services from another supplier.
9.4 All costs and expenses incurred by the Principal in exercising the rights of the Principal under Clause 9.3 in
excess of the Contract Price, shall be a debt due and payable by the Contractor to the Principal.
10. OBLIGATIONS OF CONTRACTOR
10.1 The Contractor must supply all personnel and equipment necessary for the proper supply or performance of
the Services.
10.2 The Contractor warrants that it has the necessary skills and expertise to be able to competently supply the
Services.
10.3 If any Contract Material is produced or reproduced in an electronic format, the Contractor must deliver it to
the Principal in a format approved in writing by the Principal.
10.4 If any Contract Material is produced or reproduced in an electronic format or stored electronically, the
Contractor must not store it on a foreign computer without keeping the current version of the Contract
Material on separate media (approved in writing by the Principal) and delivering it to the Principal at
intervals approved in writing by the Principal.
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General Conditions of Contract for the Supply of Services by Request for Quotation
10.5 The Contractor must not produce, reproduce or store Contract Material in such a way that it is mixed with,
attached to or indistinguishable without the use of a computer from, material that is not the subject of the
Contract.
10.6 For the purposes of this Clause 10, “foreign computer” means a hard disk or other similar device affixed to
a computer that is not the property of the Principal.
11. VARIATION OF SERVICES
11.1 The Principal may, by written notice given to the Contractor, require the Contractor to vary the Services in
nature, scope or timing.
11.2 Without limiting the generality of Clause 11.1, the Principal may direct the Contractor to:
(a)
(b)
(c)
(d)
increase, decrease or omit any part of the Services; or
change the character or content of any part of the Services; or
change the direction or dimensions of any part of the Services; or
perform additional work.
11.3 Where the Principal requires a variation to the Services, the parties must negotiate in good faith a variation
of the Contract Price and the time for completion of supply of the Services and failing agreement, either
party may invoke the dispute resolution procedure in Clause 19.
11.4 The Contractor must not commence work on the variation to the Services unless and until the variation is
agreed in writing by the Principal and the Contractor.
12. INVOICING
12.1 The Contractor must submit invoices to the Authorised Officer on a monthly basis. The Principal will not
have any obligation to pay the Contractor for Services until the Authorised Officer has been given a
correctly rendered invoice.
12.2 A correctly rendered invoice must:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(l)
(m)
identify the Services the subject of the invoice; and
specify the title of the Contract; and
specify the Contract number allocated to the Contract by the Principal (or any other number as the
Principal may specify in writing to the Contractor for the purposes of the Contract)(if any); and
where Services are charged on a time basis, be supported by records of time spent by individual
persons on the Services, verified by the Authorised Officer; and
specify details of the Order; and
specify details of the Contract Price requested by the Principal; and
provide sufficient detail to enable the Authorised Officer to assess progress against targets (if any)
set out in the Order or the Specification; and
specify the Australian Business Number of the Contractor; and
specify the address for payment of the Contractor; and
specify the date of supply of the Services identified in the invoice; and
specify the Contractor’s invoice number and invoice date; and
specify the Contract Price payable by the Principal and particulars of any GST payable in respect
of the Contract Price; and
otherwise comply with the requirements of a tax invoice for the purposes of the GST Act.
12.3 Upon receipt of an invoice, the Authorised Officer may require the Contractor to provide additional
information to assist the Authorised Officer to determine whether or not an amount is payable.
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General Conditions of Contract for the Supply of Services by Request for Quotation
13. PAYMENT
13.1 Subject to the Authorised Officer’s certification that:
(a)
(b)
(c)
the Services supplied by the Contractor comply with the relevant Order, the Specification and the
Contract; and
the Services supplied by the Contractor are complete; and
the Contractor’s invoice is in accordance with the Contract,
the Principal must pay the amount due to the Contractor within 30 days of receipt of an invoice (or such
other period as may be mutually agreed in writing between the parties) or, if additional information is
required by the Authorised Officer, within 30 days (or such other period as may be mutually agreed in
writing between the parties) after receipt of the additional information.
13.2 If the Principal pays an invoiced amount to the Contractor, and it is subsequently found not to have been a
correctly rendered invoice, the Principal may deduct any overpaid amount owed to the Principal from the
next invoiced payment or, if no other payment is due to the Contractor pursuant to the Contract, recover the
amount from the Contractor as a debt due and payable to the Principal.
13.3 Payment of money to the Contractor does not constitute an admission by the Principal that Services have
been supplied in accordance with the Contract.
13.4 Failure by the Principal to pay the amount payable by the due time will not be grounds to invalidate or avoid
the Contract.
13.5 The Contractor shall not be entitled to any interest or charge for extending credit or allowing time for the
payment of the Contract Price unless otherwise provided in the Contract.
13.6 The Principal may deduct from moneys due to the Contractor under the Contract or on any other account,
any moneys due from the Contractor to the Principal under the Contract or on any other account, and if
those moneys are insufficient, the Principal may have recourse to any security held by the Principal under
the Contract. Nothing in this Clause shall affect the right of the Principal to recover from the Contractor any
moneys due from the Contractor to the Principal or any balance that remains owing after the deduction of
moneys due from the Contractor to the Principal.
13.7 Council makes all payments to its suppliers and service providers by Electronic Funds Transfer (EFT).
Funds will be transferred directly into the Contractor’s nominated financial institution account. The
Contractor will be required to complete the attached Electronic Funds Transfer Request.
14. TEMPORARY SUSPENSION OF SERVICES
14.1 The Principal may give written notice to the Contractor requiring the Contractor to suspend the progress of
the whole or any part of the supply of the Services for a period specified in the notice within a reasonable
time after receipt of the notice, if the suspension is required by the Principal because of any change in the
nature, scope or timing of the Services.
14.2 The Principal may, by giving written notice to the Contractor, require the Contractor to recommence all or
any part of the supply of the Services suspended by written notice given under Clause 14.1.
14.3 Where the Contractor is required to suspend the supply of the Services pursuant to Clause 14.1:
(a)
(b)
the Principal and the Contractor must negotiate in good faith as to reasonable compensation
payable to the Contractor; and
any previously agreed date for completion of the supply of the Services will be postponed by a
period equal to the duration of the suspension.
14.4 The Principal must reimburse the Contractor for any additional reasonable costs incurred by the Contractor
which are directly attributable to the suspension of the supply of the Services. If the Principal and the
Contractor do not agree on the amount of reasonable compensation within a reasonable period, either party
may invoke the dispute resolution procedure in Clause 19.
15. VARIATION OF PRICE
15.1 The Contract Price is firm and not subject to rise or fall.
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General Conditions of Contract for the Supply of Services by Request for Quotation
16. DUTY
16.1 The Contractor must pay all duty imposed under the Duties Act 2001 on the Contract.
17. GOODS AND SERVICES TAX
17.1 Words and phrases defined in the GST Act have the same meaning in this Contract unless the context
indicates otherwise.
17.2 The Contract Price includes the Principal’s liability for GST on the supply of the Services. The Principal is
not obliged to pay any additional amount to the Contractor on account of GST on the supply of the
Services.
17.3 The Contractor must ensure that all invoices rendered to the Principal under the Contract are in a format
that identifies any GST paid, and which permits the Principal to claim an input tax credit. However, this
Clause 17.3 does not apply if the supply of the Services is not a taxable supply.
18. TERMINATION
18.1 If the Contractor:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
breaches any Clause of the Contract; or
suspends payment of its debts or is unable to pay its debts; or
has execution levied on any of the assets of the Contractor and the execution is not satisfied within
28 days; or
enters into an arrangement, reconstruction or compromise with its creditors or any of them; or
has a receiver appointed for all or any part of the assets of the Contractor; or
has an application made or order filed for the Contractor's administration, voluntary or compulsory
liquidation, winding-up, dissolution or bankruptcy; or
ceases to carry on business,
the Contractor will be in breach of the Contract and the Principal may give to the Contractor a written notice
to remedy the breach.
18.2 If within 14 days of receiving a notice under Clause 18.1 the Contractor does not remedy the breach, the
Principal may immediately terminate the Contract by giving written notice to the Contractor.
18.3 In addition, or as an alternative to termination of the Contract in accordance with Clause 18.2, the Principal
may, in circumstances which would otherwise entitle the Principal to terminate the Contract in accordance
with Clause 18.2:
(a)
(b)
let such contracts as the Principal decides are necessary to perform that part of the obligations of
the Contractor under the Contract as are yet to be performed or any of them; and
suspend or cease all payments otherwise due to the Contractor.
18.4 This Clause 18 shall survive termination or expiration of the Contract.
18.5 Upon termination of the Contract pursuant to Clause 18.2, all money which has been paid and all money to
be paid for Services supplied to the date of the termination will be in full and final satisfaction of all claims
by the Contractor under the Contract.
19. DISPUTE RESOLUTION
19.1 The parties agree to attempt in good faith to resolve through negotiation any dispute regarding the
Contract.
19.2 If a dispute arises between the parties regarding the Contract, a party may give written notice of the dispute
to the other party (a “Dispute Notice”). A Dispute Notice must adequately identify and provide details of the
dispute.
19.3 A Dispute Notice must be referred to a panel consisting of a representative of the Contractor who is
authorised to settle the dispute and the Authorised Officer.
19.4 Within 7 days of the giving of the Dispute Notice, the panel must confer at least once to attempt to resolve
the dispute or to agree on resolving the dispute by other means.
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General Conditions of Contract for the Supply of Services by Request for Quotation
19.5 If the dispute has not been resolved within 28 days of the giving of the Dispute Notice, the dispute must be
referred to arbitration.
19.6 Arbitration shall be effected by an arbitrator who shall be nominated by the Authorised Officer. The
arbitration must be conducted in accordance with the provisions of the Commercial Arbitration Act 1990.
19.7 Nothing in this Clause shall prejudice the right of a party to institute proceedings to enforce payment due
under the Contract or to seek injunctive or urgent declaratory relief in respect of a dispute under this
Clause 19 or any matter arising under the Contract.
20. CLAUSES TO SURVIVE EXPIRATION OR TERMINATION
20.1 The following Clauses survive the expiration or termination of the Contract:
(a)
(b)
(c)
Clause 21 – Intellectual Property Rights; and
Clause 22 –- Release and Indemnity; and
Clause 24 – Confidentiality.
21. INTELLECTUAL PROPERTY RIGHTS
21.1 The Contractor warrants that the supply of the Services by the Contractor to the Principal under the
Contract will not infringe the Intellectual Property Rights of any third party.
21.2 The Contractor must indemnify the Principal against any claim by a third party in relation to infringement of
the Intellectual Property Rights of the third party of or incidental to the supply of the Services by the
Contractor to the Principal under the Contract.
21.3 In respect of the supply of the Services by the Contractor under the Contract, the Contractor must at all
times indemnify and keep indemnified the Principal from and against any loss or liability (including
reasonable legal costs and expenses) incurred by the Principal arising from any claim, demand, suit, action
or proceeding (including a claim for a breach of a person’s Intellectual Property Rights) by any person
against the Principal where the loss or liability arose out of, or in connection with, or in respect of, the
supply of the Services by the Contractor under the Contract.
21.4 The indemnities in Clause 21.3 will be granted irrespective of whether legal proceedings are instituted and
the means, manner or nature of any settlement, compromise or determination. The Principal may recover a
payment from the Contractor under this indemnity before it makes the payment in respect of which the
indemnity is given.
21.5 Unless otherwise specified in the Contract, title to and Intellectual Property Rights in all New Contract
Material provided to the Principal, including each and every stage of design and production of it, will upon
its creation vest in the Principal.
21.6 The Contract does not affect Intellectual Property Rights in Existing Contract Material, but the Contractor
grants, and will ensure that relevant third parties grant, to the Principal, a paid up non-exclusive, nontransferable
licence:
(a)
(b)
(c)
to use, reproduce, communicate to the public and adapt for its own use; and
to perform any other act with respect to copyright; and
to manufacture, sell, hire or otherwise exploit a product or process or to provide a service or to
licence a third party to do any of those things in respect of,
the Existing Contract Material but only as part of the Contract Material (and any further development of that
material).
21.7 Where specified in the Special Conditions of Contract, right and title to the Intellectual Property Rights in
the Contract Material so specified will vest in the Contractor and the Contractor grants to the Principal, a
non-exclusive, transferable, irrevocable and paid-up licence to use, reproduce, communicate to the public
and adapt the Contract Material on the terms and conditions specified in the Special Conditions of Contract.
21.8 Where the Contractor is an individual, the Contractor consents to any acts or omissions of the Principal in
the exercise of rights or assignments granted under this Clause that might otherwise constitute an
infringement of the Moral Rights of the Contractor.
21.9 Without limiting Clause 21.8, the Contractor consents, in relation to the Contract Material:
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General Conditions of Contract for the Supply of Services by Request for Quotation
(a)
(b)
to being attributed as author of works comprised in the Contract Material in a form and manner
acceptable to the Principal; and
to the specific acts or omissions set out in the Contract.
21.10 Prior to an individual commencing work in respect of the Contract Material on behalf of the Contractor, the
Contractor must obtain from that individual, in writing, and provide to the Principal, upon request:
(a)
(b)
all consents, permissions and assignments to enable the Principal to exercise in full, without cost
to the Principal and without impediment, the rights granted under this Clause 21; and
without limiting paragraph (a), a consent to any act or omission (including the specific acts or
omissions set out in the Contract) which would otherwise infringe the Moral Rights of that
individual. If requested by the Principal, such consent must be in a form specified by the Principal.
22. RELEASE AND INDEMNITY
22.1 The Contractor will be liable for loss or damage (including personal injury whether or not resulting in death)
suffered by the Principal or any officer, servant or agent of the Principal arising from the unlawful or
negligent acts or omissions of the Contractor, its employees, subcontractors or agents, in the course of the
supply (or attempted or purported supply) of Services under the Contract.
22.2 The Contractor releases and indemnifies the Principal and all officers, servants and agents of the Principal
from and against all actions whatsoever and howsoever arising which may be brought or made against any
of them by any person, including the Contractor, arising from:
(a)
(b)
(c)
any wilful or negligent act or omission of the Contractor or any person for whose conduct the
Contractor is liable; and
any unlawful or negligent act or omission of the visitors, invitees or licensees of the Contractor;
and
death, injury, loss or damage suffered by the Contractor, its employees, subcontractors or agents,
or any of its visitors, invitees or licensees except where the death, injury, loss or damage is caused
by the negligence or other wrongful act or omission of the Principal or any officer, servant or agent
of the Principal.
22.3 In the event of any claim or action being made or brought against the Principal, the Principal may retain any
money due to the Contractor in respect of Services supplied under the Contract for the purpose of settling
or defending the claim or action. If the money retained is not sufficient for the purpose of settling or
defending the claim or action, the balance outstanding in respect of the claim or action may be recovered
from the Contractor as a debt due and payable to the Principal.
23. CONFLICT OF INTEREST
23.1 The Contractor warrants that, to the best of its knowledge, information and belief, at the commencement of
the Term, no conflict of interest exists or is likely to arise in the performance of its obligations under the
Contract. If, during the Term, a conflict of interest or risk of such conflict arises because of work undertaken
for any person other than Principal, the Contractor must promptly give written notice to the Authorised
Officer of that conflict of interest or risk of it.
23.2 The Contractor must take all reasonable measures to ensure that its employees, agents and subcontractors
do not, during the Term, engage in any activity or obtain any interest, which is in conflict with providing the
Services to the Principal. Any such activity must be disclosed in writing to the Authorised Officer
immediately.
23.3 Where the Authorised Officer receives a notice of conflict of interest under this Clause, the Principal may
give the Contractor a written notice to remedy the conflict under Clause 18.1.
24. CONFIDENTIALITY
24.1 The Contractor must, and must ensure that its employees, agents and approved subcontractors, keep
confidential any information obtained in the course of performing the Contract.
24.2 If required by the Special Conditions of Contract, the Contractor’s employees, agents and approved
subcontractors must deliver to the Principal a confidentiality undertaking in the form required by the
Principal.
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General Conditions of Contract for the Supply of Services by Request for Quotation
24.3 In the event of a breach of a confidentiality undertaking entered into pursuant to Clause 24.2, the Principal
may terminate the Contract by giving written notice to the Contractor.
24.4 However, the Contractor may disclose any information:
(a)
(b)
25. ASSIGNMENT
which it is legally required or entitled to disclose; or
to its legal and accounting advisers for the purposes of obtaining advice in relation to the Contract
or any matter arising from the Contract.
25.1 The Contractor must not assign or subcontract any of the rights or obligations of the Contractor under the
Contract (either for the supply of the Services or otherwise) without the prior written consent of the
Principal. Any consent given by the Principal:
(a)
(b)
may be conditional; and
will not relieve the Contractor from any of its liabilities or obligations under the Contract.
25.2 The Contractor is liable to the Principal for the acts and omissions of subcontractors and employees and
agents of subcontractors as if they were the acts or omissions of the Contractor.
26. NEGATION OF EMPLOYMENT AGENCY ETC
26.1 The Contractor must not represent itself or allow itself to be represented as being an employee or agent of
the Principal.
26.2 The Contractor will not, by virtue of the Contract, be or become an employee or agent of the Principal.
26.3 Nothing in the Contract is to be taken or construed as creating the relationship of a partnership, joint
venture or principal and agent, between any of the parties to the Contract.
27. NOTICES
27.1 Notices under the Contract may be delivered by pre-paid postage or certified mail, by hand or by email
transmission. Notices are deemed given 5 days after deposit in the mail with postage pre-paid or certified,
when delivered by hand, or if sent by email transmission, upon completion as evidenced by an email
transmission record. The addresses for service of notices are:
(a)
(b)
for the Principal: 145 Young Street, Ayr. Q4807 OR burdekinsc@burdekin.qld.gov.au
for the Contractor – the address for service and email address (if any) of the Contractor specified in
the Offer.
27.2 A party may change its address for service of notices by giving written notice to every other party to the
Contract.
28. FORCE MAJEURE
28.1 A party will not be entitled to exercise its rights or remedies upon the default of another party to the
Contract (whether at common law or pursuant to the Contract) if that default:
(a)
(b)
is caused by Force Majeure; or
continues for less than 3 days.
28.2 Without limitation, where the event of Force Majeure continues for a period of more than 14 days, the
Principal may terminate the Contract by giving written notice to the Contractor.
29. AUTHORISED OFFICER
29.1 The Principal must, by giving written notice to the Contractor, appoint a representative (the “Authorised
Officer”) who shall be responsible for administering the Contract on behalf of the Principal. The Principal
may change the identity of the Authorised Officer from time to time. The Principal must give written notice
to the Contractor of any change in the identity of the Authorised Officer from time to time. The appointment
of an Authorised Officer does not prevent the Principal from exercising any of its rights under the Contract.
29.2 For the avoidance of doubt, the Principal may appoint more than 1 Authorised Officer. If the Principal
appoints more than 1 Authorised Officer:
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General Conditions of Contract for the Supply of Services by Request for Quotation
(a)
(b)
(c)
each Authorised Officer must be responsible for administering a specified part of the Contract on
behalf of the Principal; and
the Principal may not appoint more than 1 Authorised Officer to administer a specified part of the
Contract; and
the Principal must give written notice to the Contractor detailing which part of the Contract is to be
administered by each Authorised Officer.
29.3 Not later than 14 days after the Contract Commencement Date the Contractor must appoint a
representative who shall be responsible for administering the Contract on behalf of the Contractor by giving
written notice to the Principal. The Contractor may change the identity of the Contractor’s representative
from time to time. The Contractor must give written notice to the Principal of any change in the identity of
the Contractor’s representative from time to time.
29.4 The Contractor’s representative must have a detailed knowledge of all activities associated with the supply
and performance of the Services and be authorised by the Contractor to make decisions and act on behalf
of the Contractor.
29.5 The Contractor’s representative must:
(a)
(b)
(c)
(d)
liase with and report to the Authorised Officer; and
be available for discussions with, and attend briefings when reasonably requested by, the
Authorised Officer; and
reply promptly to any correspondence from the Authorised Officer dealing with the Contract; and
if required, provide written reports to the Authorised Officer in a form, to a standard, and containing
such information as may be required by, the Authorised Officer.
30. SECURITY AND ACCESS
30.1 The Contractor must, when using any premises or facilities of the Principal, comply with all reasonable
directions and procedures as notified by the Principal or an Authorised Officer, including those relating to
security and occupational health and safety which are in effect at the premises or facility.
31. INDUSTRIAL DISPUTES
31.1 The Contractor must not involve the Principal in any industrial dispute arising between the Contractor and
any employee of the Contractor.
32. MISCELLANEOUS
32.1 The Contractor must comply with all relevant laws and the requirements of any relevant statutory authority
in supplying the Services.
32.2 The Contract is governed by and construed in accordance with the laws of the State of Queensland, and
the parties submit to the jurisdiction of the Courts of that State and all Courts competent to hear appeals
therefrom.
32.3 No agreement or understanding that varies or amends the Contract will bind any party unless and until
agreed to in writing by all parties.
32.4 None of the conditions of the Contract will be waived or deemed waived, except by notice in writing signed
by the party waiving the right.
32.5 The Contract constitutes the entire agreement between the parties and supersedes all communications,
negotiations, arrangements and agreements either oral or written between the parties with respect to the
subject matter referred to in the Contract.
32.6 The parties to the Contract are independent contractors and nothing in the Contract will appoint the
Contractor as an agent or employee of the Principal.
- 12 -

BURDEKIN SHIRE COUNCIL
APPENDIX IV
WORKPLACE HEALTH AND SAFETY INFORMATION
1. It should be noted that it shall be the responsibility when and where applicable, for the
contractor to ensure compliance with the provision of the Work Health and Safety Act of
2011 and regulations. The successful tenderer shall be, and will be, required to meet the
obligations of the person in control of the Workplace Section 30(1) of the Work Health and
Safety Act 2011.
2. General Workplace Health and Safety Requirements
Council is obligated to provide and maintain, so far as is practicable, a working
environment for its employees and members of the public, that is safe and without risk to
health. As a condition of this contract, Council requires that any Contractors or
subcontractors that may be engaged to perform a service on its behalf will at all times
identify and exercise all necessary precautions for the health and safety of all persons
including Contractor employees, Council employees and members of the public who may
be affected by the services.
The Contractor will inform itself of all Work Health and Safety policies, procedures or
measures implemented or adopted by Council and/or the principal contractor of any
premises at or within which the Contractor will perform works under this contract. The
Contractor will comply with all such policies, procedures or measures; and in the event of
any inconsistency, will comply with such procedures or measures as they produce the
highest level of health and safety.
The Contractor will forthwith comply with any and all directions by Council relating to
Workplace Health and Safety.
3. Contractor Workplace Health and Safety Management Systems
The Workplace Health and Safety management system of the Contractor must as a
minimum requirement demonstrate compliance with all duties of an employer specified in
the Work Health and Safety Act 2011.
The Contractor must when requested by Council, submit a complete copy of their
company Workplace Health and Safety management system documentation that must
include as a minimum requirement:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Workplace Health and Safety policy and objectives
Organisation structure & responsibilities
Safe systems of work
Workplace Health and Safety training and induction
Workplace Health and Safety auditing & inspection procedures
Workplace Health and Safety consultation procedures
Workplace Health and Safety performance monitoring
If Council officers believe that the Contractor does not have a workable Workplace Health
and Safety management system the Contractor must be requested to provide evidence of
an effective Workplace Health and Safety management system and if the Contractor does
not maintain an effective Workplace Health and Safety management system as required in
the contract the Council has the option to terminate the contract.
1

4. Risk Assessment Form
The Contractor shall prepare and submit a Risk Assessment prior to commencing the
works under the contract. The Risk Assessment Form shall be used to record the risk
assessment and risk control methods to be employed by the Contractor.
Tenderers are advised that Workplace Health and Safety is not as complicated as it
appears. For clarification of Workplace Health and Safety Requirements and
assistance with completion of questionnaires please contact Council’s Workplace
Health and Safety Officer Mr. Karl Schatkowski on 4783 9966.
6. Incident Notification
If the Contractor is required by the Workplace Health and Safety Act 1995 or by any other
regulations to give any notice of an accident occurring during the performance by the
Contractor of works under the contract, the Contractor shall at the same time or as soon
thereafter as possible in the circumstances give a copy of the notice to the Council.
The Contractor must promptly notify the Council of any accident, injury, property or
environmental damage, which occurs during the carrying out of the contract works. All
lost time incidents shall be immediately notified to Council. The Contractor must and
within 3 days of any such incident provide a report giving complete details of the incident,
including results of investigations into its cause, and any recommendations or strategies
for prevention in the future.
7. Non Compliance – Workplace Health and Safety
If during the performance of works under the contract the Council informs the Contractor
that it is the opinion of Council that the Contractor is:
• not conducting the work in compliance with the Contractor’s Health and Safety
Plan, health and safety management procedures, relevant legislation or health and
safety procedures provided by Council from time to time, or
• conducting the work in such a way as to endanger the health and safety of
Contractors employees or Council’s or its Contractors’ and subcontractors’
employees, plant, equipment or materials,
then the Contractor shall promptly remedy that breach of health and safety.
Council may direct the Contractor to suspend the work until such time as the Contractor
satisfies Council that the work will be resumed in conformity with applicable health and
safety provisions.
During periods of suspension referred to above, Council shall not be required to make any
payment whatsoever to the Contractor.
If the Contractor fails to rectify any breach of health and safety for which the work has
been suspended, or if the Contractors performance has involved recurring breaches of
health and safety, the contract will be subject to cancellation on the provision of three
weeks notice. In this event, Council’s liability shall be limited to payment for the work
performed and costs incurred by the Contractor up to the time of termination or an earlier
suspension of works.
2

BURDEKIN SHIRE COUNCIL
APPENDIX V
RISK ASSESSMENT FORM
Page 1
The attached Risk Assessment Form shall be completed by the successful tenderer in relation to
the contract works and submitted to Council for approval prior to commencement. The primary
objectives of the Risk Assessment are to:
• identify hazards associated with contract tasks and activities
• determine the level of risk
• establish appropriate risk control measures
Each major or significant task or activity associated with the contract shall be assessed in terms of
the associated hazards. When all hazards have been identified the most likely outcome as a result
of an incident shall be determined.
Risks shall be classified according to the following schedule:
Class 1: Potential to cause death or permanent injury to one or more people.
Class 2: Potential to cause one or more lost time injuries.
Class 3: Potential to cause an injury treatable with first aid.
A primary goal shall be to eliminate Class 1 and 2 risks associated with the contract and should be
a major focus of the Risk Assessment. Contractors should detail risk control measures that
adequately address all identified Class 1 and 2 risks. When determining risk control strategies, the
hierarchy of controls summarised below should be considered:
Eliminate the Hazard
Substitute the Hazard
Engineering Controls
Administrative Controls
Personal Protective Equipment
e.g. Off site cutting of panelwork
e.g. Replace ladder with scissor lift, substitute
solvent-based paint with water based paint
e.g. Reverse alarms/lights fitted to plant,
exhaust ventilation to remove fumes
e.g. Job rotation, work instructions,
safety instructions
e.g. Hearing protective devices, respirators,
hard hats
Where safe work procedures or instructions are developed they must clearly spell out the work
sequence, highlighting the procedures required to adequately control each Class 1 and Class 2 risk
identified in the risk assessment. All employees involved in the activity shall receive appropriate
training in the safe work procedure.
The risk assessment shall be completed on the Risk Assessment Form evaluating the full scope of
work associated with the contract. Additional risk assessments may be undertaken during the
course of the contract as required (ie work undertaken by subcontractors).

RISK ASSESSMENT FORM
Page 2
The Risk Assessment Form requires the Contractor to complete the following.
(i)
(ii)
(iii)
(iv)
Specific Task/Activity
The Contractor should document each major task associated with the contract. This should
consider the sequential aspects of the work to be performed from contract commencement
to finalisation of the contract.
Potential Hazards
The Contractor should identify the particular hazards associated with each activity or task
to be carried out.
Class of Risk
Each hazard should be evaluated as a level of risk, described as Risk Class 1, 2 or 3 defined
above. Classification in this way provides an indication of priority in terms of determining
risk control measures.
Control Measure
The Contractor should identify and document what actions are necessary to eliminate or
minimise the hazards that could lead to accident, injury or occupational illness.

RISK ASSESSMENT FORM
Page 3
Contractor: Contract Manager:
Contract: Contract No:
Contractor’s Representative: Telephone: Fax:
Telephone: Fax:
Signature: Date: Signature: Date:
Specific Task/Activity
Potential
Hazards/Consequences
Class of Risk
Control Measures

Burdekin Shire Council
145 Young Street, Ayr Q 4807
ABN: 66393 843 289
P.O. Box 974, Ayr Q 4807
Phone: (07) 4783 9800
Fax: (07) 4783 9999
Email: burdekinsc@burdekin.qld.gov.au
Web: http://www.burdekin.qld.gov.au/
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Burdekin Shire Council is collecting the information you supply on this form to be used in Finance
Department for processing of payments. The information will only be used by authorised Council
Officers and will not be given to any other person or agency unless required by law to do so. This
information is handled in accordance with the Information Privacy Act 2009.
General Details:
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Address:
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Telephone: Fax: Mobile:
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Transmission Details for Purchase Orders and/or Remittance Advices:
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Your Council contact is:
Please return to Finance Department – Expenditure Services:
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